4. What, if any manual intervention is required for a restart? In the event of a primary processor failure, is the system configured with a backup processor? If so, describe the processor failover procedure.
5. Disaster Back-up Service
a. Please indicate what resources are available to restore service promptly if the equipment is damaged by a disaster such as fire, flood, etc., or after a total system failure.
6. Software Back-up and Restoration.
a. Describe the process for downloading the system software to a back-up media.
What is the recommended media? Do you provide the media? Is the back-up process manual or automatic? Do you provide a remote back up for the telephony programming? The voicemail? Both? Can they be backed-up simultaneously? On the same media?
b. As part of a maintenance contract will your personnel perform the back up and keep off-site spare?
911 Compatibility
1. Describe how the proposed system will provide street address information to the local Public Safety Answering Point (PSAP). Include any costs - software, equipment and/or telephone utility – required to accomplish this notification. It will be the responsibility of the selected vendor to provide for this capability and demonstrate to the customer, through live testing, this capability is operative prior to system cutover. Provide a quote for each of the 911 approaches below:
a. 911 Type 1 – this will provide building and address specific information to the PSAP. i. Will provide on-network notification (to any endpoint on the City data network). • Will provide notification to City-owned smartphone mobile devices. b. 911 Type 2 – this will provide building and zone-specific address information to the PSAP.
• Will provide on-network notification (to any endpoint on the City data network). • Will provide notification to City-owned smartphone mobile devices. c. 911 Type 3 – this will provide building, room, cube, and device specific address information to the PSAP.
i. Will provide on-network notification (to any endpoint on the City data network). • Will provide notification to City-owned smartphone mobile devices.
2. Provide specific documentation indicating your proposed system complies with all 911 regulations of the FCC, the State of California. How can the proposed system provide for 911- location notification by station number? As an option, provide the necessary hardware and software to provide this feature. Please include all relevant telephone utility costs.
3. Kari’s Law Internal 911 Notification- Please describe how the proposed system can provide the needed internal 911notification tools to address Kari’s Law as required by the US Federal Government.
System Management
1. The following System Administration features and capabilities, or functional equivalents, must be provided as part of the proposed system. These features must be available at all locations. 29
a. Multiple Users - The system must interface to the Local Area Network (LAN) and allow for access and change capability for multiple, simultaneous users. b. Printing Faceplates – The requirement to print face plates will disqualify the proposed vendor and system.
c. Inventory Information - The system must provide inventory information on the number and type of telephone stations.
d. Trunking Information – the system must provide access to the information required. e. Alarm Notification – System must provide for an alarm system that notifies both the remote maintenance center and the client, if certain client-programmed system performance thresholds are exceeded.
f. Recent and Past Change History - The proposed system must provide documentation on both recent changes to an element of the system (station, trunks, etc.) and all past changes to an element of the system.
Training
1. Include in your proposal a detailed explanation of the training you will provide for station users, as well as the management and system administrators. Please indicate on which functions the system administrator will be trained.
2. The system pricing detailed must include:
a. Classroom training, on working telephones, led by vendor provided instructors, for all users, on-site at the City.
b. System programming, reporting, management, and configuration training, led by vendor provided instructors, for management personnel.
c. Please describe additional system administration and technical training that is available. Please include the projected costs for the training classes, where they are held, who provides them and if and what certifications would be provided if the City’s staff completes various levels.
3. Provide pre-recorded or online training. This would allow for refreshers and on boarding new employees.
Acceptance - The City requires an acceptance period of at least 30 days subsequent to the completion of the Cutover. During this 30-day period the system must perform without interruption of services and in compliance with all representations offered in the vendor’s proposal. Should the system or other associated devices fail to perform satisfactorily, the 30-day time frame for acceptance will start over until such time as the system performance is satisfactory for a period of 30 consecutive days. Final payment (including change orders) will be withheld, and the warranty period will not begin, until system acceptance.
Financial Information - Detailed pricing information is needed on the system. Provide the following financial data:
1. The response MUST INCLUDE an itemized schedule of all equipment and software for the proposed system. The pricing quoted must include all activities necessary for a complete, turn-key system, including, but not limited to:
a. Complete installation of all system components and software. b. Complete programming of all system components and software. c. Complete testing of all system components and software prior to system cutover, including QOS testing.
d. PSTN coordination including:
i. Coordination of PRI and/or SIP trunk installation with the PSTN service provider selected by the City.
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ii. Coordination of calling plan to allow for four-digit dialing between stations. e. On-site station reviews and determination of user requirements. f. Full system configuration documentation provided to the City to include all station features and function, complete trunking configuration information, and complete call flow information by station.
2. Cost detail for any non-standard features and optional items as detailed in the system specifications.
3. Any additional charges which apply for shipping and handling. Please specify dollar amounts.
4. A recommended payment schedule must be included. The customer will not consider any proposal with a final payment, due on acceptance of the system, of less than 25%.
5. Add/delete cost schedule for all system components, software, and station equipment - details on addition or deletion of all network components must be included. Include both pre-cut and post-cut prices. Indicate how long the post-cut prices will remain in effect. Pre-cut component pricing must remain in effect through system acceptance.
6. Maintenance costs for the system for Year 1 and for Year 2, as configured. Please show each year separately.
7. If there is a 3-year, multi-year maintenance contract available that provides the City with additional discounts, please propose as an optional item and provide explanation of the proposed arrangement.
8. The City requires the maintenance contract to provide 24x7x365 coverage. a. Please describe any Parts Labor Warranty included in the proposal. b. Clearly specify the warranty period for all hardware and software components.
9. A specific maintenance cost must be clearly itemized for business day service on all proposed equipment and software.
10. Equipment Leasing Options – Provide the interest rate and monthly lease rate factor for three-, five-, and seven-year lease options.
Estimated Implementation Plan
1. Please provide an estimated implementation plan with various milestones assuming the contract would be awarded by the end of September, 2023.
2. References:
a. Provide at least three references of similar installed systems in the area, using the tables provided below – expanding them as necessary to include all relevant information. The references must be for VoIP Enabled or VoIP system installations, multi- locations customers, with a minimum of 300 telephone stations, and a centralized voice mail system. • While you are free to provide any references, ideally, the City would like to talk with other municipalities.
• The City may wish to conduct site visits with one or more of the references provided below.
• Be advised, references are a major element of the customer’s selection criteria. 31
19 Voice Mail System
The City requires voice mail functionality as part of this procurement. The proposed voice mail system must be compatible and integrate with the system being proposed. The vendor is required to gather configuration information and provide a turn-key installation.
The proposed system should allow the City to define a call coverage forwarding path depending upon if the call to the station is internal or an external call. It should allow the City to define by Station how the user would like his or her telephone to forward to the coverage point or voicemail.
A coverage point is defined as any other phone on the system or the voicemail system. Please explain how the proposed system could deal with this circumstance.
1. System Configuration
a. Clearly indicate the number of simultaneous calls the system will support as configured and the overall storage capacity, in hours, as the system is configured. b. Additional licenses will be Voicemail only. These voicemail boxes will be used for Police officers and in other areas TBD.
c. The City provides Voicemail Boxes for many users throughout the City operation that do not have specific phones and will be using the Hot Desking operation to log in and log out of the system.
Please describe the operation of the voicemail system in this environment. d. The City prefers a non-blocking system but requires no less than 24 simultaneous calls.
Specify the maximum capacity the proposed system provides.
1. Features - Specifically, the proposed system must have the following features:
a. Announcement Boxes
b. Immediately light a message-waiting lamp on the appropriate telephone when a message has been taken. This message waiting indication must be noticeable. c. Automatically turn the message-waiting lamp off when all the messages have been heard and/or delivered.
d. Provide for automatically forwarding calls from a busy, unanswered, or call forward telephone to the appropriate mailbox without requiring the caller to dial a mailbox number or any additional codes.
e. If the caller does not wish to leave a message, the proposed system must allow the caller to escape from the voice mail system to a pre-programmed extension number. The system must allow for multiple targets for these “escape” calls. Does the proposed system have any limitation on the number of targets per system? Can the target be a telephone number outside the proposed system?
f. Allow an external caller to finish a message by simply hanging up. Systems that require the caller to touch a key on the telephone pad to save a message will not be considered. g. Archive Messages - Describe the options for archiving stored messages and the process to accomplish this function. Clearly define the tasks of both station users and system administrators in the archiving function.
h. Check Receipt of Delivered
Messages.
i. Does the proposed voicemail system capture caller ID allowing the user to optionally hear the calling number?
j. Changeable
Passwords
• Can the user change passwords?
• Can the user be forced to change passwords?
• If so, can the administrator establish the frequency of the change? If so, by system or by 32
20 station?
• What is the minimum password length? Maximum?
• Will the system provide a “lock-out” after input of an invalid passwords? • If so, is the number of invalid entries programmable by the user? Or is it system controlled?
• Can the voice mail password be the same as the user’s network password?
k. Forward and Backward while Listening to a Message - Does the proposed system provide the capability to allow a user, when listening to a message, to skip ahead to a later part of the message, or backward to a past part of the message? Please be specific. l. Guest Mailboxes
m. Group Mailboxes
n. Message Save
o. Message Delete
p. Message Pause
q. Message Privacy
r. Message Replay – explain the options available.
s. Message Redirect and Comment
t. Message Respond
u. Message Retrieval Greeting - Explain the available options for the system greeting the caller hears upon retrieving messages. For instance, does the system indicate the number of messages not yet heard? Message Rewind.
v. Message Speed - Does the proposed system provide the user the capability to speed up or slow down the replay of the message?
w. Message Undelete
x. Mirrored Mailbox - Does the system provide the capability to store the same message in more than one mailbox?
y. Outbound Notification of Messages - This feature must include notification to a radio paging device, cellular telephone, email, or other telephony equipment. Priority Notification of messages - This feature must allow a caller to select a priority or urgent status for message notification, and then provide for an alternative notification capability. For instance, a normal message may light a message-waiting lamp, while a priority message will out-call to a radio pager.
z. Priority Queuing of Messages
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21 aa. Recent and Past Change History - Describe the capabilities of the proposed system to provide documentation on both recent changes to an element of the system (mailbox, port, etc.) and all past changes to an element of the system.
bb. Skip Forward Through Messages
cc. Personalized Greetings – Multiple – Provide (at a minimum) the system users with the ability to have a greeting when there is no answer at their phone and another different greeting when they are on the phone. And explain any other options available. dd. Specifically, the City uses Temporary Absence Greetings throughout the operation.
Please describe the proposed system’s capabilities regarding this specific feature. ee. Personalized Greetings – Menu - Will the system provide a menu of options in an individual user’s greeting? For instance, “If your call is about A, press 1. If your call is personal matter, press 2.” If the caller selects 1, the message is recorded simultaneously in two pre-selected mailboxes, or routed to a different mailbox than if the caller selects 2. ff. Scheduled Delivery of Message.
gg. Speech Recognition - Can the proposed system provide command access through user speech? If so, clearly describe the functionality, features, limitations, and as an option provide pricing for all required system hardware and software components to implement this feature. hh. Message Distribution Lists - Please provide a detailed explanation of the procedure for creating and broadcasting a voice mail message to voice mail users in a distribution list. Clearly define any limitations on the number of distribution lists per user and the number of users per distribution list. Can distribution list be “chained” to effectively increase the number of users per list? Is there a system-wide broadcast capability? If so, how is it controlled and managed for sending and receiving?
ii. Remote Access - The system must allow users to access their mailbox from outside of the system without the assistance of an operator.
jj. System Administrator Reports - Please indicate what types of management reports are available with the proposed equipment. Also, indicate if additional hardware/software is required to generate the management reports.
kk. The City requires these reports to be able to be obtained in both printed and electronic format.
Please indicate if this is included and what the electronic format used. If the reports are in a proprietary form, please describe any conversion process. Please indicate whether the proposed voicemail system will provide City with the ability to review voicemail box activity and when each box was accessed. This feature may provide a valuable tool to determine if voicemail boxes are being checked and managed.
ll. Variable Settings for Maximum Message Length.
mm. Time-of-Day Stamp.
Voice Mail Training
1. Include in the proposal a detailed explanation of the training you will provide for voice mail users, as well as the system administrators. Please indicate on which functions the system administrator will be trained. At a minimum these must include station programming and system back-ups.
2. The system pricing detailed must include:
a. Classroom training, on working telephones, led by vendor provided instructors, for all users. The City would like the selected vendor to provide training classes for all system users in class-room groups of 12 or 15 attendees.
b. The City will provide a conference room to conduct classes and can provide the needed network switch for the training phones to be connected. The City requires the selected vendor to install the needed telephones for the training sessions. 34
22 c. System programming, reporting, management and configuration training, led by vendor provided instructors, for management personnel.
d. Please describe additional system administration and technical training that is available.
Please include the projected costs for the training classes, where they are held, who provides them and what certifications would be provided if the City’s staff completes various levels.
Automated Attendant Function
The City will use various Automated Attendant functions for departments throughout the City to handle various types of incoming calls. Direct Inward Dialing will be used in conjunction with this function.
The automated attendant should provide functions for the following:
1. After Hours Announcement and options.
2. Preprogrammed Alternative for Holidays.
3. Custom greetings for special events.
4. The City’s personnel want the ability to prerecord messages and/or greetings for holidays, office closings, etc. and to change from one greeting to another from a remote location, not on the system. Please explain in detail how this would be accomplished.
5. Provide various exits from the Automated Attendant.
6. The system must allow the caller to dial his or her choice at any time during the message.
7. The City also uses the Automated Attendant at each location as over-flow coverage, in the event that local City Administrative support is busy on another telephone call, the Automated Attendant for that specific location answers the incoming call and offers the standard choices defined by that location.
Message Integration
1. Describe the proposed system’s capability to provide for “unified messaging” using Office 2019 or 365. Pricing for unified messaging for all voice mail users must be included.
2. Does the proposed unified messaging software integrate directly with Outlook, Exchange Office 365 and Office 2019? Does it provide direct dialing from the Contact list? If so, please describe how the products integrate.
3. Does the proposed unified messaging software integrate directly with Outlook Office 365 and Office 2019? If so, please describe how the products integrate and what mail protocol options are available.
4. Which electronic mail protocol(s) does the Unified Messaging system support? a. IMAP, POP3, SMTP, others?
b. Please discuss the pros and cons of each in a Unified Messaging environment with Office 365 and Office 2019.
5. When a voice message is received in a Unified Messaging environment, will the entire voice message be transmitted to Office 365 or Office 2019 in addition to header information? If not, what will the user see in Outlook, Office 365 and Office 2016 when they have received a voice message?
6. Please describe where the voicemail messages will be stored and whether the messages will be stored on a voicemail appliance or the Office 365 or Office 2019 Environment.
7. Will the user be able to listen to voice messages through Outlook, Office 365 and Office 2019?
8. In the experience of the vendor, on average, how much disk space does an average message consume within Exchange, Office 365 and Office 2019? Are any compression algorithms available to reduce disk utilization?
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23 9. Click to Dial Operation – Optional - Please describe how the system can provide click to dial operation from various sources including Outlook, Exchange, Office 365 and Office 2019 contacts and other sources.
10. VMWare View Compatibility – The proposed desktop client should be compatible with VMWare.
Redundancy and Disaster Recovery Issues
Redundant Operation - Please design the proposed system to provide the ability to terminate existing PRI or newly installed SIP in City Hall and any other needed location.
1. The system should be designed to provide the City with redundant operations allowing these locations to be fail-over sites for each other both for telephone operations and trunking.
2. The system(s) should also be configured to provide redundant power supplies, CPUs, and Disk/Drive Operation for the telephone and voicemail system.
3. Ideally the system should provide Hot-Swappable Disk Drives.
Premise-Based Solution
1. It is the intent of this procurement to install the core of the new systems in City Hall. a. Please provide an explanation of the proposed systems capability to provide the active operation.
b. It is the intent of the City that, in the event of a failure of one of the core system servers, no calls would be lost and stations would re-register to the available server automatically. c. Can the servers be virtualized using VMWare?
2. The Proposed system should also have both back up power supplies, CPU technology and Disk Drives.
a. Ideally, the system should provide hot swappable power supplies and disk drives.
3. System Outages
a. When software maintenance is performed on the system, is a restart required? b. Typically, what will the duration of a system restart be for a system of this size? c. What, if any manual intervention is required for a restart? d. In the event of a primary processor failure, is the system configured with a backup processor? If so, describe the processor failover procedure.
4. Disaster Back-up Service - Please indicate what resources are available to restore service promptly if the equipment is damaged by a disaster such as fire, flood, etc., or after a total system failure.
5. Software Back-Up & Restoration - Describe the process for downloading the system software to a backup media. What is the recommended media? Do you provide the media? Is the back-up process manual or automatic? Do you provide a remote back up for the telephony programming? The voice mail? Both? Can they be backed-up simultaneously? On the same media? As part of a maintenance contract will your personnel perform the backup and keep the off-site spare?
Hosted-Solution Proposals
If you are proposing a hosted solution your proposal must include:
1. The phone types listed in the RFP
2. Trunking and line design as requested in the RFP
3. Detailed description of the design, connectivity to/from each site
4. If you are using the City’s data network to distribute your proposed hosted design, your proposal must include all components necessary to deploy the design. (i.e. network switches)
5. The proposal must include all features requested in the RFP for users throughout the system. 36
24 6. If the use of any of these features is measured and priced by the number of times the City uses the feature, your proposal must include the incremental cost of the use.
7. The hosted solution must include the survivability for each site as requested in the RFP. This means that if the internet or WAN connection for an individual site is lost, the equipment installed locally is configured to use a local POTS line as it’s back up. a. Routing of specific telephone numbers to cell phones is not acceptable for recovery.
8. Pricing quotes should include any one-time costs and monthly costs for the proposed service for each location.
Financial Information - Please provide the following financial data:
1. The response MUST INCLUDE an itemized schedule of all equipment and software for the proposed system. The pricing quoted must include:
a. Complete installation of all system components and software b. Complete programming of all system components and software c. Complete testing of all system components and software prior to system cutover, including QOS testing.
d. On-site, department by department interview meeting station reviews and determination of user requirements.
e. Full system configuration documentation provided to the City to include all user features and function and complete call flow information by station. f. Any additional charges which apply for shipping and handling. Please specify dollar amount.
g. A recommended payment schedule must be included. The customer will not consider any proposal with a final payment, due on acceptance of the system, of less than 25%. h. Add/delete cost schedule for all system components and software. Include both pre-cut and post-cut prices. Indicate how long the post-cut prices will remain in effect. Pre-cut component pricing must remain in effect through system acceptance. i. Maintenance cost for the system, as configured, after the warranty period. Clearly specify the warranty period for all hardware and software components.
Maintenance and Warranty
1. Warranty - Provide a copy of the warranty on the proposed system or a narrative description of the provisions of the warranty.
2. Factory-Trained Personnel - Indicate the number of service personnel in Los Angeles County factory-trained to maintain the proposed system, including the street address of the service location.
3. Qualified Personnel - Indicate the number of service personnel in the area qualified to maintain the proposed system, including the street addresses of the service locations.
This should include factory-trained personnel, personnel trained by the vendor and all other individuals who can perform technical services on the system.
4. Service Centers - Provide the locations and hours of operation of the service centers to be utilized. The City may wish to conduct a site visit to the contractors’ Service Center.
5. Spare Parts - Provide a general listing of the spare parts available from each of these service centers.
6. Maintenance Plans - Provide details on maintenance service arrangements for the proposed system and the cost for any alternative available including maintenance contracts and per-call maintenance. Provide the monthly maintenance contract price based on the initial equipped configuration including details on how this price is 37
25 computed. The City is capable of performing some basic maintenance routines. Please provide information on any charges associated with customer provided maintenance.
7. Hourly Service Rates - Indicate the hourly rate the City can expect for service not covered by warranty or service contract for each of the proposed systems.
8. Service Response Times – The City requires the selected vendor to include a minimum of a four-hour emergency response time to emergency outages.
9. Maintenance Cost Escalation - Provide the rate at which the maintenance contract costs are escalated including any contractual limits in escalation of costs.
10. Modification Lead-Time - Specify the amount of lead-time required for moves, changes, additions, and deletions.
11. Repair Response Times - Describe the expected and guaranteed response time for “regular” and “emergency” services. Indicate what you define to be “regular” and “emergency” service. Guaranteed response times of greater than 4-hours for emergency services, and next business day for regular services, will not be acceptable.
12. Service Alternatives - Indicate the provisions for service and spare parts if your business terminates, is subjected to a strike, or shut down for any reason.
13. Default - State what recourse is available if the proposed system does not perform as quoted and the customer is faced with loss or interruption of service. Be advised that some form of liquidated damages for non-performance and/or system failure will be required in any final agreement.
14. Performance of Maintenance - Clearly identify if the proposer or a third party will provide maintenance services. The City will require the right to reject any third parties or sub- contractors under this agreement and in any event proposer will be responsible for all maintenance services.
15. Remote Maintenance.
a. Provide information on the capabilities of the system to interact with the Remote Maintenance Center (RMC) of the proposer.
b. How does the system notify the RMC of a trouble?
c. What diagnostic capabilities does the RMC have?
d. Can the customer communicate directly with RMC personnel? e. How frequent is the proposed system polled by the RMC for routine maintenance?
Pricing.
1. Pricing - Expand the following tables as required to provide itemized, component pricing for the proposed system to meet the requirements. The component name should be clear and understandable, not a code or stock number. The Discounted Price must be the actual cost the City will pay for the component, not a list price with a summary discount at the end. Total Price equals the Quantity times the Discounted Price. Please provide the options for our current PRI solution as well as a SIP solution.
a. Telecommunications system as defined. Include all required components. 38
EXHIBIT “C”
Delivery and Installation
The City anticipates cutover of all locations to be completed by or before September 20, 2024.
Please indicate whether this schedule can be met and identify the tasks, including site preparation that the City and the vendor will perform and/or be responsible for in order to accomplish delivery and installation of the system in this time frame. It will be assumed that any task not specifically stated to be our responsibility would be that of the vendor.
1. Implementation Plan - The vendor must provide a tentative implementation plan with dates necessary to place the system into service. This plan must clearly identify the tasks and resource requirements of the City during the implementation process.
2. Risk of Loss - Please state when the customer assumes risk of loss or damage.
3. System Physical Requirements - Please indicate the requirements for each location, for:
a. Floor Spacing
b. Floor Loading
c. Wall Space
d. Environmental factors such as air condition and ventilation. e. Minimum size door opening required for equipment movement. f. Specify the electrical and grounding requirements for the proposed system. Indicate what modifications will be needed, if any, at the site to meet those requirements.
Unless otherwise stated, the vendor will be responsible for any necessary modifications.
1. Equipment Reduction - Explain any penalty or liability charge for reducing equipment or telephone instrument prior to and after installation of the proposed system.
2. Equipment Delivery - The vendor will be responsible for making necessary arrangements with the management of the building for delivery of equipment to the premises. The vendor must comply with all building regulations regarding hours, any delivery rigging and method and location of equipment delivery.
3. Manuals and Brochures - Please provide hard copies and electronic versions of the following as part of the proposal:
a. Station user’s manual (1 for each telephone). b. Voice mail user’s manual (1 for each License) c. Any other pertinent reference information.
d. The City expects the selected vendor to produce a short version of the user guide to be provided to each system user. This guide should be customized to provide steps to use the features specific to the City’s system design and selected feature group.
4. Manufacturer Relationship - Please describe your precise relationship with the manufacturer of the proposed system (i.e., dealer, distributor, branch, common parent, etc.) Proposers who do not hold primary full dealership status with the proposed manufacturer and who are dependent on secondary distributor arrangements to obtain product and direct access to manufacturer level engineers are not acceptable.
5. Manufacturer’s Commitment - The vendor shall make a written commitment to make available maintenance spares, trained personnel, and software support to fully maintain the system for a period of ten years from the date of cutover. If the vendor is other than the manufacturer, then a letter of similar commitment from the manufacturer must be included in the proposal.
6. Warranty - The Proposer must guarantee all of the installation work to be performed and materials to be furnished under this contract against defects in materials and workmanship for a minimum period of one (1) year from the date of final acceptance of the completed 39
EXHIBIT “C”
work. The Proposer shall, at their own expense and without cost to the City and within a
reasonable time after receiving a written notice thereof, make good any defect in materials and/or workmanship of the installation which may develop during the guarantee period. Any associated damage to other items and/or finished surfaces caused by the defect shall also be corrected by the Proposer to the satisfaction of the City and at no additional cost.
7. Software Assurance – Maintenance and support quotes should include software assurance protection for the City. Please itemize this cost.
8. Software Updates – Please describe the following regarding available software upgrades:
a. How is the City notified of new software upgrades and tools available for ALL the systems proposed?
b. Does your company require software updates at these intervals or are they included/or optional?
c. Are software updates included in the maintenance contract? d. In the case of VoIP solutions, do you provide recommended/required software updates for all network hardware in addition to the proposed system? e. Please provide typical frequency of software updates on an annual basis.
9. Test Plan - The Proposer will develop and execute a test plan and final walk through with the owner’s project manager in attendance. The test plan and walk through will include: a. Testing of all connectivity between switches.
b. Random testing of port connectivity.
c. Verification of each VLAN.
d. Verification of Internet access.
e. Integration between Voicemail and Exchange – Unified Communications f. Printed copies of all equipment configurations for the City’s project manager review.
g. Conducting a final walkthrough inspection of the installation with the City’s project manager and the preparation of a punch list of items that need attention prior to final acceptance. h. Completion of the punch list items and the request for a final acceptance walk through with the City’s project manager.
i. Final acceptance of the installation.
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Methodology – Section 5
Intelesys’ is continually recognized when working with
municipalities similar to the City of Monterey Park because we understand that the product is only a piece of the solution. It is equally critical that your partner understands how to best design and implement that product so that it provides you with the greatest benefit, customized specifically to your needs.
Through our many government implementations, Intelesys has developed our White Glove Implementation Process, comprised of 6 phases that ensure the end result surpasses your expectations, reflects positively on your team, and is something you can be proud of. Directed by your dedicated Intelesys Project Team consisting of your Project Manager, Account Manager, and Senior Engineer, you’ll see why this process is what we’ve become known for.
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Phase 1: Discovery
Our goal is to learn as much as we can about the operations of the city so that the solution we deliver truly meets your needs. Our team wo rks with you to personally interview the staff, departments and groups within your city to identify how we can customize the solution to work best for each. Th e information we gather is well-documented and used throughout the process as a benchmark to ensure we are aligned with your goals.
Phase 2: Design
In this phase, we utilize all the information our team has gathered to perfect the design for the City of Monterey Park. Here, we ta ilor your system from the ground up to ensure that it provides the best experience for external callers and internal staff alike. We des ign the system to be intuitive, so users are quick to adopt features and there is a feeling of “this just makes sense.”
• From the start, we take a 2-focus approach to design:
o What is required right now to meet the city’s needs?
o What is the city’s future direction, so that we can plan to accommodate change?
• Our understanding means that everything in the design is intentional. From ca ll flow to your numbering plan, to programmed button positions on your phones, we know from experience that it’s the small things that can have the greatest impact in how users perceive your system. We leave nothing in the design to chance.
• Prior to initiating any programming, your Project Team will review the design with you for your approval. We want you to always be in the loop with what’s going to happen before it happens.
• The proposed solutions are capable of scaling far beyond their current need so you’re never “boxed in” to a solution that doesn’t fit. Intelesys implements best- practices early on in the design phase that make it easy to accommodate future growth.
• As phone use changes, both the proposed solution architecture and Intelesys’ proactive design means that it requires minimal effort to add, change, or remove resources as needed. This al lows tight alignment with what the City of Monterey Park needs at any given time, allowing you to control costs and resource allocation.
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Phase 3: Programming
Our highly certified team goes to work configuring your proposed solution from the ground up. Programming begins from square one so that we have full end-to-end control of how your system is built.
• Our in-house voice talent will record all custom prompts and auto-attendant menus so that you continue to convey a professional image to callers.
• Our team performs exhaustive testing prior to conversion, including carrier testing, integration testing, 911 testing, and more.
Phase 4: Conversion
This phase is the most visible to the majority of your staff, and we take great care to ensure that we leave a lasting positive impression! Understanding that disruption to your staff is unacceptable, we schedule all installation to occur around the workday.
• Our Client Education Team is a key part of what makes Intelesys one of the highest- rated VoIP solution integrators around. We wo rk with your team to design the best plan for training each and every person at all locations across the agency who will be using the new proposed platform.
o End-User Training Sessions: Our trainers will meet with your staff in convenient groups, small or large, at every site to introduce the new phones and clearly demonstrate how to use the specific features they will be able to take advantage of day-to-day.
o Ongoing Resources: We provide videos and documentation you can make accessible on your network for users to reference as needed.
• Off-hours, our engineers connect your new phone equipment and confirm that all calling capabilities and quality meet our strict standards. We test i nbound and outbound calling, system failover, 911 functionality, and many other areas before the system is certified “live.”
• GO-LIVE! As we bring locations online with your new VoIP solution, we have a team dedicated to you onsite to ensure a seamless transition.
o We are side-by-side with your staff for any questions and hands-on support as they start to use the new phones for the first time. 43
o We spend 1-on-1 time with executives and key individuals to ensure their comfort with the functions they need in order to be effective.
o During the conversion, we maintain a punch-list of any modifications that are requested so that we can work with you to prioritize how they are addressed.
o Our team will remove your existing phones as soon as your new VoIP system is live and the areas are then cleaned of all related elements.
Phase 5: Wrap-Up
We make sure that we finish as strong as we begin, leaving no loose ends unaddressed.
We’re not satisfied until everything is buttoned up.
• Comprehensive Administrator Training: This is your system, and we want you to be confident about managing it. Your administrators will receive customized training led by a certified Engineer who understands what it’s like to be in your shoes.
• Any outstanding items on the punch-list we’ve created are addressed in full.
• Your Intelesys Project Management Team sits with you for Post-Install Meeting to review the success of the implementation.
Phase 6: Transition to Support
As a government entity you are a VIP client to Intelesys. We want to properly introduce you to the level of service you will continue to receive long after your deployment is complete.
• Our Service Manager will personally meet with your team to formally transition you to support.
• Internally, we conduct a meeting with our entire Service Team to familiarize them with your account and how we’ve designed the proposed solution to meet your needs. Most importantly, we want our team to understand all we will have learned about how the City of Monterey Park operates so we can provide a unique level of service that continues to surpass your expectations.
• As security updates and new features are released, our team will test and analyze them against their impact on your specific environment. We will let you know what benefit each update brings and then schedule a time, off-hours, install them (and test – again) for you!
44
Project Management – Section 6
Intelesys runs a flat organization chart which provides the City of Monterey quick and easy access to our President, Rick Balzer, should you ever need it. Keeping executive oversight on all projects allows for flexibility and rapid response for our Municipal projects.
Your project team will be led by our COO and Operations Manager – Aaron Betts. Aaron is an executive member for Intelesys and has 27 years in the technology industry. He oversees all Municipal projects and oversees their account management. Aaron has proudly maintained a 97% client retention rate since taking the helm at Operations in 2015. His department maintains a Net Promoter Score that qualifies Intelesys as World Class Support with companies such as Harley Davidson, Apple, Nordstrom, to name a few. In fact, the last 16 quarters have seen, through an independent blind survey, a satisfaction rating of 98% across our clients.
For your VoIP installation project, the team will consist of a Project Manager, Senior Engineer, Field Engineer, Systems Trainer, and others as needed.
Your Project Manager serves as a product & systems expert available to support your needs and how our solution can meet them.
Your specific account management team will be determined further along in the sales cycle. As we progress in the sales cycle then we can provide bios and further details.
At kick-off, Intelesys will present a proposed project timeline. We will set up weekly review meetings with City staff members to ensure the project milestones are being met on both sides and identify any potential issues as soon as they arise.
All project change orders will be discussed and approved by the City of Monterey Park before being implemented.
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Assigned Personnel – Section 7
Intelesys prides ourselves on the quality of our team and the level of their expertise. From start to finish, you can expect to work with the same team who will ensure that the goals we identify throughout our VoIP Phone System relationship remain in focus all the way through to achievement.
Our core project team for the City of Monterey Park’s VoIP Phone System Solution is identified below.
All staff are CJIS and CLETs certified.
For the on premise MiVoice Business solution, David Garcia will be your technical project lead. For the Hosted solutions, Ring Central and GoTo, Matthew Saenz will be your technical project lead.
Aaron Betts, Operations Manager
Mr. Betts has managing the Operations Department of Intelesys since 2014. Mr. Betts has overseen hundreds of telecommunication system conversions during his tenure. Mr. Betts will oversee the project from a management perspective ensuring that all major milestones and deliverables are identified and met on time and within budget. Mr. Betts will be the main point of contact for the city during the installation project.
Started with the company in 2012
Mr. Betts has been in the IT industry for 27 years
Mr. Betts has been managing the Intelesys Service Department since 2014. During this time he has maintained a 97% client retention rate and a client satisfaction rate in the high 90’s.
Mr. Betts has certified in various disciplines from technical trade schools and vendor specific universities and holds various technical certifications Mr. Betts provides day-to-day operational oversight on all Intelesys projects, and is currently the Program Manager for all clients with over 500 endpoints, and all Municipality and K-12 clients
Mr. Betts has successfully managed hundreds of client projects bringing them to a close on time and within budget.
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David Garcia, Premise Solution Specialist
Mr. Garcia oversees all technical projects for Intelesys. Mr. Garcia has deployed and configured hundreds of client VoIP solutions as well as consulted on hundreds more. Mr. Garcia not only has extensive PBX experience; he also is one of Intelesys’ senior networking engineers. He will assist in network evaluation as well as system design and implementation of the new VoIP platform. Mr. Garcia is an escalation point for any technical issues that arise during the project and for the service department on a daily basis.
Started with company in 2004
Mr. Garcia is certified on a variety of data products such as Cisco, HP, and Microsoft. He holds numerous certifications on Mitel including installer, advanced engineer, enterprise call center, mobility, and collaboration
Mr. Garcia provides Network Design for Intelesys. He has been instrumental in Network vulnerability scanning and remediation. As well as network isolation and network routing. Mr. Garcia provides technical supervision and design for all Intelesys projects either exceeding 500 endpoints and/or is deemed of strategic business importance to Intelesys, such as all local municipalities and K-12 deployments.
Mr. Garcia has held numerous technical positions within the IT and telecommunications field throughout his career. Mr. Garcia has led the technical and product direction of the company since 2013.
Mr. Garcia leads all network related projects that include switches, firewalls, servers, and virtual environments.
Jessye Gentry, Training and Support Specialist
Ms. Gentry leads our client’s training and education in the telephony area. She specializes in both premise, MiVoice Business solutions as well as hosted GoTo, and Ring Central PBX solutions. Ms. Gentry will coordinate, schedule, and perform all the end user training for your hosted PBX solution. Ms. Gentry will provide printed training materials, as well as optional video recordings of the trainings for future onboarding. Ms. Gentry also oversees the client support experience. She will ensure that any support requests are opened and addressed in an appropriate timeline and oversee the completion of said requests.
Started with Intelesys in 2021
Ms. Gentry has trained hundreds of end users on both hosted and premise VoIP systems. Ms. Gentry oversees all support tickets and monitors their progress to completion. 47
Matt Saenz, Hosted Telephony Specialist
Mr. Saenz manages our hosted installations and client transitions. He certified in Mitel MiVoice Business, GoTo Connect, Ring Central, and many other phone system platforms. Mr. Saenz designs and programs our clients PBX deployments both Hosted and on premise. Mr. Saenz has a vast knowledge of VoIP technologies, protocols, and best practices. Mr. Saenz has programmed hundreds of client’s phone systems.
Started with Intelesys in 2010
Mr. Saenz has 20 years of PBX and Telephony support
Mr. Saenz has lead client telecom transitions since 2018. Specializing in Municipal and Education clients
Mr. Saenz specializes in client support in both networks and telephony Mr. Saenz has expertise in designing, programming, installing, analyzing, and troubleshooting premise and hosted PBX solutions.
Mr. Saenz is SonicWall CSSA and MikroTik MTCNA & MTCSE certified.
Charles Henigan, Security & Network Specialist
Mr. Henigan is the lead Security Specialist for Intelesys. Mr. Henigan ensures that new PBX deployments adhere to the IT security policies and regulations that our clients have in place. Mr.
Henigan has many years of knowledge in network design and communication security. He regularly looks at our clients systems for potential vulnerabilities and looks for mitigation paths for them.
Mr. Henigan was brought on board with Intelesys in 2019. He is a 25 year industry veteran specializing in Network Security.
Mr. Henigan holds multiple industry certifications, including Microsoft Certified Systems Administration, Security+ SY0-501, and Cisco CCNA. He is currently certifying for his CPT (Certified Penetration Tester) and CEHv11 (Certified Ethical Hacker) certifications. Mr. Henigan has worked closely with healthcare and private organizations for over 20 years to provide Cybersecurity Assessments, Security remediation, Network hardening, and Firewall management.
Mr. Henigan has developed a security baseline for our clients. He leads the team in network vulnerability scanning and remediation and network hardening. 48
Schedule - Section 8
A thorough project timeline will be developed to manage project tasks, key milestones, project communication, and adherence to the project schedule in meeting the expected conversion.
The timeline will be used by our staff and assigned department staff during the project duration and on a weekly project status call. The City of Monterey Park should plan on a 6-8 week conversion process from contract signing to final conversion.
Included is a sample timeline assuming the project is awarded on September 30 th.
49
Cr
ea City of Monterey Park This is a sample project plan - actual plan will be customized for the City of Monterey Park upon kick-off call once awarded Sample Install
Enter Company Name in cell B2.Intelesys
Enter the name of the Project Lead in cell B3. Enter the Project Start date in cell E3. Pooject Start: label is in cell C3.
Aaron Betts
Th
e 1
Ce 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26Th is
ro
w
TASK ASSIGNED
TO PROGRESS START END M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S Do not delete this row. This row is hidden to preserve a formula that is used to highlight the curren day within the project schedule. Project Kickoff - Assignment identification 10/2/23 10/2/23 Ce
ll Phase 1 DISCOVERY
Ce
ll Gather all users & extensions Intelesys / Monterey Park 10/3/23 10/5/23 R
o Collect all numbers Intelesys / Monterey Park 10/9/23 10/12/23 Download current system programming Intelesys 10/10/23 10/11/23 Identify all integrations Intelesys 10/16/23 10/17/23
Identify all dial tone and begin porting process Intelesys 10/18/23 10/20/23 Th
e Phase 2 DESIGN
Department Head Design Sessions Intelesys / Monterey Park 10/23/23 10/26/23 ACD Agent Call Flow Design Intelesys / Monterey Park 10/30/23 10/31/23 Identify Music on Hold Intelesys 11/1/23 11/1/23
Determine any paging Intelesys 11/1/23 11/1/23
Sample phase title blockPhase 3 PROGRAMMING
Data Input Intelesys 10/30/23 11/3/23
AA Recordings Intelesys 11/6/23 11/7/23
Equipment Delivery Intelesys 11/6/23 11/7/23
Phone Deployment Intelesys 11/8/23 11/14/23
Software Installation Intelesys 11/8/23 11/14/23
Sample phase title blockPhase 4 CONVERSION
End User Training Intelesys / Monterey Park 11/13/23 11/14/23 Configure analog devices Intelesys 11/13/23 11/14/23
Port Numbers Intelesys 11/15/23 11/15/23
Go Live Intelesys 11/15/23 11/15/23
Gather old Equipment Intelesys 11/15/23 11/15/23
Sample phase title blockPhase 4 WRAP-UP
Admin Training Intelesys 11/20/23 11/20/23
Finish punch list Intelesys 11/15/23 11/17/23
User Acceptance Testing Intelesys / Monterey Park 11/21/23 11/21/23 System Acceptance Intelesys / Monterey Park 11/21/23 11/21/23 Sample phase title blockPhase 4 TRANSITION TO SUPPORT
Review service procedures Intelesys / Monterey Park 11/22/23 11/22/23 Introduce customer portal Intelesys / Monterey Park 11/22/23 11/22/23 Assign account management Intelesys / Monterey Park 11/22/23 11/22/23 Service Handoff Intelesys / Monterey Park 11/22/23 11/22/23 Nov 13, 2023 Nov 20, 2023
Mon, 10/2/2023
Oct 2, 2023 Oct 9, 2023 Oct 16, 2023 Oct 23, 2023
Project Start:
Display Week: Oct 30, 2023 Nov 6, 2023
50
Program Monitoring – Section 9
Our project timeline will be shared online and updated consistently throughout the implementation phase with specific tasks, assignments, and milestones. A weekly project call will be set as a check-in point for all project staff to report on progress, highlight any concerns, and be updated with the overall project status. The calls will be recorded for any staff that may have missed the meeting or need to reference back to a specific topic. A project lead is assigned on the Intelesys side to drive all pertinent communication and serve as a single point of contact for the water department staff. We strongly suggest the city also assign a primary project manager. All design meetings, resource needs, and onsite scheduling will be handled by the project manager. Intelesys will establish a project Direct Message group where messages can be sent to the team or to individuals, files can be shared, and alerts can be sent. Project members will get an email notification whenever a message is left for review.
If any part of the project goes outside of the original scope, a change order will be issued.
Intelesys will confer with their city liaison on the project to get written approval for the change before any hardware or software is purchased.
With over 25 years’ experience in designing and deploying communications solutions, Intelesys is well versed on potential risks that could impact a system conversion. The two most important tools we have in combatting risk are planning and testing. Utilizing a detailed project plan allows for key milestones and inflection points to be identified, as well as a tool in altering work flow when needed to adapt to change conditions. A primary area to pay close attention to is the scheduling and porting of telephone numbers to the new solution. Losing carriers are often not too interested in making sure your transition is clean, constant monitoring of date and communication of involved staff go a long way in setting the proper expectations. Having worked in the local market for over 25 years, Intelesys has established relationships with most all providers that we can tap into in case of emergencies. They value our business relationship as we share many clients with several providers. Another key area of focus from our staff will be training, we never get a second chance to make a first impression. If the system conversion is chaotic, staff will quickly lose faith in the chosen solution. Proper communication and education go a long way in easing the transition.
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The day of conversion is well planned, well prepared for, and scheduled with enough time to react to last minute issues as they arise. A benefit to being local is we can dispatch to the installation locations several times during the process to confirm preparedness, as opposed to being sent from a remote destination with minimal time resource on site.
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City Resources – Section 10
This project is presented as a turnkey solution and is intended to need minimal resources from the City staff. Intelesys recommends the client assign a led project interface for the duration of the project who attends weekly status meetings until project completion. Our integration team will need minor support from the City of Monterey Park’s IT staff to assist in port identification, firewall programming, and general network layout. Should any adjustments need to be made, Intelesys engineers will work in conjunction with the IT staff to implement the needed changes with a security first mindset. Intelesys also recommends internal staff familiarize themselves with the new platform via onsite training, remote training, and / or pre-recorded video training.
Contact center staff should plan on more involved training to make sure the tools and reporting are used as effectively as possible. Lastly the City of Monterey Park should consider having 1-3 staff attend a more detailed administrator course on the programming and management of the new system.
53
Subcontractors - Section 11
Intelesys uses a project staff comprised entirely of in-house engineers. Intelesys does not subcontract any work for their projects.
54
Capability and References – Section 12
City of Rancho Cucamonga
Their Solution
21 locations
893 IP phones
31 wireless conference phones
1 month to design and plan
2 months to deploy and go-live
(50% faster than planned)
43 training sessions
with over 800 city staff trained
Alec Martinez, [email protected]
Key Features
Wireless IP conference phones, fully integrated into the Connect, were installed in all city conference and training rooms. These phones can be moved anywhere within a
multiroom radius without any physical connection.
Enhanced Paging allows Battalion Chief to page any fire station from anywhere in the city while preventing similar access to unauthorized personnel. The Mobility feature – used as an app on users’ smartphones – allows staff to make and receive job-specific calls on their cell phone, keeping the city from having to issue separate, city-owned cell phones. Users can dial internal extensions or outside numbers and still maintain the appearance of coming from the city’s phone system.
IntelesysOne also supplied the city’s switching and routing infrastructure with a new $1.5 million Cisco solution, allowing up to 10GB routing between sites. 55
City of San Marino
Their Solution
Initial findings by Intelesys indicated concerns for successful system deployment Performed a network assessment for the city independent of the city’s longtime outsourced IT provider
Due to major network design flaws, Intelesys immediately assumed management of the city’s network
Transitioned network/security to a best-practice design, reducing costs and improving performance
Specific system improvements made over the next 9 months including:
o Corrected security issues based on network access
o Consolidated open projects, by request, to produce an accurate IT budget by department
o Expanded city’s virtual server environment to include all major functions o Cataloged all software, identifying support status, ongoing contract costs, and license compliance
o Aided PD in securing data security, public works retention polices, field software and hardware operation, and data redundancy
o Created a centralized back-up and redundancy operation plan for the city o Aided in setting up city EOC
With the turnover of the city CFO, Intelesys provided an executive resource to sit on the executive committee as IT Director to ensure a citywide technology budget was managed and outstanding projects budgets were identified. Currently the support team at Intelesys supports approximately 15 tickets per day for the City. Intelesys provides 100% of the technology support for the City, as well as fulfilling the executive role of IT Director at a cost of $216,000 yr.
Key Features
Redesigned network
Mobility application for staff and remote access to network established Transition from legacy phone system to VoIP system
56
City of Lancaster
Their Solution
17 sites
450 phones
1 month to design and plan
6 months to deploy and go-live
Michael Sanderson [email protected]
Key Features
Re-design of entire City Hall network – creating multiple VLANs for network segmentation
Point-to-Point wireless solution to provide IP phones at their soccer field office. Deployed IP phones to a stadium added after the implementation was complete.
57
Alternative Proposals – Section 13
Intelesys as a solution provider is presenting three options for the City of Monterey Park to choose from. The Work Program and the Methodology for all three solutions remain the same and therefore, we are referencing sections 4, and 5 of the RFP response. The Assigned Personnel would remain the same except for the lead technical engineer. As such, we are indicating below that difference. All three solutions have been discussed and included in the pricing section of the RFP response.
MiVoice Business – On Premise solution
Work Program – See section 4
Methodology – See section 5
Assigned Personnel – See section 7 for complete team. The Technical Engineering lead will be David Garcia.
GoTo Connect – Hosted solution
Work Program – See section 4
Methodology – See section 5
Assigned Personnel – See section 7 for complete team. The Technical Engineering lead will be Matthew Saenz.
Ring Central – Hybrid solution
Work Program – See section 4
Methodology – See section 5
Assigned Personnel – See section 7 for complete team. The Technical Engineering lead will be Matthew Saenz.
58
Conflict of Interest - Section 14
Intelesys does not have any conflict of interest with the City of Monterey Park, nor any of its employees. In our entire 30 year, corporate history, Intelesys, nor any of its officers, has not been party to any litigation nor have we had any contract cancelled due to breach or non-performance. Our firm has not been party to any public finance transaction during the past five years. We are proud of our organizational integrity and performance.
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Major Feature Items Mitel GoTo RingCentral
Platform Type Premise Hosted Hybrid
5 Year Total Cost of Ownership 556,051.45$ 671,965.54$ 664,920.16$ Managed in the cloud
Redundancy - Internet
Redundancy - Cellular
Redundancy - Land based phone lines
Audio Conference Bridge Optional
Video Conference Bridge Optional -Hosted
24/7 Support
Included VIP Support
Call Recording On Demand
Call Recording Full time Optional
Desktop client paired to desk phone
Hold Music/Messages
Hot Desking
Mobility (Cell Phone)
Auto Attendants
Custom Schedules
Visual Voicemail
Voicemail Transcription Sent to Email Optional
Voicemail Transcription Within Client
Custom Greetings
Ring Groups
Basic Call Queues
Presence Monitoring
Call Analytics
ACD / Contact Center Optional Optional Optional
Team Messaging
SMS Texting
eFax Optional -Hosted
Offers API
Mix and match licenses Limited
Proprietary SIP Phone
Non proprietary SIP Phone
Microsoft 365 / Exchange Integration
Microsoft Teams Integration (Direct Routing) Optional Imbedded Teams App
Uptime (Last reported) 99.999% 99.99% 99.999%
* Analysis based on current manufacturer data, rapid platform development may alter features and availability ** Some Teams features may be accomplished with third party products Platform Options Comparison
60
Product Mitel - Premise
System Purchase
Mitel -
Premise
System Lease
GoTo - Cloud
System
RingCentral -
Cloud System
Annual Total - Includes taxes and fees 23,470.00$ 23,470.00$ 119,172.04$ 116,954.68$ SIP Dial Tone 12,288.00$ 12,288.00$ Included Included One-time Total 400,731.45$ N/A 80,824.08$ 78,802.50$ Lease Option 36 Month (.03044) 400,731.45$ 12,198.27$ N/A N/A Lease Option 60 Month (.01936) 400,731.45$ 7,758.16$ N/A N/A Lease Option 72 Month (.01677) 400,731.45$ 6,720.27$ N/A N/A Free Month(s) Credit N/A N/A (4,058.74)$ (6,900.24)$ Total first year costs 413,019.45$ N/A 195,937.38$ 188,856.94$ Three year total cost of ownership 484,535.45$ 522,941.55$ 433,621.46$ 431,010.80$ Five year total cost of ownership 556,051.45$ 620,809.65$ 671,965.54$ 664,920.16$ Six year total cost of ownership 591,809.45$ 674,937.18$ 791,137.58$ 781,874.84$ * Some numbers adjusted from provider bid to produce apples to apples comparison * Current phone bill costs for lines will no longer be charged yielding significant savings * Includes Intelesys VIP Government discount
* Seven year lease not available, quoted six year instead Telephone System Solution Platform Pricing Summary
Recurring Annual Costs
One time setup / hardware Costs
Financial Analysis
61
Product QTY Mitel GoTo RingCentral
Office License per user with DID number 468 Similar below 62,899.20$ 58,911.84$ Basic License per user with DID number 97 Similar below 11,872.80$ 8,718.36$ Conference (1), ATA (2) 3 Similar below 367.20$ 269.64$ Toll Free Number (Usage applies) 1 Similar below 12.00$ 11.88$ Additional local number 1 Similar below 3.00$ 11.88$ Recovery fee 81 Similar below Incl Incl
e911 Recovery Fee 81 Similar below Incl Incl
Poly CCX 600 IP Phone 20 Similar below 3,012.00$ 5,400.00$ Poly Edge E100 40 Similar below 1,440.00$ See E220 Poly Edge E220 148 Similar below 6,731.04$ 5,414.40$ Poly Edge E320 / E350 316 Similar below 18,580.80$ 13,651.20$ Poly Edge E550 / E450 26 Similar below 1,981.20$ 1,747.20$ Poly Trio / Yealink CP926 Conference Phone 8 Similar below 1,392.00$ 940.80$ ATA rental 10 Similar below see below 336.00$
SIP Trunks 50 10,800.00$ Incl Incl
Back-up Dial Tone 6 192.00$ N/A N/A
Redundant Cellular Internet (Main Site) 1 Not needed 169.00$ 169.00$ Estimated taxes and fees 1 1,296.00$ 10,711.80$ 21,372.48$ Annual Total 12,288.00$ 119,172.04$ 116,954.68$ Solution Platform Pricing
Recurring Annual Costs
62
System Infrastructure and Software 134,794.73$ Incl Incl Phones 138,358.92$ Incl Incl
Hardware 9,995.00$ N/A N/A
Redundant Gateway 5,995.00$ N/A 7,495.00$
ATA 10 N/A 1,237.80$ Incl
Algo paging adapter 1 N/A 425.00$ 425.00$ Sales Tax 13,277.80$ 166.28$ 792.00$ Estimated Professional Services (Includes design,
programming, training and onsite deployment) 64,170.00$ 53,960.00$ 53,960.00$ Network Readiness Assessment and Preparation -
Assumes PoE in place, patch cables exist in data center, and phones will run inline with network devices. Minor cabling (Not included) may be required
9,975.00$ 9,975.00$ 9,975.00$
Support - Optional after year 1 (Discounted, multi year included in Mitel TCO only)
15,225.00$ 14,400.00$ 14,400.00$
Software Assurance (Multi-year applied for TCO) 8,245.00$ Incl Incl Estimated Shipping 695.00$ Incl Incl
One-time Total 400,731.45$ 80,164.08$ 87,047.00$ Free Month(s) Credit N/A (4,058.74)$ (6,900.24)$ Total first year costs 413,019.45$ 195,277.38$ 197,101.44$ Three year total cost of ownership 484,535.45$ 433,621.46$ 431,010.80$ Five year total cost of ownership 556,051.45$ 671,965.54$ 664,920.16$ Six year total cost of ownership 591,809.45$ 791,137.58$ 781,874.84$ * Some numbers adjusted from provider bid to produce apples to apples comparison ** Current phone bill costs for lines on the ShoreTel system will no longer be charged yielding significant savings *** Includes Intelesys VIP Government discount
One time setup / hardware Costs
63
E-911 Station Locator Option Pricing
Optional Equipment QTY Mitel GoTo RingCentral
Tyoe 1 6
One Time Cost Included Included Included
Annual Cost Included Included Included
Type 2 100
One Time Cost 1,800.00$ Included Included
Annual Cost 1,800.00$ Included Included
Type 3 568
One Time Cost 5,800.00$ Included Included
Annual Cost 8,520.00$ Included Included
Optional Equipment
Optional Equipment QTY Mitel - One Time GoTo RingCentral Call Accounting System 1 3,800.00$ Included Included Conference Bridge 1 Varies Included Included
Recording Device/System (Storage applies) 1 4,500.00$ Included Included SIP Trunking Varies Included - 50
Included -
Unlimited
Included -
Unlimited
Cradle to Grave Reporting 1 Limited Limited Limited
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Mitel MiVoice Business
VoIP Telephone System
Description Qty. Unit price Discount
Discounted
Unit Price
Discounted
Price
Contact Center & UC Apps - [1P]
Revolution SLED BNDL - up to 1000 (1 mo) 600 2.33$ 40.00% 1.40$ 840.00$ Mitel Revolution Subscrip Term (months) 12 -$ 40.00% -$ -$ Mitel Revolution for MiVB 1 -$ 40.00% -$ -$ MiCollab Client Console Option 2 830.00$ 40.00% 498.00$ 996.00$ MiVoice Border Gateway Virtual 2 250.00$ 40.00% 150.00$ 300.00$ MiCClient Licnse - Peering Adv Server 1 -$ 40.00% -$ -$ MiCClient Licnse - Federation Adv Server 1 -$ 40.00% -$ -$ MiCollab Virtual Appliance 1 1,050.00$ 40.00% 630.00$ 630.00$ MiCollab NPUM MiVBus Mailbox Licensesx10 3 350.00$ 40.00% 210.00$ 630.00$ UCCv4.0 Entry User for MiVoice Bus x1 480 235.00$ 40.00% 141.00$ 67,680.00$ UCCv4.0 STND User for MiVoice Bus x1 78 340.00$ 40.00% 204.00$ 15,912.00$ Subtotal Contact Center & UC Apps 86,988.00$
Core Telephony Infrastructure - [2P]
System Module 2 DSPX 6 414.75$ 33.00% 277.88$ 1,667.28$ SMBC Trunk card 4FXO 6 305.00$ 33.00% 204.35$ 1,226.10$ SMB Controller 8/38G 6 850.00$ 33.00% 569.50$ 3,417.00$ MCD Mailbox license 10 45.50$ 33.00% 30.48$ 304.80$ MiVoice Business License-SINGLE LINE EXT 10 67.50$ 33.00% 45.22$ 452.20$ MiVoice Bus License - Enterprise User 300 155.00$ 33.00% 103.85$ 31,155.00$ Enterprise License Group 1 895.00$ 33.00% 599.65$ 599.65$ MiVoice Business Virtual for Enterprise 2 1,350.00$ 33.00% 904.50$ 1,809.00$ MiVB on SMB Controller 6 1,785.00$ 33.00% 1,195.95$ 7,175.70$ Subtotal Core Telephony Infrastructure 47,806.73$
Devices - [3P]
PWR CRD C7 2.5A 125V-NA PLUG 6 12.00$ 33.00% 7.80$ 46.80$ 6910 IP Standard Phone 188 187.00$ 33.00% 125.29$ 23,554.52$ 6920W IP Office Phone 316 450.00$ 33.00% 301.50$ 95,274.00$ 6930W IP Manager Phone 26 450.00$ 33.00% 301.50$ 7,839.00$ 6940W IP Executive Phone 20 595.00$ 33.00% 398.65$ 7,973.00$ 6970W IP Conference Dish 8 685.00$ 33.00% 458.95$ 3,671.60$ Subtotal Devices 138,358.92$
273,153.65$
9,995.00$
64,170.00$
Software Assuarnce - One Year 8,245.00$
Network Readiness Assessment and Preparation 9,975.00$
Support - One Year 15,225.00$
Shipping 695.00$
Tax 12,798.20$
Project Total 394,256.85$
System total:
Virtual Server
Professional Services - Turnkey Design, Installation, and Training, customer to deploy phones
65
PROPOSAL DETAILS
Quote #: Q-750691
Contract Term: 60
Prepared for:
Monterey Park
Ron Bow
[email protected]
+16263071255
Contract Term: 60
Billing Address:
320 W Newmark Ave
Monterey Park, 91754-2818
United States
Prepared by:
Intelesys
Rick Balzer
9099720404
[email protected]
Print this Quote
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MONTHLY CHARGES QTY MSRP DISCOUNT
QUOTED
PRICE
SUB
TOTAL
CCX 600 w/handset PoE [Rental] 20 $18.85 $126.00 $12.55 $251.00 Conference Device User- Monthly
Service
8 $25.95 $120.00 $10.95 $87.60
GoToConnect Standard 468 $22.00 $5,171.40 $10.95 $5,124.60 66
MONTHLY CHARGES QTY MSRP DISCOUNT
QUOTED
PRICE
SUB
TOTAL
Interconnected VoIP, Low Usage
- Monthly Charge
100 $12.95 $300.00 $9.95 $995.00
Poly Edge E EM [Rental] 5 $7.05 $11.75 $4.70 $23.50
Poly Edge E100 IP Phone PoE
[Rental]
40 $4.50 $60.00 $3.00 $120.00
Poly Edge E220 IP Phone PoE
[Rental]
148 $5.65 $275.28 $3.79 $560.92
Poly Edge E350 IP Phone PoE
[Rental]
316 $7.35 $774.20 $4.90 $1,548.40
Poly Edge E450 IP Phone PoE
[Rental]
26 $9.50 $81.90 $6.35 $165.10
Polycom RealPresence Trio 8500
IP Conference Phone (PoE)
[Rental]
8 $21.70 $57.60 $14.50 $116.00
Voice - Standard DID - Monthly
Charge
468 $5.00 $2,223.00 $0.25 $117.00
* Taxes are estimated based on the zip code provided
and are subject to Local, State, and Federal laws.
Savings Sub Total
$9,201.13 $9,109.12
Estimated Taxes* $1,212.91
Monthly Total $10,322.03
TODAY'S TOTAL QTY MSRP DISCOUNT
QUOTED
PRICE
SUB
TOTAL
Cisco ATA 192 10 $294.47 $1,706.90 $123.78 $1,237.80
JBC with Analog Failover (2
Ports)2 FXO, 2 FXS
1 $800.00 $200.00 $600.00 $600.00
Professional Services - Per
Seat VIP Managed Install (Over
50 Licenses)
$78,335.00
67
TODAY'S TOTAL QTY MSRP DISCOUNT
QUOTED
PRICE
SUB
TOTAL
Voice Number DID Port -
Configuration Fee
468 $5.00 $2,340.00 $0.00 $0.00
* Taxes are estimated based on the zip code provided
and are subject to Local, State, and Federal laws.
Savings Sub Total
$20,626.90 $80,172.80
Estimated Taxes* $174.59
Today's Total $80,347.39
Today's Total
$80,347.39
Monthly Total
$10,322.03
68
Sales proposal
QUOTE PREPARED FOR PREPARED BY
City of Monterey Park Brian Wiktorski
Account Executive II, Majors
[email protected]
69
RingCentral Inc., 20 Davis Drive, Belmont, CA 94002, United States 2 CONFIDENTIAL: This document contains information that is the confidential and proprietary property of RingCentral. Neither this document nor the information herein may be reproduced, used or distributed to or for the benefit of any third party without the prior written consent of RingCentral or pursuant to a confidentiality agreement. This quote is not binding until accepted in writing by Customer and RingCentral.
Budgetary Quote
Prepared for:
City of Monterey Park
320 West Newman Ave.
Monterey Park CA 91754
United States
Stan Ardon
IT Manager
[email protected]
(626) 307-1458
Quote Name: City of Monterey Park 1
Quote Creation Date: August 22 , 2023nd
Quote Expiration Date: September 21 , 2023st
Estimated Contract Start Date: September 30 , 2023th
Initial Term: 60 Months
Renewal Term: 24 Months
Currency: USD
Payment Plan: Annual
RingCentral MVP Services
Recurring Services
Summary of Service Qty Rate Subtotal
DigitalLine Unlimited Advanced 468 $125.88 $58,911.84
DigitalLine Unlimited Advanced $71.88
Compliance and Administrative Cost
Recovery Fee $42.00
e911 Service Fee $12.00
DigitalLine Basic 100 $89.88 $8,988.00
DigitalLine Basic $35.88
Compliance and Administrative Cost
Recovery Fee $42.00
e911 Service Fee $12.00
Additional Local Number 1 $11.88 $11.88
Advanced Support - Silver Tier - Discount Applies 1 $23,460.00 $23,460.00 Poly CCX 600 Business Media Phone - Rental 20 $270.00 $5,400.00 Yealink CP925 - Touch-Sensitive IP Conference
Phone - Rental 8 $117.60 $940.80
Cisco ATA192 Analog Telephone Adapter -
Rental 10 $33.60 $336.00
70
RingCentral Inc., 20 Davis Drive, Belmont, CA 94002, United States 3 CONFIDENTIAL: This document contains information that is the confidential and proprietary property of RingCentral. Neither this document nor the information herein may be reproduced, used or distributed to or for the benefit of any third party without the prior written consent of RingCentral or pursuant to a confidentiality agreement. This quote is not binding until accepted in writing by Customer and RingCentral.
Recurring Services
Summary of Service Qty Rate Subtotal
Poly Edge E220 IP Phone - Rental 188 $28.80 $5,414.40
Poly Edge E320 IP Phone - Rental 316 $43.20 $13,651.20
Poly Edge E550 IP Phone - Rental 26 $67.20 $1,747.20
Total Price*Annual $118,861.32
Total Amount* $118,861.32
Taxes
Recurring Taxes Qty Rate Subtotal
District Tax 1 $618.52 $618.52
Utility Users Tax - Business 1 $255.86 $255.86
Sales Tax 1 $2,199.17 $2,199.17
P.U.C. Fee (VoIP) NF 1 $122.35 $122.35
Utility Users Tax (VoIP-Business) 1 $2,556.29 $2,556.29 FUSF (VoIP) 1 $5,237.53 $5,237.53
Utility Users Tax (VoIP) 1 $226.92 $226.92
E911 (VoIP) 1 $2,044.80 $2,044.80
CA Public Purpose Program Surcharge (VoIP) 1 $7,565.76 $7,565.76 E-988 (VoIP) 1 $545.28 $545.28
Total Tax Amount*Annual $21,372.48
Total Amount with Taxes* $140,233.80
*These are estimated taxes and fees. Actual taxes and fees will be calculated when the invoices are processed.
RingCentral Office is now RingCentral MVP. All references to "RingCentral Office", whether in the Agreement or its attachments, Order Forms or descriptions, mean "RingCentral MVP" Installation and Support $ 78,802.50
71
City Council Staff Report
+
DATE: October 18, 2023
AGENDA ITEM NO:
TO: The Honorable Mayor and City Council
FROM: Inez Alvarez, Interim City Manager
SUBJECT: Continue to extend the existence of an employment emergency for the City of Monterey Park
RECOMMENDATION:
It is recommended that the City Council consider:
1. Receiving and filing this report;
2. Continuing to extend the existence of an employment emergency for the City of Monterey Park and authorizing the Interim City Manager to take all practical action needed to implement the efficient recruitment and retention of person for employment; and
3. Taking such additional, related, action that may be desirable.
EXECUTIVE SUMMARY:
Since the July update, t he City has filled a hard to fill Water Utility Manager, Human Resources and Risk Management Manager, Principal Management Analyst, Animal Services Officer, Program Coordinator, and 16 part-time staff. The City is still in the process of recruiting 20 full-time positions and 16 part-time classifications.
The City has utilized the employment emergency order to make significant efforts to fill key vacancies and retain current staff over the past 15 months. Staff recommends extending the employment emergency order until December 31, 2023 in anticipation of hiring 3 to 5 vacancies due to retirements in the Police and Fire Departments in December.
BACKGROUND:
The City will continue the process to revise the Personnel Rules and Regulations which house the City’s policies and processes related to recruitment. Since the process involves meet and confer steps with the City’s associations, the revised Personnel Rules and Regulations may not be finalized by the December 31, 2023. At that point the current Personnel Rules and Regulations will apply when the employment emergency order is lifted by the City Council.
Consent Calendar - 3E
Staff Report
October 18, 2023
FISCAL IMPACT:
None.
Respectfully submitted by:
Inez Alvarez
Interim City Manager
Reviewed by:
Karl H. Berger
City Attorney
ATTACHMENTS:
1. Resolution No. 2022-R49
Staff Report
October 18, 2023
ATTACHMENT 1
Resolution 2022-R49
RESOLUTION NO. 2022-R49
A RESOLUTION ADOPTED BY THE CITY COUNCIL FOR THE CITY OF
MONTEREY PARK DECLARING THE EXISTENCE OF A LOCAL
EMERGENCY DUE TO LACK OF EMPLOYEES AND AUTHORIZING THE
CITY MANAGER TO TAKE ALL REASONABLE ACTIONS TO ACCELERATE RECRUITMENT AND RETENTION OF PUBLIC EMPLOYEES.
BE IT RESOLVED by the Council of the City of Monterey Park as follows:
SECTION 1: The City Council finds as follows:
A. Since the City Council officially terminated the COVID-19 local emergency in April, the City took ambituous actions to restore pre-pandemic levels of municipal services;
B. In reviewing personnel data from just the last six months, however, it is apparent that the City is seriously short-staffed.
C. The City of Monterey Park has 325 full time staff positions of which nearly 70 are currently vacant. Of these positions, multiple are critical to protecting public health and safety including, without limitation, Water Production Supervisor; Senior Water Production System Operator; Water Utility Maintenance Worker; Director of Public Works; Facilities Maintenance Supervisor; Finance Manager; Firefighter; Police Officer; Senior Accountant; and Lifeguard;
D. These are positions that directly respond to the public and/or essential to the smooth operation of municipal services including, for example, providing potable drinking water, and ensuring public safety;
E. The City Council notes that multiple sources of publicly available information (see, e.g., “Quantifying the Nation’s Workforce Crisis – State of American Business 2022 Update” [January 10, 2022] published by the United States Chamber of Commerce [www.uschamber.com/workforce/quantifying-the- nations-workforce-crisis-2022-state-of-american-business-update] and “COVID- 19 ends longest employment recovery and expansion in CES history, causing unprecedented job losses in 2020” June 2021 by the United States Bureau of Labor Statistics [www.bls.gov/opub/mlr/2021/article/covid-19-ends-longest- employment-expansion-in-ces-history.htm]) demonstrate that the challenges for recruiting qualified employees is nationwide;
F. Because of the City’s personnel rules and policies, however, a typical time period for securing an outstanding candidate for an open employee position is taking four to six months of processing. This includes the initial recruitment; testing; interviewing; and background check;
Resolution No. 2022-R49
G. In multiple instances, the City has lost interested candidates to the private sector or other public entities simply because the person did not want to continue waiting to be appointed;
H. Being able to accelerate the testing and interviewing will help make the City more attractive to individuals seeking public service. Additional work is needed regarding the titles of positions; compensation; and various fringe benefits. Moreover, a significant overhaul of the City’s personnel rules is crucial to becoming more efficient in the future;
I. In the interim, however, it is in the public interest to cut through the proverbial “red tape” in order to fill positions that are critical to providing municipal services to the public. Under these circumstances, it is apparent that there is an imminent threat to public health and safety that may result from the City’s inability to fill crucial positions in a timely and efficient manner;
J. Consequently, a local employment emergency is declared and the City Manager is authorized to take the actions set forth in this Resolution.
SECTION 2: Authorizations. The City Manager is authorized to take all reasonable and practicable actions to accelerate the process for recruiting, appointing, and retaining persons as City employees to fill all vacant positions. Such actions may include, without limitation, the following:
A. Suspend those portions of the City’s personnel rules that are interfering with the City’s ability to secure qualified candidates. For example, unnecessary testing and interview panels;
B. Temporarily appoint qualified persons to positions in accordance with Monterey Park Municipal Code (“MPMC”) § 2.28.100;
C. Execute agreements, in a form approved by the City Attorney, for the services listed in MPMC § 2.28.190;
D. Consider amendments to titles and classifications of various positions to make them more attractive to qualified candidates;
E. Consider compensation and benefits that will attract qualified candidates to public services; and
F. Commence a substantial overhaul to the City’s personnel rules.
SECTION 3: During the existence of this local emergency, the powers, functions, and duties of the City Manager and the emergency organization of this City will be those prescribed by California law, by ordinance, and resolutions of this City approved by the
Resolution No. 2022-R49
City Council. To the extent that the actions authorized by this Resolution require a meet and confer with the City’s bargaining units, those meetings will be held at the earliest practicable time pursuant to Government Code § 3504.5(b).
SECTION 4: The City Manager is designated as the authorized representative for public assistance and as the authorized representative for individual assistance of the City of Monterey Park for the purpose of receiving, processing, and coordinating all inquiries and requirements necessary to obtain available state and federal assistance.
SECTION 5: This local emergency will be reviewed by the City Council within 60 days in accordance with Government Code § 8630 to determine whether it should be extended by City Council Resolution.
SECTION 6: This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.
SECTION 7: This Resolution will take effect immediately upon adoption.
PASSED AND ADOPTED this 15
th day of June, 2022.
________________________________
Henry Lo, Mayor
ATTEST:
____________________________
Vincent D. Chang, City Clerk
APPROVED AS TO FORM:
____________________________
Karl H. Berger, City Attorney
Resolution No. 2022-R49
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §
CITY OF MONTEREY PARK )
I, Vincent D. Chang, City Clerk of the City of Monterey Park, California, do hereby certify that the foregoing Resolution No. 2022- R49 was duly adopted and passed at a regular meeting of the Monterey Park City Council on the 15 th day of June, 2022 by the
following vote:
Ayes: Council Members: Yiu, Chan, Liang, Lo
Noes: Council Members: None
Abstain: Council Members: None
Absent: Council Members: None
Dated this 15th day of June, 2022.
____________________________
Vincent D. Chang, City Clerk
City Council Staff Report
DATE: October 18, 2023
AGENDA ITEM NO:
TO: The Honorable Mayor and City Council
FROM: Joseph Torres, Economic Development Manager
SUBJECT: Public hearing for consideration of a resolution of the City Council of the City of Monterey Park, California confirming the 2023 Annual Report and the levy of assessments for Downtown Business Improvement District No. 1 for program year 2024.
RECOMMENDATION:
It is recommended that the City Council consider:
1. Receiving and filing the 2023 BID Annual Report with the City Clerk;
2. Adopting the Resolution of lntent and setting the Public Hearing for November 15, 2023, for consideration of the 2024 BID assessments; and
3. Taking such additional, related, action that may be desirable.
EXECUTIVE SUMMARY:
Business lmprovement District No. 1 (BlD) was established in 1986 in accordance with the Parking and Business lmprovement Area Law of 1989 (Streets and Highways Code §§ 36000-36004). The BID in the following discussion is business-based, meaning that an assessment is collected from businesses based upon fees rather than real property.
California law requires the BID to file an annual report with the City Clerk summarizing its activities and expenditures for the past year and proposing its budget for the upcoming year. The law also requires the BID assessments to be renewed annually after conducting a public hearing. The Advisory Committee to the BID requested that the City Council set a public hearing to consider the 2024 Levy of Assessment Fees. The BID Advisory Committee is not seeking an increase in assessments for the 2024 program year to help the businesses in the BID weather the financial burdens brought on by the COVID-19 pandemic and the current adverse economic conditions.
Annual revenue and expenditures may be found within the 2023 Annual Report contained in Attachment 2 or at the City Clerk's office where it is available for viewing.
BACKGROUND:
The Business Improvement District Advisory Committee (BIDAC) is an advisory board to the City Council, entrusted with providing it with feedback on the needs of the businesses within the BlD. ln addition, it is responsible for providing an annual report to the City Council. The BID was originally managed by an independent business association but Consent Calendar - 3F
Staff Report
October 18, 2023
was later replaced by the City Council with a City committee consisting of business owners within the assessed area.
ln accordance with BID law, the BIDAC is submitting its 2023 Annual Report for Business lmprovement District No. 1 that identifies activities and expenditures during the 202 3 Program Year and describes the proposed programs and budget for the upcoming 2024 Program year.
On October 3, 2023, the BIDAC conducted its annual members meeting, which was held at Jardin El Encanto. Notices were sent to all BID merchants inviting them to attend the meeting and express their concerns or idea s for programming and budgeting . The purpose of the meeting was to review the Annual Report and receive feedback on the 2023 expenditures and the proposed 2024 budget and assessment fee schedule.
The significant expenditure in 2023 was the installation of Holiday decorations for Garvey Avenue and janitorial services for the downtown area. In addition, a new janitorial service contractor was secured in late 2020. Up until 2021, the BID had experienced several years of expenditures exceeding the annual revenue, mainly due to the escalating costs of janitorial services provided by Chrysalis Enterprises. In December 2020, the City took steps to reduce BID expenditures by terminating the Chrysalis maintenance contract. The City then added the BID janitorial services to the City’s existing contract with Valley Maintenance Corporation effective December 1, 2020, providing the BID area with janitorial services four days a week at a significant cost reduction of 64% year-over-year.
In 2022, the City added the cleaning of the Downtown parking lot on Garvey Avenue and Garfield Boulevard to the Valley Maintenance contract with the same significantly reduced rate. As of August 2023, the BID has received approximately $56,000.00 in assessments and expects its 2023 expenses not to exceed its annual revenue.
The BIDAC is proposing its 2024 BID programs and budget. The proposed 2024 Budget is included in the 2023 Annual Report.
Several goals for the upcoming 2024 BID Program include, without limitation:
• Continue to work with the Downtown Garvey - Garfield businesses by keeping the area attractive.
• Continue Valley Maintenance Corporation janitorial services at a reduced cost for the BID area.
• Install holiday decorations along Garvey Avenue, then remove and place them in storage.
• Work with the City to provide incentives, workshops, and other business assistance activities for businesses in the BID area, such as the creation of visually appealing store front window stickers and wall plaques that indicate membership in the Downtown BID.
Staff Report
October 18, 2023
• Support City projects that benefit the BID area such as assisting businesses in the Downtown area post-pandemic, wayfinding signage, and maintenance.
The 2023 Annual Report, Exhibit E, reflects the 2024 assessment fee schedule recommended by the BIDAC and is the amount needed to bring annual revenue to a level that covers annual expenditures. This fee schedule is the same as in program year 2023.
After receiving the BID's annual report, the Council should consider and adopt the attached Resolution of Intent. The Resolution designates November 15, 2023, as the date for a Public Hearing on the levy of the proposed 2024 BID assessment fees and budget.
The annual report was available for review at the City Clerk's counter since October 18, 2023.
Once the Public Hearing date is set, a copy of the Resolution and the Annual Report notice will be mailed to all businesses and property owners in the BID and a notice of the public hearing will be published in the local newspaper.
2023-2024 STRATEGIC PLAN GOAL:
This request for public hearing for consideration of a resolution of the City Council of the City of Monterey Park, California confirming the 2023 Annual Report and the levy of assessments for Downtown Business Improvement District No. 1 for program year 2024 meets the Economic Development goal.
FISCAL IMPACT:
All costs related to Business lmprovement District No. 1 come from the BID assessments and not the general fund.
Respectfully prepared and submitted by:
Joseph Torres
Economic Development Manager
Approved by:
Reviewed by:
Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney
Staff Report
October 18, 2023
ATTACHMENTS:
1. Resolution of Intent to Set a Public Hearing
2. 2023 Annual Report
Staff Report
October 18, 2023
ATTACHMENT 1
Resolution of Intent to Set a Public Hearing
RESOLUTION NO. ____
A RESOLUTION DECLARING THE CITY OF MONTEREY PARK’S INTENT TO
LEVY AND COLLECT ASSESSMENTS WITHIN BUSINESS IMPROVEMENT DISTRICT NO. 1 FOR PROGRAM YEAR 2024 AND SETTING A PUBLIC HEARING.
BE IT RESOLVED by the Council of the City of Monterey Park as follows:
SECTION 1: The City Council finds as follows:
A. Cities are authorized under the Property and Business Improvement District Law of 1994 (Streets & Highways Code §§ 36600, et seq.) to establish business improvement districts (“BID”) within their jurisdictions for the purpose of funding certain services.
B. Business Improvement Area No. 1 was established by Ordinance No. 1604 on October 10, 1983 and modified by Ordinance No. 1656 on March 10, 1986.
C. As required by applicable law, the City prepared an Annual Report for Program Year 2023 for Business Improvement Area No. 1 (“Report”) and submitted it to the City Council; and
D. Based upon the Report, the City Council proposes to levy assessments for Business Improvement Area No. 1 for Program Year 2024 as calculated in the Report which is incorporated by reference. A true and correct copy of the Report is available for public review in the City Clerk’s office.
SECTION 2: This Resolution constitutes the City Council’s notice pursuant to Streets and Highways Code § 36523.5 that it will consider not increasing assessments for the 2024 Program Year for Business Improvement Area No. 1 at a meeting and public hearing held on November 15, 2023, at 6:30 p.m. or as soon thereafte r as this matter may be heard, City Hall, Council Chambers, 320 West Newmark Avenue, Monterey Park, CA 91754 . The assessments will not increase for the 2024 Program Year to help BID businesses weather the financial burden brought on by the post COVID-19 pandemic and the current adverse economic conditions. During the public hearing, the City Council will consider all testimonial and documentary evidence for or against the levy of the proposed assessments for Business Improvement Area No. 1 for Program Year 2024. Protests may be made orally or in writing. All written documents must be filed with the City Clerk at or before the time fixed for the hearing and contain sufficient documentation to verify business ownership and validate the protest. The form and manner of protests must comply with Streets and Highways Code §§ 36524 and 36525.
SECTION 3: If approved, the assessments would fund specific programs including, without limitation:
A. Projects for the promotion of business in Monterey Park’s Downtown BID area.
B. Continuing to work with the city to meet the needs of businesses.
C. Continued janitorial services to the BID area; and
D. Work with the BID merchants to create a more visitor-friendly atmosphere.
SECTION 4: It is proposed that the BID collect a minimum annual assessment of approximately $75,000 for a period of 12 months. The BID assessment fees will not increase for the 2024 annual year to help BID businesses recover from the financial burden brought on by the COVID -19 pandemic and current adverse economic conditions. The following formula is used to calculate the assessment for each property owner within the BID:
SECTION 5: The City Council intends to adopt the following Fee Schedule for the 2024 Program Year:
2024 New BID Fee Schedule
Business Type Fee Employee/Seat Formula
Retail $105.17 $13.52
Service (Includes Financial) $105.17 $13.52
Restaurant
Without ABC $105.17 $ 6.57 (1)
With ABC $105.17 $ 7.87 (2)
Professional (inc. Insurance) $105.17 $13.52
Theater $105.17
Wholesale $105.17
Manufacturing $105.17
Contractor $105.17
Commercial Rental $23.00 + .006574 sq. ft. (3)
Residential Rental $23.00 (4)
Hotel $23.00 per unit
Laundromat $105.17
Street Vendors $105.17
(1) 20 seats or less, no seat assessment fees. Over 20 seats, $6.57 per seat starting with Seat 21. E.g., for 50 seats, total charge is $105.17 (base fee) + $197.10 (30 seats x $6.57) = $302.27.
(2) 20 seats or less, no seat assessment fees. Over 20 seats, $7.87 per seat starting with Seat 21. E.g., for 50 seats, total charge is $105.17 (base fee) + $236.10 (30 seats x $7.87) = $341.27.
(3) Base fee is $23.00 per unit. For every additional sq. ft. over 2,000; multiply excess by $.006574. E.g., 2,500 sq. ft., total charge is $23.00 + $3.29 (500 sq. ft. x $0.006574) = $26.29 (calculations are rounded up).
(4) If a business owns 1-3 units, there is no charge. If a business owns more than 3 units, it pays $23.00 per unit in excess of 3 units. E.g., a business owns 5 units and it pays $23.00 x 2 (5 units – 3 units) = $46.00.
SECTION 6: Retroactivity. The City Council recognizes that California law including, without limitation, Melton v. City of San Pablo (1967) 252 Cal.App.2d 794 and In re Cindy B. v. Eugene B. (1987) 192 Cal.App.3d 771, allows legislation to be retroactively applied when the legislative intent for such retroactivity is clear. The City Council intends this Resolution to be retroactively effective on November 1, 2022, as to the 2023 Program Year.
SECTION 7: Supersession. This Resolution supersedes all previous resolutions related to claims and settlements. It will remain effective until superseded by a subsequent resolution.
SECTION 8: Electronic Signatures. This Ordinance may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.
SECTION 9: The City Clerk is directed to mail a copy of this Resolution to any person requesting a copy.
SECTION 10: This Resolution is the City Council’s final decision and will become effective immediately upon adoption.
PASSED AND ADOPTED this 18th day of October 18, 2023.
________________________________
Jose Sanchez
Mayor
ATTEST:
________________________________
Maychelle Yee
City Clerk
APPROVED AS TO FORM:
____________________________
Karl H. Berger, City Attorney
Staff Report
October 18, 2023
ATTACHMENT 2
2023 Annual Report
CITY OF MONTEREY PARK
BUSINESS IMPROVEMENT DISTRICT NO. 1
2023 ANNUAL REPORT
JANUARY 2023 – DECEMBER 2023
DOWNTOWN
Garvey – Garfield
VISION STATEMENT
The Downtown Business Improvement District (BID) No. 1
was established to improve and preserve the business
community in the heart of the City.
The Downtown area of the City is an important destination point for the business community and residents of Monterey Park. Through continued efforts in organization, beautification, promotion, and revitalization, the City leaders and its business community will work together to preserve and improve the quality of life for future generations.
BID Board Members:
Elizabeth Yang, Chairperson
Gene Jeng, Vice Chair
Josephine Louie
Jesse Li
Zhen Wu
OVERVIEW
The Business Improvement District Advisory Committee (BIDAC) meets quarterly and during special meetings to discuss issues of concern to businesses located within the BID area. Programs addressing cleanliness, promotions, and marketing are all reflected in the budget for the BID. In addition to the issues discussed, the Committee also researches and plans innovative ways to promote businesses and maintain the goals and budget outlined in the Annual Report.
HISTORY
Comprised of approximately 410 small businesses, the Monterey Park Business Improvement District No. 1 encompasses the area extending along Garvey Avenue from Ramona Avenue to Nicholson Avenue and on Garfield Avenue from south of Newmark Avenue to Emerson Avenue (refer to Exhibit A). The Monterey Park City Council established the BID in 1986 at the request of local businesses and the Downtown Merchants Association (DMA) under the California Streets and Highway Code Section 36500 et seq.
The primary responsibility of the BIDAC is to make recommendations to the City Council on the methods and ways by which revenues derived from the annual assessment are used for the betterment of the BID businesses and the BID area.
The BIDAC comprises five (5) members appointed by the City Council for one year and may serve for up to eight (8) years if reinstated by a Council member. Each City Council member appoints one Committee member. The BIDAC meets quarterly and as needed and h osts an annual meeting of the BID members - at-large at the end of the year, before the following year’s assessments.
ACCOMPLISHMENTS
This section of the Annual Report reflects the activities during 2023 to promote or enhance the BID area and its businesses.
Holiday Promotion
Holiday decorations were installed and displayed along Garvey Avenue and the medians to provide a bright seasonal atmosphere for shoppers in the downtown BID.
Janitorial Services
Valley Maintenance Corporation, taking over Chrysalis Corporation in December 2020, continues to perform the janitorial services in the BID area four days a week at a significantly reduced rate. In 2023, the City added the cleaning of the Downtown parking lot on Garvey and Garfield to the Valley Maintenance contract with the same significantly reduced rate.
BUDGET
2024 Program Year
The Annual Report contains an estimated budget for the BID for January 1, 2024, to December 31, 2024, and is tied to programs and activities scheduled during the calendar year.
The City budgeted approximately $84,000 in revenue from the BID for the calendar year 2023. Exhibit C reflects the actual expenditures for the calendar year 2023, and Exhibit D reflects the BID’s Estimated Annual Program Budget for the calendar year 2024.
GOALS for 2024
This section of the Annual Report shows the programs or activities intended for 2024. • Continue to work with the Downtown BID businesses in ways they can assist in keeping the area attractive.
• Continue janitorial services for the BID area.
• Install holiday decorations along Garvey Avenue, remove them, and place them in storage.
• Work with the City to provide incentives, workshops, and other business assistance activities for businesses in the BID area, such as the creation of visually appealing store front window stickers and wall plaques that indicate membership in the downtown BID. • Support City projects that benefit the BID area, such as discussions on the need for a parking structure in the downtown, signage, and maintenance; identify ways to promote businesses in the BID.
Exhibits:
A: BID Area Map
B: 2023 Estimated Expenditures
C: 2023 Actual Expenditures
D: 2024 Estimated Budget
E: 2024 Fee Schedule
EXHIBIT A
BUSINESS IMPROVEMENT DISTRICT NO. 1 MAP
EXHIBIT B
Business Improvement District No. 1
2023 Estimated Expenditures
Budget Item Description 2022 Est.
Expenditures
Administration Postage $600.00
Business Cards $225.00
Translation Services $1,200.00
Office Supplies $300.00
Street Banners 20 Large Banners 30” x 96” $3,380.00
34 Small Banners $3,740.00
1 Across the Street Banner $1,400.00
Single & Double Brackets $6,912.00
Holiday Decoration Holiday light bulb replacement $500.00 Edison $625.00
Holiday light storage & installation $5,577.00
Trash Receptacles Liners & lids $200.00
Landscaping Additional planting supplies $1,000.00
Custodial Contract Maintenance of the BID area $ 21,840.00 Pressure Washing $7,360
TOTAL EST. EXPENDITURES: $54,859.00
EXHIBIT C
Business Improvement District No. 1
2023 Actual Expenditures as of August 2023
Budget Item Description 2023 Actual Expenses
Administration Postage $400.00
Business Cards $46.00
Translation Services $0.00
Office Supplies $0.00
Holiday Decoration Holiday light bulb $500.00
Holiday light storage & installation $5,577.00
Trash Receptacles Additional liners & lids $200.00
Landscaping Additional planting supplies $1,000.00
Custodial Contract Maintenance of the BID area $16,380.00 Pressure Washing $5,520.00
Downtown Parking Lot Cleaning $11,790.00
TOTAL EXPENDITURES: $41,413.00
Revenue as of 08/2023 $56,000.00
Reserves as of 08/2023 $173,192.00
EXHIBIT D
Business Improvement District No. 1
2024 Estimated Budget
Budget Item Description 2023 Estimated
Budget
Administration Postage $400.00
Business Cards $150.00
Translation Services $1,200.00
Office Supplies $300.00
BID Promotion Incentives, marketing, & promotions $12,860.00
Holiday Decoration Holiday light bulb replacement $500.00 Holiday light storage & installation $5,577.00
Trash Receptacles Additional liners & lids $200.00
Landscaping Additional planting supplies $1,000.00
Custodial Contract Maintenance of the BID area $21,840.00 Downtown Parking Lot Cleaning $15,120.00
TOTAL: $59,147.00
EXHIBIT E
2024 BID Fee Schedule (same as last year)
Business Type Fee Employee/Seat Formula
Retail $105.17 $13.52
Service (Includes Financial) $105.17 $13.52
Restaurant
Without ABC $105.17 $ 6.57 (1)
With ABC $105.17 $ 7.87 (2)
Professional (inc. Insurance) $105.17 $13.52
Theater $105.17
Wholesale $105.17
Manufacturing $105.17
Contractor $105.17
Commercial Rental $23.00 + .006574 sq. ft. (3)
Residential Rental $23.00 (4)
Hotel $23.00 per unit
Laundromat $105.17
(1) 20 seats or less, no seat assessment fees. Over 20 seats, $6.57 per seat starting with Seat
21. Eg. For 50 seats, total charge is $105.17 (base fee) + $197.10 (30 seats x $6.57) = $302.27.
(2) 20 seats or less, no seat assessment fees. Over 20 seats, $7.87 per seat starting with Seat
21. Eg. For 50 seats, total charge is $105.17 (base fee) + $236.10 (30 seats x $7.87) = $341.27.
(3) Base fee is $23.00 per unit. For every additional sq. ft. over 2,000; multiply excess by $.006574. Eg. 2,500 sq. ft., total charge is $23.00 + $3.29 (500 sq. ft. x $0.006574) = $26.29 (calculations are rounded up)
(4) If you own 1-3 units, there is no charge. If you own more than 3 units, you pay $23.00 per unit more than 3 units. Eg. You own 5 units. You pay $23.00 x 2 (5 units – 3 units) = $56.00
City Council Staff Report
DATE
: October 18, 2023
AGENDA ITEM NO:
TO: T
he Honorable Mayor and City Council
FROM: Scott Wiese, Chief of Police
SUBJECT: California Office of Traffic Safety (OTS) Selective Traffic Enforcement Program (STEP) Grant – Fiscal Year 2023-2024
RECO
MMENDATION:
It is recommended that the City Council consider:
1. Adopt ing a Resolution authorizing the Interim City Manager, or designee, to apply for, accept, and execute any documents, in a form approved by the City Attorney, with the California Office of Traffic Safety (OTS) in the amount of $178,000 for the Selective Traffic Enforcement Program (STEP) Grant;
2. If adopted, the Resolution would also authorize the Interim City Manager, or designee, to receive and amend the FY 2023-2024 budget to allocate $178,000 in grant funds; and
3. Taking such additional, related, action that may be desirable.
EXECU
TIVE SUMMARY:
The Monterey Park Police Department was notified of a tentative award of $178,000 from OTS for the FY 2023 -24 STEP grant. The police department will utilize the grant to continue its education and enforcement of traffic -related laws to reduce injury and fatal traffic collisions.
BACKGRO
UND:
The California Office of Traffic Safety distributes federal funding apportioned to California under the National Highway Traffic Safety Administration (NHTSA). The California Office of Traffic Safety’s mission is to effectively and efficiently administer t raffic safety grant funds to reduce traffic deaths, injuries, and economic losses. These grants are used to mitigate traffic safety deficiencies, expand ongoing activity, and/or develop innovative programs.
In 2
022, the City of Monterey Park experienced a total of 559 traffic collisions and two fatalities. The STEP Grant supports the Monterey Park Police Department’s efforts to reduce DUI-related traffic collisions and enhances enforcement efforts that concentrate on factors contributing to traffic collisions, such as alcohol, speed, red light violations, and unsafe turning movements. The Monterey Park Police Department’s STEP Grant total allocation is $178,000.
Consent Calendar - 3G
Staff Report
October 18, 2023
FISCAL IMPACT:
Staff is requesting approval to authorize the Finance Director to appropriate $178,000 in grant funding for the FY 2023-2024 budget. There is no fiscal impact to the general fund.
Respectfully submitted by: Prepared by:
Scott Wiese
Chief of Police
Peter Yung
Police Sergeant
Reviewed by:
Martha Garcia
Finance Director
Approved by:
Reviewed by:
Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney
ATTACHMENTS:
1. State of California – Office of Traffic Safety (OTS) Selective Traffic Enforcement Program (STEP) Grant Agreement No. PT24123
2. Resolution
Staff Report
October 18, 2023
ATTACHMENT 1
OTS STEP Grant Agreement Document
9/13/2023 6:30:06 AM Page 1 of 17
State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
PT24123
1. GRANT TITLE
Selective Traffic Enforcement Program (STEP)
2. NAME OF AGENCY 3. Grant Period
Monterey Park From:
To:
10/01/2023
09/30/2024 4. AGENCY UNIT TO ADMINISTER GRANT
Monterey Park 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.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed: $178,000.00
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 *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto.
These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
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 above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Peter Yung
Sergeant
(626) 307-1481
320 W. Newmark Ave.
Monterey Park, CA 91754
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Scott Wiese
Chief of Police
(626) 307-1221
320 W. Newmark Ave.
Monterey Park, CA 91754
(Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL
D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Inez Alvarez
Interim City Manager
(626) 307-1349
320 W. Newmark Ave.
Monterey Park, CA 91754
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Barbara Rooney
Director
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(Signature) (Date) (Signature) (Date)
9/13/2023 6:30:06 AM Page 2 of 17
10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED
EXPENDITURES
164AL-24.1 20.608 0521-0890-101 2022 43/22 BA/22 $33,320.00 402PT-24.1 20.600 0521-0890-101 2022 43/22 BA/22 $23,800.00 402PT-24 20.600 0521-0890-101 2023 12/23 BA/23 $46,200.00 164AL-24 20.608 0521-0890-101 2023 12/23 BA/23 $64,680.00
AGREEMENT
TOTAL $178,000.00
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.
$178,000.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $178,000.00
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu
SAM #:
REGISTERED
ADDRESS:
CITY:
ZIP+4:
L972KD6E7JH4
320 W. Newmark Avenue
Monterey Park
91754-2896
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
9/13/2023 6:30:06 AM Page 3 of 17
State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
PT24123
1. PROBLEM STATEMENT
The City of Monterey Park, incorporated in 1916, is centrally located in Los Angeles County. The City is a family-oriented community located in the West San Gabriel Valley hub. Almost 80% of the households in the City are single families, and single-family homes comprise approximately two-thirds of the housing. More than half of the households own their homes. The City of Monterey Park is a culturally diverse community with a population of 61,096 in 2020. Located approximately six (6) miles east of Downtown Los Angeles, this City is one of few communities in the Southland where racial/ethnic groups make up much of the population. As one of the older communities in the West San Gabriel Valley, the City also has a substantial elderly population. Elderly persons and seniors approaching retirement represent almost a quarter of all city residents.
The City's location places it in the path of significant commuter routes between the Los Angeles Civic Center and the Riverside/Inland Empire area. The community is bisected by major state-designed arterial highways that are frequently used to bypass gridlock on the freeways or used as links between freeways. Three freeways (State Route 60, Interstate 10, and State Route 710) border Monterey Park. When those arterials become clogged, commuters increasingly spill over onto residential streets. An additional burden on the City's traffic flow is due to the incompletion of State Route 710, as many motorists utilize this City's roadways to gain access to significant communities north of Monterey Park. In addition, Monterey Park contains the largest community college in the state, East Los Angeles College. Monterey Park includes two (2) Los Angeles County facilities: The Sheriff's Headquarters and Edelman Children's Court. The East Los Angeles California Highway Patrol station is also in the City of Monterey Park. The City has two major hospitals, a senior center, and several commercial establishments, including a brand-new commercial center along the 60 Freeway called the Market Place. This area was undeveloped for several years. Development phases one and two have been completed. Phase three will include an unidentified superstore.
Development of this new shopping center drew in a Costco, Home Depot, In-N-Out Burger, Chick-fil-A, Guitar Center, Starbucks, Buffalo Wild Wings, a bank, and some miscellaneous stores and restaurants. This shopping center has significantly increased the transient traffic to the City's already overburdened street system.
In 2020 Monterey Park experienced a total of 596 traffic crashes. Five traffic crashes resulted in fatalities. (Two of these crashes involved pedestrians. The third involved alcohol. The fourth was a hit-and-run and the last involved a juvenile on a bicycle. We had 277 people injured in traffic crashes: 31 involved pedestrians, nine bicyclists, and eight motorcyclists. We continued to educate our patrol staff and direct our traffic bureau enforcement staff to areas where we had experienced high crashes. We focused our enforcement efforts in places we had experienced both fatal and injury crashes which maintained our enforcement index at 16.
With our continued effort, we still saw an increase in pedestrian-involved crashes. Over the last few years, we have seen the trend of increasing alcohol and drug-related crashes, hit-and-run crashes, nighttime crashes, motorcycle crashes, pedestrian crashes, and bicycle crashes. The last OTS blueprint is from 2020 and ranks Monterey Park as one of the higher-risk cities to be a pedestrian, especially for people younger than 15 and older than 65.
In 2021, Monterey Park experienced a total of 542 traffic crashes. Two fatal traffic crashes resulted in fatalities. There were several severe injury crashes where the victims survived. One crash was a single-car traffic crash where the driver struck a parked car at such a high rate of speed the passenger was pinned under the dash and had to be extricated from the vehicle by the fire department. The passenger was severely injured but survived the crash. In another crash involving a motorcyclist, the rider sustained severe injuries and a severed foot. We had a total of 158 people injured in Traffic Crashes. Of those, we had 18 people injured in alcohol or drug-involved crashes. We also had 16 pedestrian-injury crashes and 13 bike- injury crashes, and nine motorcycle-injury crashes. We experienced 13 hit-and-run injury crashes.
In 2022, Monterey Park experienced a total of 542 traffic crashes. Alcohol was involved in 66 crashes. Two crashes resulted in fatalities. There were several severe injury crashes where the victims survived. One crash was a single-car traffic crash where the driver struck a parked car at such a high rate of speed the
9/13/2023 6:30:06 AM Page 4 of 17
passenger was pinned under the dash and had to be extricated from the vehicle by the fire department. The passenger was severely injured but survived the crash. In another crash involving a motorcyclist, the rider sustained severe injuries and a severed foot. We had a total of 158 people injured in Traffic Crashes. Of those, we had 18 people injured in alcohol or drug-involved crashes. We also had 16 pedestrian-injury crashes and 13 bike-injury crashes, and nine motorcycle-injury crashes. We experienced 13 hit-and-run injury crashes.
The City of Monterey Park is experiencing an increase in injury traffic crashes related to excessive speed and street racing after a slight decrease in crashes during the pandemic. In 2022, MPPD responded to 98 speed-related traffic crashes resulting in the injury of 45 victims. In the previous year, 2021, MPPD responded to 74 speed-related traffic crashes resulting in one fatality and 18 injured victims. In 2020, MPPD responded to 81 speed-related traffic crashes resulting in the injury of 53 victims. In 2019, MPPD responded to 122 speed-related traffic crashes resulting in the injury of 62 victims.
The Monterey Park Police Department has implemented a traffic data management program. We map all our crash data and input all traffic citations into this system. Crossroads enables us to access our traffic statistics quickly and allows us to provide evidence-based enforcement where it is needed. This system has been in place since July 1, 2017, and the factual data supports an increase in our overall traffic enforcement efforts. Most of our fatal and injury traffic crashes are weekday crashes that occur between 0600 hrs and 2000 hrs.
The City of Monterey Park faces many challenges. One of those challenges is reaching an older Chinese population that speaks Mandarin or Cantonese. This group is over 65 and is overly represented in fatal and injury pedestrian crashes. Part of this challenge is that many of our contacts, whether in education, investigating a traffic crash, or writing a citation, required documents prepared with translators, which requires more time from our traffic officers. The need for increased workforce hours performing specific traffic enforcement is our challenge. The Monterey Park Police Department has a very senior and well- equipped traffic bureau staff ready to partner with OTS to increase our educational and enforcement efforts.
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 press release announcing the kick-off of the grant by November 15. The kick-off press 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 14 days prior to the issuance date of the release.
1 2. Participate and report data (as required) in the following campaigns; Quarter 1:
National Walk to School Day, National Teen Driver Safety Week, NHTSA Winter 10
9/13/2023 6:30:06 AM Page 5 of 17
Mobilization; Quarter 3: National Distracted Driving Awareness Month, National Motorcycle Safety Month, National Bicycle Safety Month, National Click it or Ticket Mobilization; Quarter 4: NHTSA Summer Mobilization, National Child Passenger Safety Week, and California's Pedestrian Safety Month.
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 should be distributed to patrol and traffic officers monthly. 12 4. Send law enforcement personnel to the NHTSA Standardized Field Sobriety Testing (SFST) (minimum 16 hours) POST-certified training. 1 5. Send law enforcement personnel to the NHTSA Advanced Roadside Impaired Driving Enforcement (ARIDE) 16 hour POST-certified training. 1 6. Send law enforcement personnel to SFST Instructor training. 1
7. 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 8. Conduct DUI Saturation Patrol operation(s). 13
9. Conduct Traffic Enforcement operation(s), including but not limited to, primary crash factor violations.
9 10. Conduct highly publicized Distracted Driving enforcement operation(s) targeting drivers using hand held cell phones and texting.
2 11. 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. 7 12. 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.
4 13. Participate in highly visible collaborative DUI Enforcement operations. 2
14. Participate in highly visible collaborative Traffic Enforcement operations. 2
15. Send law enforcement personnel to DUI Checkpoint Planning and Management training.
1 16. Participate in community collaboration and engagement activities to engage in conversations regarding traffic safety to both share information and receive input from the community members.
12 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.
All training needed to implement the program should be conducted in the first quarter. All grant related purchases needed to implement the program should be made in the first quarter. In order to develop/maintain the “DUI BOLOs,” research will be conducted to identify the “worst of the worst” 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.
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Media Requirements Issue a press release approved by the OTS PIO announcing the kick-off of the grant by November 15, but no sooner than October 1. The kick-off release must be approved by the OTS PIO and only distributed after the grant is fully signed and executed. If you are unable to meet the November 15 deadline to issue a kick-off press release, communicate reasons to your OTS coordinator and OTS PIO.
B. Phase 2 – Program Operations (Throughout Grant Year) The department will work to create media opportunities throughout the grant period to call attention to the innovative program strategies and outcomes.
Media Requirements
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 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.
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 Coordinator.
Pre-approval is not required when using any OTS-supplied template for media advisories, press 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 coordinator when any material is distributed to the media and public, such as a press release, educational material, or link to social media post. The OTS-supplied kick-off press release templates and any kickoff press releases are an exception to this policy and require prior approval before distribution to the media and public.
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 to your OTS Coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
Press 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 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 Coordinator with 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. Please send to the OTS PIO at [email protected] for approval and copy your grant coordinator at least 3 business days prior to the scheduled release date.
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 Coordinator for approval prior to the production or duplication.
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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 your OTS 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 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 OTS has sufficient notice to arrange for attendance and/or participation in the event.
If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grant- related event or program. Media and program highlights are to be reflected in QPRs. Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
Contact the OTS PIO or your OTS 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
PT24123
FUND NUMBER CATALOG
NUMBER (CFDA)
FUND DESCRIPTION TOTAL AMOUNT
164AL-24 20.608 Minimum Penalties for Repeat
Offenders for Driving While
Intoxicated
$98,000.00
402PT-24 20.600 State and Community Highway
Safety
$70,000.00
1906-24 20.611 Racial Profiling Prohibition Grants $10,000.00
COST CATEGORY FUND
NUMBER
UNIT COST OR
RATE
UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
DUI/DL Checkpoints 164AL-24 $9,000.00 3 $27,000.00
DUI Saturation Patrols 164AL-24 $4,000.00 13 $52,000.00 Collaborative DUI Enforcement 164AL-24 $2,500.00 2 $5,000.00 Traffic Enforcement 402PT-24 $3,500.00 9 $31,500.00
Distracted Driving 402PT-24 $3,200.00 2 $6,400.00
Pedestrian and Bicycle Enforcement 402PT-24 $3,200.00 7 $22,400.00 Collaborative Traffic Enforcement 402PT-24 $2,500.00 2 $5,000.00 Community Collaboration Engagement 1906-24 $833.33 12 $10,000.00 Category Sub-Total $159,300.00
B. TRAVEL EXPENSES
In State Travel 402PT-24 $4,700.00 1 $4,700.00
$0.00
Category Sub-Total $4,700.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
Portable Light Tower 164AL-24 $5,600.00 2 $11,200.00
Category Sub-Total $11,200.00
E. OTHER DIRECT COSTS
DUI Checkpoint Supplies 164AL-24 $2,800.00 1 $2,800.00
Category Sub-Total $2,800.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $178,000.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
PT24123
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.
Collaborative DUI Enforcement - Overtime for grant funded Collaborative DUI Enforcement operations conducted by appropriate department personnel
Traffic Enforcement - Overtime for grant funded law enforcement operations conducted by appropriate department personnel.
Distracted Driving - 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.
Collaborative Traffic Enforcement - Overtime for grant funded Collaborative Traffic Enforcement operations conducted by appropriate department personnel
Community Collaboration Engagement - Overtime for grant funded community collaborative engagement 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. Anticipated travel may include the OTS Traffic Safety Law Enforcement Forum and the California Traffic Safety Summit. 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
Portable Light Tower - High intensity light on a telescoping shaft and stabilized platform to illuminate a wide area for greater visibility during night time operations. Costs may include a generator, battery, cart, and accessories.
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/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. Each item must have a unit cost of less than $5,000 (including tax and shipping).
INDIRECT COSTS
-
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.
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 the CHP Cannabis Tax Fund Grant Program activities and maintained under separate accounting/tracking/other codes (example: the same DUI checkpoint may not be funded by both the CHP and the OTS).
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
PT24123
Certifications and Assurances for Fiscal Year 2024 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 i t 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 all 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 Federally- funded 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; Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations (preventing discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations);
Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (requiring that recipients of Federal financial assistance provide meaningful access for applicants and beneficiaries who have limited English proficiency (LEP));
Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities through the Federal Government (advancing equity across the Federal Government); and Executive Order 13988, Preventing and Combating Discrimination on the Basis of Gender Identity or Sexual Orientation (clarifying that sex discrimination includes discrimination on the grounds of gender identity or sexual orientation).
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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regula tions,” 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 t o 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 Rig hts 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 fun ding 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 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 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.
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By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any sub -recipients, 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 investigation s 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 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 all 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 all 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;
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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 loca l 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 all subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)
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 part icipant 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
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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 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
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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 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 wil l 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 Secr etary 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 suc h 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.
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DISCLOSURE REQUIREMENTS
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 in terests of a regulated or affected organization.
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to all 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 comp any- 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 re-evaluation 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.
Staff Report
October 18, 2023
ATTACHMENT 2
Resolution
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE INTERIM CITY MANAGER, OR
DESIGNEE, TO RECEIVE AND APPROPRIATE GRANT FUNDS FOR
THE SELECTIVE TRAFFIC ENFORCEMENT PROGRAM
BE IT RESOLVED by the Council of the City of Monterey Park as follows:
SECTION 1: The City Council finds as follows:
A. The City applied for the California Office of Traffic Safety (OTS) Selective Traffic Enforcement Program (STEP) Grant.
B. The Monterey Park Police Department will utilize the grant funding to continue its education and enforcement of traffic-related laws to reduce injury and fatal traffic collisions.
C. The City will receive $178,000 from OTS for the STEP Grant.
SECTION 2: The Interim City Manager, or designee, is authorized to receive grant funds from OTS for the STEP Grant to be used to reduce and mitigate the impacts of impaired driving.
SECTION 3: The Interim City Manager, or designee, is authorized to execute any required documents and agreements to receive the grant for purposes identified herein.
The City’s Fiscal Year 2023- 24 Budget is amended to the extent needed to accept and allocate the grant funds identified in this Resolution.
SECTION 4: Severability. If any part of this Resolution or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provision or application and, to this end, the provisions of this Resolution are severable.
SECTION 5: Electronic Signatures . This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.
SECTION 6: Recordation. The Mayor, or presiding officer, is authorized to sign this Resolution signifying its adoption by the City Council of the City of Monterey Park and the City Clerk, or her duly appointed deputy, may attest thereto.
SECTION 7: Effective Date. This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded.
Resolution No.
PASSED AND ADOPTED this ___ day of ______________, 2023.
________________________________
Jose Sanchez, Mayor
Attest:
__________________________
Maychelle Yee, City Clerk
Approved as to Form:
__________________________
Karl H. Berger, City Attorney
City Council Staff Report
DATE
: October 18, 2023
AGENDA ITEM NO:
TO: T
he Honorable Mayor and City Council
FROM: Scott Wiese, Chief of Police
SUBJECT: California Office of Traffic Safety (OTS) Pedestrian and Bicycle Safety Program Grant – Fiscal Year 2023-2024
RECO
MMENDATION:
It is recommended that the City Council consider:
1. Adopt ing a Resolution authorizing the Interim City Manager, or designee, to apply for, accept, and execute any documents, in a form approved by the City Attorney, with the California Office of Traffic Safety (OTS) in the amount of $ 25,000 for the Pedestrian and Bicycle Safety Program Grant;
2. If adopted, the Resolution would also authorize the Interim City Manager, or designee, to receive and amend the FY 2023- 2024 budget to allocate $25,000 in grant funds; and
3. Taking such additional, related, action that may be desirable.
EXECU
TIVE SUMMARY:
The Monterey Park Police Department was notified of a tentative award of $ 25,000 from OTS for the Pedestrian and Bicycle Safety Program Grant . The police department will utilize the grant to educate the community on pedestrian and bicycle safety to reduce injury and fatal traffic collisions.
BACKGRO
UND:
The California Office of Traffic Safety distributes federal funding apportioned to California under the National Highway Traffic Safety Administration (NHTSA). The California Office of Traffic Safety’s mission is to effectively and efficiently administer traffic safety grant funds to reduce traffic deaths, injuries, and economic losses. These grants are used to mitigate traffic safety deficiencies, expand ongoing activity, and/or develop innovative programs.
In 2
022, the City of Monterey Park experienced a total of 559 traffic collisions and two fatalities. The Pedestrian and Bicycle Safety Program supports the Monterey Park Police Department’s efforts to educate the community on pedestrian traffic safety, bicycle safety, and traffic laws. The total grant allocation is $25,000.
Consent Calendar - 3H
Staff Report
October 18, 2023
FISCAL IMPACT:
Staff is requesting approval to authorize the Finance Director to appropriate $25 ,000 in grant funding for the FY 2023-2024 budget. There is no fiscal impact to the general fund.
Respectfully submitted by: Prepared by:
Scott Wiese
Chief of Police
Peter Yung
Police Sergeant
Reviewed by:
Martha Garcia
Finance Director
Approved by:
Reviewed by:
Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney
ATTACHMENTS:
1. State of California – Office of Traffic Safety (OTS) Pedestrian and Bicycle Safety Program Grant Agreement No. PS24023
2. Resolution
Staff Report
October 18, 2023
ATTACHMENT 1
OTS PED & BIKE Grant Agreement Document
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State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
PS24023
1. GRANT TITLE
Pedestrian and Bicycle Safety Program
2. NAME OF AGENCY 3. Grant Period
Monterey Park From:
To:
10/01/2023
09/30/2024 4. AGENCY UNIT TO ADMINISTER GRANT
Monterey Park Police Department
5. GRANT DESCRIPTION
Best practice strategies will be conducted to reduce the number of persons killed and injured in crashes involving pedestrians and bicyclists. The funded strategies may include classroom education, bicycle rodeos, community events, presentations, and workshops. These countermeasures should be conducted in communities with high numbers of pedestrian and/or bicycle related crashes including underserved communities, older adults, and school-aged children. Coordinated efforts such as Safe Routes to School initiatives, Safe System Approach, and working with community based organizations are highly encouraged to prevent fatalities and injuries of vulnerable non-motorized road users.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed: $25,000.00
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 *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto.
These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
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 above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Peter Yung
Sergeant
(626) 307-1481
320 W. Newmark Ave.
Monterey Park, CA 91754
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Scott Wiese
Chief of Police
(626) 307-1221
320 W. Newmark Ave.
Monterey Park, CA 91754
(Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL
D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Inez Alvarez
Interim City Manager
(626) 307-1349
320 W. Newmark Ave.
Monterey Park, CA 91754
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Barbara Rooney
Director
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
(Signature) (Date) (Signature) (Date)
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10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED
EXPENDITURES
AGREEMENT
TOTAL $25,000.00
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.
$25,000.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE $25,000.00
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu
SAM #:
REGISTERED
ADDRESS:
CITY:
ZIP+4:
L972KD6E7JH4
320 W. Newmark Avenue
Monterey Park
91754-2896
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
8/30/2023 9:31:10 PM Page 3 of 16
State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
PS24023
1. PROBLEM STATEMENT
The City of Monterey Park, incorporated in 1916, is centrally located in Los Angeles County. The City is a family-oriented community located in the hub of the West San Gabriel Valley. Almost 80 percent of the households in the city are single families, and single-family homes comprise approximately two-thirds of the housing. More than half of the households own their homes. The City of Monterey Park is a culturally diverse community with a population of 61,606 in 2010. Located approximately 6 miles east of Downtown Los Angeles, this city is one of few communities in the Southland where racial/ethnic groups make up the majority of the population. As one of the older communities in the West San Gabriel Valley, the city also has a very large elderly population. Elderly persons and seniors approaching retirement represent almost a quarter of all the city residents.
The City’s location places it in the path of major commuter routes between the Los Angeles Civic Center and the Riverside/Inland Empire area. Three freeways, State Route (SR) 60, Interstate 10, and SR 710, border Monterey Park. The community is bisected by major state-designed arterial highways that are frequently used to bypass gridlock on the freeways or used as links between freeways. When those arterials become clogged, commuters spill over onto residential streets. An additional burden on the city’s traffic flow is due to the incompletion of SR 710, as many motorists utilize the city’s roadways to gain access to major communities north of Monterey Park. In addition, Monterey Park contains the largest community college in the state, East Los Angeles College. Monterey Park also contains 2 Los Angeles County facilities: the Sheriff’s Headquarters and Edelman Children’s Court. The East Los Angeles California Highway Patrol station is also in the City of Monterey Park. The City has 2 major hospitals, a senior center, and several commercial establishments, including a brand new commercial center along SR 60 called the Market Place. It should be noted that this entire area had previously been undeveloped. This new shopping center has a Costco, Home Depot, In-N-Out Burger, Chick-fil-A, Guitar Center, Starbucks, Buffalo Wild Wings, a bank, and some miscellaneous stores and restaurants with phases one and two completed. The next phase will include an unidentified super store. All of this brings a significant increase of transient traffic to the city’s already overburdened street system.
In 2018, there were a total of 839 traffic crashes, including 2 that resulted in fatalities to senior pedestrians who were in the street and outside of the crosswalk. There were a total of 320 people injured in traffic crashes that year, 43 of those involved pedestrians, and 11 involved bicyclists. Since beginning of 2018, we have continued to educate our patrol staff and to direct our traffic bureau enforcement staff to areas where we have experienced a high number of crashes. We have focused or enforcement efforts in areas we have experienced both fatal and injury crashes, bringing our Enforcement Index up to 25, resulting in a measureable difference with a lower number of crashes and persons injured in those crashes.
In 2019, there were a total of 832 traffic crashes, including 2 pedestrian fatalities. Both crashes involved pedestrians. Overall, there were a total 321 people injured in traffic crashes that year, 48 of those involved pedestrians, and 8 involved bicyclists. We continued to educate our patrol staff and to direct our traffic bureau enforcement staff to areas where we had experienced a high number of crashes, keeping our focus on areas we had experienced both fatal and injury crashes and maintaining our Enforcement Index at 24.
Despite our efforts, there was still an increase in pedestrian-involved crashes. That year, the latest OTS Crash Ranking from 2016 ranked Monterey Park as one of the most unsafe cities to be a pedestrian, especially for people older than 65.
In 2020, we experienced a total of 596 traffic crashes, including 5 fatal traffic crashes, 2 of which involved pedestrians, with the last fatal crash involving a juvenile on a bicycle. Overall, there were 277 people injured in traffic crashes that year, 31 of those involved pedestrians, and 9 invovled bicyclists. Still, we continued to educate our patrol staff and to direct our traffic bureau enforcement staff to areas where we had experienced a high number of crashes, keeping our focus on areas we had experienced both fatal and injury crashes, but our Enforcement Index had now slipped to 16, with a persistent increase in pedestrian- involved crashes. While the recently published 2019 OTS Crash Rankings now shows that the City of Monterey Park ranks 3rd highest in the number of pedestrian fatal and injury crashes for pedestrians over
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the age of 65, and 5th highest in the same measure for all pedestrians, among 59 cities in the same population group statewide. That year, the latest OTS Crash Ranking from 2018, ranked Monterey Park as THE most unsafe city to be a pedestrian, especially for those over 65.
We implemented a Crossroads traffic data management program, allowing us to have faster access to our traffic statistics in order to provide service wherever needed. Having been in place since mid-2017, the resulting data supports the fact that the majority of our fatal and injury traffic crashes are occurring during the weekday between 0600 hours and 2000 hours, stressing the need to increase our overall traffic safety education efforts. However, a particular challenge in this effort is reaching our older Chinese population.
Over the age of 65, this group is overly represented in our fatal and injury pedestrian-involved crash statistics, and part of the challenge is the fact that they communicate mainly in Mandarin or Cantonese, requiring educational materials and public service announcements prepared with the use of translators.
Nevertheless, the City of Monterey Park has a very senior and well-equipped traffic bureau staff that is ready to partner with OTS to increase our educational efforts.
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 pedestrians killed under age 15 in traffic crashes.
6. Reduce the number of pedestrians injured under age 15 in traffic crashes.
7. Reduce the number of pedestrians killed over age 65 in traffic crashes.
8. Reduce the number of pedestrians injured over age 65 in traffic crashes.
9. Reduce the number of bicyclists killed in traffic crashes.
10. Reduce the number of bicyclists injured in traffic crashes.
11. Reduce the number of bicyclists under age 15 killed in traffic crashes.
12. Reduce the number of bicyclists under age 15 injured in traffic crashes.
13. Increase bicycle helmet usage.
B. Objectives: Target Number
1. Issue a press release announcing the kick-off of the grant by November 15. The kick-off press 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 14 days prior to the issuance date of the release.
1 2. Participate in traffic safety fairs and/or community events with an effort to reach individuals.
2 3. Participate in the following campaigns: National Walk to School Day, National Bicycle Safety Month, California's Pedestrian Safety Month and National Pedestrian Safety Month.
1 4. Conduct pedestrian and/or bicycle safety presentations with an effort to reach youth.
6 5. Develop a pedestrian and/or bicycle safety program and materials to be adopted as an on-going program in schools with an effort to reach students. 1 6. Distribute pedestrian/bicycle safety items at no cost to youth or community members in need, during bicycle rodeos, presentations, workshops, trainings, and community events to increase safety and visibility.
1 7. Develop bicycle and pedestrian safety educational materials to be distributed during classroom presentations, workshops, and community events. 1 8. Conduct pedestrian safety presentations with an effort to reach older adults. 2
9. Conduct pre and post-grant activities bicycle helmet usage surveys during the months of October (start of the grant) and September (end of the grant). A pre- survey will be required to determine the base year helmet use rate and a post- survey will be required to determine the operational rate. Upload completed survey to GEMS.
2 10. Distribute and properly fit bicycle helmets at no cost to community members in need, at bicycle rodeos, schools, workshops, and community events. 130
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11. Purchase bicycle helmets. 130
12. Conduct bicycle rodeos with an effort to reach youth. 2
13. Conduct pedestrian and/or bicycle safety education skills courses incorporating a Safe Moves City simulation in each event, with an effort to teach young children about traffic safety, to be led by department personnel. Include date/location, total number of participants, and number of reflective safety items distributed. 7 3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) Develop operational plans to implement the “best practice” strategies outlined in the objectives section.
All training needed to implement the program should be conducted in the first quarter. All grant related purchases needed to implement the program should be made in the first quarter.
Media Requirements
Issue a press release approved by the OTS PIO announcing the kick-off of the grant by November 15, but no sooner than October 1. The kick-off release must be approved by the OTS PIO and only distributed after the grant is fully signed and executed. If you are unable to meet the November 15 deadline to issue a kick-off press release, communicate reasons to your OTS coordinator and OTS PIO.
B. Phase 2 – Program Operations (Throughout Grant Year) Media Requirements
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 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.
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 Coordinator.
Pre-approval is not required when using any OTS-supplied template for media advisories, press 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 coordinator when any material is distributed to the media and public, such as a press release, educational material, or link to social media post. The OTS-supplied kick-off press release templates and any kickoff press releases are an exception to this policy and require prior approval before distribution to the media and public.
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 to your OTS Coordinator. Optimum lead time would be 7 days prior to the scheduled release date, but at least 3 business days prior to the scheduled release date for review and approval is appreciated.
Press 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 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 Coordinator with 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
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services by a subgrantee, requires prior approval. Please send to the OTS PIO at [email protected] for approval and copy your grant coordinator at least 3 business days prior to the scheduled release date.
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 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 your OTS 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 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 OTS has sufficient notice to arrange for attendance and/or participation in the event.
If unable to attend, email the OTS PIO and coordinator brief highlights and/or results, including any media coverage (broadcast, digital, print) of event within 7 days following significant grant- related event or program. Media and program highlights are to be reflected in QPRs. Any press releases, work plans, scripts, storyboards, artwork, graphics, videos or any educational or informational materials that received PIO approval in a prior grant year needs to be resubmitted for approval in the current grant year.
Contact the OTS PIO or your OTS 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
PS24023
FUND NUMBER CATALOG
NUMBER (CFDA)
FUND DESCRIPTION TOTAL AMOUNT
402PS-24 20.600 State and Community Highway
Safety
$25,000.00
COST CATEGORY FUND
NUMBER
UNIT COST OR
RATE
UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
Traffic Safety Fairs and/or Community
Events
402PS-24 $800.00 2 $1,600.00
Pedestrian and Bicycle Safety
Presentations
402PS-24 $400.00 8 $3,200.00
Helmet Usage Surveys 402PS-24 $600.00 2 $1,200.00
Bicycle Rodeos 402PS-24 $2,400.00 2 $4,800.00
Safe Moves City Simulations 402PS-24 $800.00 7 $5,600.00 Benefits - Overtime 402PS-24 $16,400.00 1 $238.00
Category Sub-Total $16,638.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub-Total $0.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
$0.00
Category Sub-Total $0.00
E. OTHER DIRECT COSTS
Safe Moves City Supplies 402PS-24 $5,000.00 1 $5,000.00 Bicycle Helmets 402PS-24 $15.00 130 $1,950.00
Pedestrian/Bicycle Safety Items 402PS-24 $1,000.00 1 $1,000.00 Educational Materials 402PS-24 $412.00 1 $412.00
Category Sub-Total $8,362.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $25,000.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
PS24023
BUDGET NARRATIVE
PERSONNEL COSTS
Traffic Safety Fairs and/or Community Events - Overtime for grant-funded participation in traffic safety fairs and community events conducted by appropriate department personnel. Claim should reflect actual costs up to the rate specified.
$100 x 4 Hours x 2 Officers = $800 per Event
Pedestrian and Bicycle Safety Presentations - Overtime for grant-funded pedestrian and bicycle safety presentations conducted by appropriate department personnel. Claim should reflect actual costs up to the rate specified.
$100 x 2 Hours x 2 Officers = $400 per Event
Helmet Usage Surveys - Overtime for grant-funded pre- and post-grant bicycle helmet usage surveys conducted by appropriate department personnel during the months of October (start of grant) and September (end of grant). A pre-survey will be required to determine the base year helmet use rate and a post-survey will be required to determine the operational rate. Upload completed survey to GEMS. Claim should reflect actual costs up to the rate specified.
$100 x 3 Hours x 2 officers = $600 per Event
Bicycle Rodeos - Overtime for grant-funded bicycle rodeos conducted by appropriate department personnel.
Claim should reflect actual costs up to the rate specified.
$100 x 6 Hours x 4 Officers = $2,400 per Event
Safe Moves City Simulations - Overtime for grant-funded Safe Moves City simulation conducted by appropriate department personnel. Claim should reflect actual costs up to the rate specified.
$100 x 4 Hours x 2 Officers = $800 per Event
Benefits - Overtime - TOTAL BENEFIT RATE 1.45%
Medicare - 1.45%
Claim should reflect actual costs up to the rate specified.
TRAVEL EXPENSES
-
CONTRACTUAL SERVICES
-
EQUIPMENT
-
OTHER DIRECT COSTS
Safe Moves City Supplies - “Safe Moves City” is an interactive, hands-on exhibit (consisting of separate parts such as buildings, traffic signs, signals, and vehicles) allowing children to experience traffic situations as pedestrians, bicyclists, and scooter safety in a safe learning environment. Using a realistic traffic environment improves children's ability to recognize and avoid traffic hazards.
House w/Garage $600.00
Storefront $600.00
School $600.00
Car w/Cell Phone Driver $500.00
Car W/Driver w/o Seat Belt $500.00
Car W/Driver w/Seat Belt $500.00
Railroad Track $300.00
Railroad Signal $350.00
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Railroad Crossing Gate $400.00
Railroad Crossing Sign $350.00
Train $400.00
Train Light/Signal $350.00
Pedestrian Signal $350.00
Pedestrian Push Signal $350.00
Pedestrian Crosswalk Sign $350.00
Stop Sign $350.00
School Bus $500.00
Truck $500.00
Ice Cream Truck $500.00
Public Bus $500.00
Sidewalk Pieces $600.00
Bicycle Helmets - Helmets to be distributed at no cost during bicycle rodeos and other bicycle safety related events. Cost per helmet not to exceed an average price of $15, including shipping, handling and tax. More expensive helmets may be purchased if approved by OTS.
Pedestrian/Bicycle Safety Items - Cost may include reflective arm and leg bands, tape, zipper pulls, bicycle headlights/taillights, and reflectors to be distributed at no cost during bicycle rodeos, presentations, workshops, trainings, and community events to increase safety and visibility. Additional items may be purchased if approved by OTS.
Educational Materials - Costs of purchasing, developing or printing brochures, pamphlets, fliers, coloring books, posters, signs, and banners associated with grant activities, and traffic safety conference and training materials. Items shall include a traffic safety message and if space is available the OTS logo. Additional items may be purchased if approved by OTS.
INDIRECT COSTS
-
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.
Benefits for personnel costs can only be applied to straight time or overtime hours charged to the grant.
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
PS24023
Certifications and Assurances for Fiscal Year 2024 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 all subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing re gulations 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 Federally- funded 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; Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low- Income Populations (preventing discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations);
Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (requiring that recipients of Federal financial assistance provide meaningful access for applicants and beneficiaries who have limited English proficiency (LEP));
Executive Order 13985, Advancing Racial Equity and Support for Underserved Communities through the Federal Government (advancing equity across the Federal Government); and Executive Order 13988, Preventing and Combating Discrimination on the Basis of Gender Identity or Sexual Orientation (clarifying that sex discrimination includes discrimination on the grounds of gender identity or sexual orientation).
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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 resp ect 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 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 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.
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By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any sub-recipients, 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. Y ou 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, comple te, 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 Sa fety 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 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 all 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 all 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;
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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 contra ct, 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 loca l 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 all subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)
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 part icipant 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
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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 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
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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 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 in crease 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 Secretar y 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 suc h 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.
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DISCLOSURE REQUIREMENTS
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 int erests of a regulated or affected organization.
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to all 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 comp any- 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 re-evaluation 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.
Staff Report
October 18, 2023
ATTACHMENT 2
Resolution
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE INTERIM CITY MANAGER, OR
DESIGNEE, TO RECEIVE AND APPROPRIATE GRANT FUNDS FOR
THE PEDESTRIAN AND BICYCLE SAFETY PROGRAM
BE IT RESOLVED by the Council of the City of Monterey Park as follows:
SECTION 1: The City Council finds as follows:
A. The City applied for the California Office of Traffic Safety (OTS) Pedestrian and Bicycle Safety Program Grant.
B. The Monterey Park Police Department will utilize the grant to educate the community on pedestrian and bicycle safety to reduce injury and fatal traffic collisions.
C. The City will receive $ 25,000 from OTS for the Pedestrian and Bicycle Safety Program Grant.
SECTION 2: The Interim City Manager, or designee, is authorized to receive grant funds from OTS to be used to educate the community on pedestrian and bicycle safety to reduce injury and fatal traffic collisions.
SECTION 3: The Interim City Manager, or designee, is authorized to execute any required documents and agreements to receive the grant for purposes identified herein.
The City’s Fiscal Year 2023-2024 Budget is amended to the extent needed to accept and allocate the grant funds identified in this Resolution.
SECTION 4: Severability. If any part of this Resolution or its application is deemed invalid by a court of competent jurisdiction, the City Council intends that such invalidity will not affect the effectiveness of the remaining provision or application and, to this end, the provisions of this Resolution are severable.
SECTION 5: Electronic Signatures . This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.
SECTION 6: Recordation. The Mayor, or presiding officer, is authorized to sign this Resolution signifying its adoption by the City Council of the City of Monterey Park and the City Clerk, or her duly appointed deputy, may attest thereto.
SECTION 7: Effective Date. This Resolution will become effective immediately upon adoption and will remain effective unless repealed or superseded.
Resolution No.
PASSED AND ADOPTED this ___ day of ______________, 2023.
________________________________
Jose Sanchez, Mayor
Attest:
__________________________
Maychelle Yee, City Clerk
Approved as to Form:
__________________________
Karl H. Berger, City Attorney
Gity Gouncil Staff Report
DATE: October 18,2023
AGENDA ITEM NO:
TO:
FROM:
SUBJECT:
The Honorable Mayor and City Council
Matthew Hallock, Fire Chief
Receive and File the Fire Department's2021-2022 Annual Report.
REGOMMENDATION:
It is recommended that the City Council consider:
1. Receiving and filing the Fire Department's 2021-2022 Annual Report; and
2. Taking such additional, related, action that may be desirable.
EXECUTIVE SUMMARY:
tne ZO2l-2022 Fire Department ("Department") Annual Report provides an overview of the Fire Department's past operational year. The report highlights the Department's goals and accomplishments. lncluded in the report are some of the major accomplishments made by staff during the past year, highlighting the work performed by Department staff.
To ensure residents and community members are informed of the Department's accomplishments and efforts over the past year, the report is posted on the City's website, under Department's Operations page. The report will also be shared on the City's social media accounts as well.
BAGKGROUND:
The Annual Report features information on the six divisions within the Department: (1) Administration, (2) Community Risk Reduction, (3) Operations and Emergency Medical Services, (4) Training and Recruitment, (5) Fire Prevention, and (6) Code Compliance.
The report highlights the Department staffing levels, major accomplishments and goals for the next year. Additionally, the report discusses the Department's efforts to mitigate and combat the spread COVID-19 through vaccine clinics and other related community programs.
FISCAL IMPACT:
None.
Consent Calendar - 3I
Staff Report
October 18,2023
Respectfully submitted by
//n^ {/,r//J
Prepared by:
orquez
Prin pal Management Analyst
Malthew Hallock
Fire Chief
Approved by: Reviewed by:
lnez Alvarez
lnterim City Manager
ATTACHMENT:
1. Monterey Park Fire Department Annual Report 2021-2022 am
Staff Report
October 18, 2023
ATTACHMENT 1
Fire Department’s 2021-2022 Annual Report
SINCE 1924EXCELLENCE SERVICE COMMUNITYANNUAL REPORT 2021-2022
MONTEREY PARK
FIRE DEPARTMENT
CLASS - 1
TABLE OF
C
ONTENTS
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITYCOVER
TABLE OF CONTENTS
CHIEFS MESSAGE
ABOUT THE MPFD
FIRE ADMINISTRATION
A-COMMUNITY RISK REDUCTION
B-OPERATIONS & EMS
EMERGENCY MEDICAL SERVICES
C-TRAINING & RECRUITMENT
MPFD PROFESSIONAL FIREFIGHTERS
URBAN SEARCH & RESCUE
VERDUGO FIRE DISPATCH
FIRE PREVENTION
STATIONS 61, 62, 63
FLEET & APPARATUS
COVID-19
ARSON TASK FORCE
WHERE WE ARE GOING
REPORT SECTIONS
Captain Robert Blak
e
Engine 62 - Brush Fire Whittier Narrows
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
Thank you for taking the time to read through the 2021 - 2022 Monterey Park Fire Department Annual Report. This report was produced regularly for man
y years and only until recently, was put on hiatus. I am honored to bring this valuable report back. It identifies what it is we do here in the Monterey Park Fire Department and how those efforts embody our core values, Excellence, Service and Community.
In my time serving as your Fire Chief, we have seen the nation and the world go through an unprecedented time. The global pandemic known as COVID-19 tested the resiliency of the entire world. Here in Monterey Park, we were proactive in anticipation of the potential threat, and to that end, partnered with other city departments and community stakeholders to ensure the residents and business owners of Monterey Park remained protected. While we have made significant strides in identifying and controlling the outbreak of COVID-19, it appears that this is something that will be a part of our lives for the foreseeable future. The men and women of the Monterey Park Fire Department stepped up to the challenge and responded with honor and professionalism. I could not be prouder of their efforts.
In other news, we demolished and replaced the existing Fire Station 62 at 2001 S. Garfield. This project has been discussed throughout my entire career. T o see it come to fruition and to walk through the new station under my watch is a dream come true. I want to thank the community for their patience during this project as streets were closed and construction equipment often blocked portions of the area. This was a partnership within the community and the result is a beautiful fire station to service our residents in the southern portion of Monterey Park.
Our staffing levels have fluctuated as they often do however, we are on the cusp of being fully staffed. With fire season lasting year-round, the men and women of the fire department are prepared to respond where needed to protect lives and property. That said, the residents of Monterey Park will always be our number one priority. We continually strive to diversify our workforce to be more reflective of our community. This has always been a priority of mine and will be for the continual future.
Finally, thank you to Captain Justin Birrell for taking on this important project and the countless hours needed to put this document together. As always, should you ever have a concern or a compliment about our services, I can be reached by email at [email protected] or my office line 626-307-1262.
On behalf of the men and women of the Monterey Park Fire Department, thank you for your continued support.
Best,
Matthew Hallock – Fire Chief
MONTEREY PARK FIRE DEPARTMENT
FIRE CHIEFS MESSAGE
FIRE CHIEF MATTHEW HALLOCK
ABOUT THE
MPF
D
ANNUAL REPORT 2012-2022
EXCELLENCE SERVICE COMMUNITY
PAST AND PRESENT
The Fire Department has been serving the
community with fire protection,
hazardous materials response, disaster
preparedness, and emergency medical
services for several decades. We are very
proud of the men and women who strive
each day to save lives and protect
property as well as promote disaster
preparedness and teach fire safety to
children and adults alike.
WELCOME
For the past few years, the Fire Department has
been mo
ving towards a community-centered
metric driven organization committed to
providing quality emergency, preventative, and
risk reduction activities to the community.
Personnel have become more proactive towards
risk identification, public education, safety
education, increased Community Emergency
Response T eams ("CERT") training, and fire
investigation activities. Along with specialized
training for all firefighters.
Moving in this direction, and through the hard
work and efforts of the fire personnel, the City has
achieved a Public Protection Classification (PPC)
rating of a Class 1 by the Insurance Services
Offices (ISO). Out of 33,000 fire departments in
the United States, Monterey Park is one of 132
agencies that has achieved this designation.
Engineer Dan Park
Firefighter Justin T
rejo
626-307-1262
F
IRE
ADMINISTRATION
Responsibilities:
Administr
ation consists of the fire chief
and his administrative staff. The fire chief,
under the direction of the city manager
and the city council, is responsible for
long-range planning, budgeting,
personnel development, and setting and
meeting specific goals and objectives
relative to maintaining and improving
levels of services to the community. The
fire chief maintains consistent levels of
performance and productivity by
constantly evaluating and reviewing the
progress made towards the stated
objectives.
The fire chief achieves these standards by
employing a variety of modern
management techniques, leadership, and
staff who provide a high level of
competence and integrity in service
delivery.
Administrative staff consists of a Senior
Account Clerk (Yvette Becker) and
Principal Management Analyst (Angela
Loera) who provide support to the Chief,
Battalion Chiefs and handle public
records requests for fire and emergency
medical reports, Paramedic Ambulance
Subscription Program memberships,
public education requests, tour
coordination, budget and grants
management, and special projects as
assigned.
Innovation:
Fire Chief Matt Hallock believes in
proactive efforts to streamline and
implement innovative and cost effective
solutions when possible. Recent
accomplishments include interfacing the
department’s staffing and scheduling
system to the city’s online time-card
system, implementation of electronic
patient care reporting, EMS bill
processing, direct deposits, and
automation of the department’s standard
operating procedures with daily training
bulletins.
EXCELLENCE SERVICE COMMUNITY
Yvette Becker
Senior Account Clerk
Angela L
oera
Principal Management Analyst
Community Risk Reduction
A
-SHIFT
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
BATTALION CHIEF
CHRIS THOMPSON
Public Education & Community Outreach
Ov
erview:
As an all risk emergency response Fire
Department, personnel respond to a variety
of emergency incidents, natural disasters,
hazardous situations, and emergency
medical service calls. As part of the Fire
Department's efforts to minimize or prevent
injuries and damage to life and property, the
Fire Department advocates education and
preparation.
The Fire personnel are available to provide
presentations on a variety of subjects:
-Safe Kids/School Programs
-Fire Extinguisher Training
-Disaster Preparedness
-Senior Citizen Presentations
-Home Fire Safety
MPFD Reserve Firefighters-CPR Demonstration
Battalion Chief Chris Thompson
Community Risk Reduction
A
-SHIFT
CONTINUED
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
The City of Monterey Park Fire and Police
departments are prepared for all types of
emergencies. However, during a disaster,
the number and scope of incidents can
overwhelm conventional emergency
services. T o assist members of the
community to be prepared during a
disaster and to learn how to assist others,
the Monterey Park Fire Department is
sponsoring the Community Emergency
Response T eam Program. The Community
Emergency Response T eam (CERT)
Program is an all-risk, all hazard training
course for members of the community.
This valuable course is designed to help
you protect yourself, your family, your
neighbors, and your neighborhood in an
emergency situation.
It is about readiness, people helping
people, rescuer safety and doing the
greatest good for the greatest number.
CERT is a positive and realistic approach
to emergency and disaster situations
where citizens may initially be on their
own and their actions can make a
difference. While people will respond to
others in need without the training, one
goal of the CERT Program is to help our
residents do so effectively and efficiently
without being placed in unnecessary
danger.
COMMUNITY EMERGENCY
RE
SPONSE TEAM (CERT)
Monterey Park CERT T eam Members
Community Risk Reduction
A
-SHIFT
CONTINUED
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
CERT classes are frequently held on
four Saturday sessions which includes
a disaster simulation drill. The
training course is free to residents of
Monterey Park and consists of:
Utilities: Learning how and where to
turn off gas meters, electricity, and
water service if leaking or broken
pipes are detected.
Putting out small fires using an
extinguisher.
Certification on CPR and AED.
Helping triage victims by controlling
bleeding, treating for shock and
providing basic medical aid.
Organizing yourself and volunteers to
be effective towards aiding victims.
Collecting disaster intelligence to
support first responder efforts.
Please complete an application and
submit via email if you are interested.
You will then be contacted when a
class program has been scheduled. If
you have any questions, please feel
free to contact Captain Justin Birrell
via email or at 626-307-1408.
CERT CONTINUED
Monterey Park CERT T eam Members - Gas Shutoff
Montere
y Park CERT in action. Fire Extinguisher Training
Community Risk Reduction
A
-SHIFT
CONTINUED
Don't Be Scared, Be Prepared
A univ
ersal message, the need to be
prepared in the event of a major disaster
is critical. Major disasters mean multiple
crises causing emergency response
personnel, public safety personnel, other
city employees, and disaster relief
organizations to be handling multiple
emergencies throughout the community.
T o help prepare your home, review our
Disaster Safety Kit for the Home found
on the city website. This page identifies
what you need to have to be self-
sufficient for at least seven days. You will
also get information for resource
establishments that may have the
products available for purchase to keep
in your kit.
Emergency Preparedness for Businesses
Please view our presentation (PDF) for
more information on the city website
Important Message on Earthquake
Safety:
Information purporting the Triangle of
Life or any other means of earthquake
survival other than Duck, Cover, and
Hold are not proven methods of any
standing according to the Office of
Emergency Services. Please note that in
the State of California the Duck, Cover,
and Hold earthquake survival
procedures stand.
BE PREPARED NOT SCARED
EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
SINCE 1924
A-SHIFT C ONTINUED
Community Risk Reduction
COMMUNITY
INVOL VEMENT & EVENTS
-ANNUAL FIRE SERVICE DAY
-SCHOOL DEMO'S
-PUBLIC RELATIONS
-CERT
-STATION TOURS
-COMMUNITY CLEAN-UP
-PUBLIC EDUCATION
-CITY EVENT FD BOOTH'S
MPFD Personnel - Spark of Love T oy Drive
MPFD Fire Service Da
y
E61 & Firefighter Adam Fox - School Demonstration
MPFD Retirement Legacy Award Celebration
Operations & Emergency
Medi
cal Services
B-SHIFT
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITYEmergency Operations:
Duties:
The Emergency Operations Division is
charged with the responsibility of
providing fast and efficient emergency
response to fires, hazardous conditions,
rescues, illnesses, or any other
conditions where the health, safety, and
welfare of the public is in jeopardy.
One measurement of the capabilities of
the Operations Division, has been the
grade assigned to the City by the
Insurance Service Organization (I.S.O.).
This grading also considers the water
system, communications, staffing,
training, and facilities. Used by the
insurance industry to determine fire
insurance rates for homeowners and
businesses within the community, on a
scale of 1 to 10, with 1 being the most
desirable, Monterey Park has achieved a
Public Protection Classification (PPC)
rating of a Class 1.
Daily Operations:
Command and control of Emergency
Operations is provided on a daily basis
by three shift division chiefs on a platoon
schedule.
BATTALION CHIEF
RY
AN WEDDLE
Battalion Chief Ryan Weddle
Firefighter Matt Hart
ANNUAL REPORT 2021-2022
SINCE 1924 EXCELLENCE SERVICE COMMUNITY
B-SHIFT
C
ONTINUED
OPERATIONS
In addition to daily emergency operations, the division chiefs and sworn personnel perform several different assignments. These duties include:
-Emergency Medical Services Program Director, EMS Coordinator -Personnel Administration
-Secession Planning and Recruitment
-Training Director & Coordinator, and Certified Training Instructors -Disaster Preparedness Coordinator
-Emergency Operations Center Coordinator
-Public Information Officer
-Safety Officer
-Fleet Maintenance Coordinator
-Public Education Program Coordinator
-Reserve Firefighter and Fire Explorer Program Coordinators MPFD Firefighters - Roof T op Vertical Ventilation
MPFD Firefighters In Action
MPFD Captains - T
ullius , Birrell, Blake, Cline & Malouf
EMS
B
-SHIFT
CONTINUED
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
EMERGENCY MEDICAL SERVICES
The Emergency Medical Services
Division pro
vides fast and
efficient emergency medical care
through cross-trained
Firefighter/Paramedics. The Fire
Department's EMS Program
operates two fully equipped
advanced life support
ambulances and two Paramedic
Assessment Engines companies
(E61 & E63) responding to more
than 3,100 emergency medical
calls each fiscal year.
Your Monterey Park Firefighter
Paramedics are certified with the
State of California along with Los
Angeles County. We are proud to
announce that your Monterey
Park EMS continues to receive
high marks on an annual basis by
the County Of Los Angeles
Emergency Medical Services
Agency.
MPFD Paramedic Rescue Ambulance 61
MPFD P
aramedic Rescue Ambulance 62
TRAINING / RECRUITMENT
C
-SHIFT
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
BATTALION CHIEF
MARK KHAIL
The Monterey Park Fire Department is on the
cutting edge of Fire Suppression and Pre
vention
training. We pride ourselves on being the absolute
very best at our job as professional Firefighters.
Our Firefighter in all ranks are consistently
involved in training topics such as the following:
-Emergency Medical Services
-Fire-ground Strategy and T actics
-Wild-land / Brush Firefighting
-Urban Search & Rescue
-Arson / Fire Investigations
-Community Risk Reduction
-Hazardous Materials
-Emergency Operations Center
-Incident Command System
-Fire Ground Survival
-Vehicle Extrication
Our MPFD training instructors are certified
through the State Fire Marshal Office and have
extensive experience in the topics they instruct.
This means your Firefighters are trained by the
very best in the business. This is proven through
our continuous certification and maintaining our
statues as a Class-1 Fire Department.
Battalion Chief Mark Khail
Firefighter Dave Lawson & Captain Robbie Blake
C-SHIFT
C
ONTINUED
The Monterey Park Fire Department is
entrusted with the responsibility of
providing the community and its
citizens with the highest level of
standard care and emergency response
in regards to the preservation of lives
and property. Typical of most other
Southern California cities, Monterey
Park is subjected to naturally occurring
events such as earthquakes, brush fires,
flooding, and mud slides. Personnel
also respond to numerous human-
caused hazards as well such as building
fires, environmental hazardous
conditions, multi-casualty medical
events, and numerous other
catastrophic occurrences. Three of the
most heavily traveled interstates and
state highways border this city and
therefore the MPFD also responds to
numerous transportation related
incidents.
The Monterey Park Fire Department
offers a unique opportunity to those
interested in making a career in the
field of fire science, fire technology,
emergency medical services, fire
prevention and safety. The Fire
Department also provides
opportunities to those who wish to
observe and experience the fire
industry before making a permanent
career choice.
TRAINING / RECRUITMENT
EXCELLENCE SERVICE COMMUNITY
MPFD Firefighters - Fire Ground Survival (FGS)
MPFD Firefighters - V
ehicle Extrication
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
MPFD CAPTAINS
Justin Birrell Robert Blake Shaine Reilly Robert DeRosa Steve Gregg Adam Malouf Rich Tullius Scott Kelley Brandon Reyes Mario Ienni Daniel Cline Jon Gin
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
MPFD ENGINEERS
Curtis Cacciatori Core
y Calloway David GoetzJon Chang
Ben Gomory James Lega Nick Lima Dave Marquardt
Dan Park Frank Padilla Robert Rysdon Travis Stark
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
MPFD FIREFIGHTER
P
ARAMEDICS
Justin Chapman P aul Kang Cory Kilburn Otto Monzon Andrew Respicio
Jeff Wong Tyler Ayala Dave Lawson
Carter Ponce Cory Bancroft Ralph Weissenberger
Jano Baderian
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
MPFD FIREFIGHTERS
Ryan Andrews Chase Henrich Justin W akefield Robert Haines Matt Hart Travis McGee Joe Carter Adam Fox Dominic Garcia Justin Trejo Kirk T empleman Shawn Stephens
URBAN SEARCH
& RE
SCUE
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
US&R-63 / CA-RTF-4
Your Monterey Park Fire
Department is a all risk all
hazard professional Fire
Department. Your Firefighters
are very active in Urban Search
& Rescue incidents throughout
the region. We are on the
cutting edge of training and are
part of Regional T ask Force-4
with the State of California. The
Monterey Park FD also has its
own Heavy Rescue US&R-63
which responds to local
incidents where this specialized
equipment is needed.
MPFD US&R Members - Confined Space
MPFD US&R Members - T
rench Rescue
MPFD US&R Members - Metro Rail Training
Firefighter Jeff Wong
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
The Monterey Park Fire Department
US&R members specialize in areas
such as:
-Rope Rescue
-Confined Space
-Breaking / Breaching
-Trench Rescue
-Swift Water
-Wide Area Search
-Heavy Lifting
-Victim Extrication
-Building Shoring
These specialized skills help us
perform rescues and mitigate issues
on large scale incidents such as large
earthquakes, flooding, mudslides or
landslides, hillside rescues and
rescues from possible acts of
terrorism.
We are very proud of this program
and we appreciate the support
shown by our community.
MPFD US&R CONTINUED
Firefighter Matt Hart Captain Adam Malouf
Engineer Jon Chang
MPFD US&R Members - Swift W
ater Rescue
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
Over the years the benefits of a
localized dispatch center were
recognized. In its first year of
operation, Verdugo dispatched over
19,000 incidents. The agreement
among the original three cities
included a “no borders” clause – the
closest fire engine responded to calls
regardless of jurisdiction.
The Monterey Park Fire Department
responded to a total of 17,825
incidents including Fire, Medical,
Specialized and Service calls in 2021
and 2022 combined. Verdugo Fire
Communications remains dedicated to
helping the Fire Department service
its community when 911 is called.
VERDUGO FIRE
COMMUNICATIONS
Verdugo Fire Communications
Center is committed to pro
viding
the best dispatch services possible
to the 13 agencies and communities
they serve. They strive to continue
to hire the best people, improve
infrastructure and equipment, and
remain fiscally responsible.
FIRE DEPARTMENT DISPATCH
911
PHIL AMBROSE
VF
CC BATTALION CHIEF
Verdugo Fire Dispatch Personnel - In Action
V
erdugo Fire Cities Map - Monterey Park, Montebello, Glendale, Burbank, Pasadena, Arcadia, Monrovia, Alhambra, South Pasadena, Sierra Madre, San Gabriel, San Marino.
FIRE PREVENTION
C
ODE ENFORCEMENT
Duties:
The Fire Pre
vention Division is
tasked with protecting the
community before the event of
an emergency through efforts to
prevent fires and other
hazardous conditions that could
impact life, property and
community. We encourage and
promote education of proper fire
safety and prevention practices.
These efforts are divided into
two major programs, fire safety
and environmental safety.
Activities of these programs are
provided under the direction of
the Fire Marshal.
The Fire Prevention Division is
staffed by personnel dedicated
to increasing safety, preventing
or reducing fire losses,
explosions, hazardous materials
incidents. We ensure compliance
with applicable codes and
ordinances to augment fire and
life safety for people who live,
work, and visit in Monterey Park.
FIRE MARSHAL
JESSICA ESTRELLA
EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
Fire Marshal Jessica Estrella
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
MPFD
FIRE PREVENTION
CODE ENFORCEMENT
Rey Lazano Jose Garcia Stephanie Estevez Jamie Sandoval Lizbeth Rodriguez Manuel Martinez
ANNUAL REPORT 2021-2022
SINCE 1924EXCELLENCE SERVICE COMMUNITY
EST A TE G ROUND
MPFD FIRE STATIONS
S
TATION 62
626-307-1469
2001 S. GARFIELD
ENGINE 62
RESCUE 62
UT 62
STATION 61
626-307-1274
350 W. NEWMARK
ENGINE 61
RESCUE 61
BATTALION 6
QUINT 61
OES ENG. 395
UT 61
STATION 63
626-307-1408
704 MONTEREY P
ASS RD.
ENGINE 63
US&R 63
UT 63 / BOO 63
SINCE 1924EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
MPFD APPARATUS
EST A TE G ROUND
ENGINE 61
2019 KME Predator
QUINT 61
2020 KME Aerialcat 101'
RESCUE AMBULANCE 61
2016 F
ord Leader Ambulance
BATTALION 6
2022 Ford F350 XLT Super Duty
SINCE 1924 EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
MPFD APPARATUS
EST A TE G ROUND
ENGINE 62
2014 KME Predator
RESCUE AMBULANCE 62
2017 F
ord Leader Ambulance
ENGINE 63
2019 KME Predator
SINCE 1924
EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
MPFD APPARATUS
EST A TE G ROUND
OFFICE OF
EMER
GENCY
SERVICES
ENGINE-OES 395
2018 HMEFT
1871 Series
US&R 63 HEAVY RESCUE
2005 Pierce Quantum
RESERVE QUINT 261
2000 KME Airealcat 100'
SINCE 1924 EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
MPFD APPARATUS
EST A TE G ROUND
RESERVE ENGINE 64
2005 KME Renegade
RESERVE ENGINE 65
2006 KME Renegade
UTILITY 61
2016 F
ord F250 Super Duty
UTILITY 62
2007 Chevy Colorado
UTILITY 63
2004 Ford F550 Utility
UT TRAILER 63-B.O.O.
SINCE 1924 EXCELLENCE SERVICE COMMUNITY
ANNUAL REPORT 2021-2022
MPFD APPARATUSEST A TE G ROUND
PREVENTION-FIRE MARSHAL
F
ord SUV
REO SPEEDWAGON
AMERICAN LaFRANCE
RESTORATION IN
PROGRESS
MPFD 1ST ENGINE-1924
CERT VAN & TRAILER
2003 Ford Leader Ambulance
COVID - 19
ANNUAL REPORT 2021-2022
EXCELLENCE S SERVICE COMMUNITY
The Monterey Park Fire Department
remains diligent in its efforts to assist
our community with understanding and
combating the COVID-19 pandemic. The
MPFD also assisted in vaccine clinics for
residents along with other programs to
assist our community.
Our EMS and Fire Department
personnel are here to assist all residents
with questions or concerns regarding
the pandemic. Your Fire Department
adapted well to servicing the needs of
the community during this ongoing issue.
For specific information regarding
COVID-19 please visit the City website.
MONTEREY PARK FIRE
DEP
ARTMENT EMS & COVID-19
Firefighter / Paramedic Justin Chapman
MPFD P
ersonnel - Community Involvement & COVID 19
Firefighter / Paramedic's Cory Bancroft, Ben Gomory & Jeff Wong MPFD Covid Vaccine Clinic
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
The Monterey Park Fire and police
Departments also work together
every 4t of July to maintain the
safety of our community and
residents during this busy firework
season. Illegal fireworks can cause
brush fires, house fires, commercial
structure fires, traffic accidents and
bodily injury. Our team does an
outstanding job of confiscating and
disposing of illegal fireworks.
Please remember safe and sane
fireworks only during the July 4th
holiday.
FIRE & INCIDENT
INVESTIGATIONS
MPFD ARSON
TASK FORCE
Your Monterey Park Fire
Department has highly tr
ained
Arson and shift investigators to
assist us in determining the cause of
many different types of fires. Our
Arson and Shift investigators are
trained by the state of California
Fire Marshal Office along with other
specialized training from our very
own Monterey Park Police
Department. MPFD and MPPD
work together to conduct
investigations and bring suspected
arsonists to justice. Our members
are part of the Verdugo Arson T ask
Force and use specialized
technology, equipment, K9
assistance along with forensics to
help determine these unknown fire
causes. They also respond to
assistance other Fire Departments
and local agencies in a unified
response model.
ARSON INVESTIGATIONS
F
IRE INVESTIGATIONS
Arson T ask Force K9 In Action
MPFD & MPPD Arson T
ask Force Personnel
T ask Force Range Practice
Fire Investigation Scene
Fire Investigation Scene
July 4th Illegal Fireworks
ANNUAL REPORT 2021-2022
EXCELLENCE SERVICE COMMUNITY
The members of the Monterey
Park Fire Department would like to
thank all the residents and
community members for the
ongoing support. We truly do
appreciate the community we
serve. We look forward to the
future and what our Fire
Department can do to always be
on the cutting edge while
maintaining our Class-1 status.
Stay Safe !
THANK YOU
WHERE WE ARE GOING
The Monterey Park Fire
Department is dedicated in our
pursuit for excellence and the
servicing of our community. We
strive to always get better in all
aspects of our profession as
Firefighters. We will remain ready
whatever the situation. We are very
grateful for the close relationship
we have with all stakeholders of
Monterey Park including its
residents. We are always available
to all Monterey Park residents. We
are active in the succession planning
for our Fire Department and will
soon welcome new promotions in
the Ranks of Fire Engineer, Captain
and Battalion Chief.
CLOSING REMARKS
Engineer Calloway & Captain DeRosa
Firefighter T
ravis McGee - Window Bailout (FGS)
MPFD Firefighters - Ladder
Bailout (FGS)
2022 KME Aerialcat 101' - MPFD Quint 61
BACK
ANNUAL REPORT 2021-2022
SINCE 1924 EXCELLENCE SERVICE COMMUNITY
City Council Staff Report
DATE: October 18, 2023
AGENDA ITEM NO:
TO: The Honorable Mayor and City Council
FROM: Shawn Igoe, Director of Public Works
SUBJECT: Proposition A Discretionary Incentive Grant Program Memorandum of Understanding (MOU)
RECOMMENDATION:
It is recommended that the City Council consider:
1. Authorizing the Interim City Manager to execute a Memorandum of Understanding, in a form approved by the City Attorney, with the Los Angeles County Metropolitan Transportation Authority to receive Proposition A Discretionary Incentive grant program revenue in the amount of $118,942 for FY 2023-24;
2. Appropriating anticipated revenue of $118,942 to Prop A Fund 238; and
3. Taking such additional, related, action that may be desirable.
EXECUTIVE SUMMARY:
Each year, the City of Monterey Park voluntarily collects and reports data for the National Transit Database (NTD) to the Federal Transit Administration (FTA). The NTD data includes ridership and financial information for the City’s fixed-route transit system, Spirit Bus, as well as the Dial-A-Ride program. In return, the Los Angeles County Metropolitan Transportation Authority (LACMTA) authorizes payment of Proposition A (Prop A) Discretionary Incentive funds to each participating agency in an amount equal to the Federal Funds generated for the region by each agency’s reported data.
A Memorandum of Understanding (MOU) is required by LACMTA for the distribution of funds for the Los Angeles County region. The MOU is provided to agencies that have successfully met all NTD and FTA requirements. The City of Monterey Park is one of the agencies that has provided FTA with NTD data for programs during FY 2020-21 and has met all NTD and FTA requirements.
It is recommended that the City continue to participate in the Prop A Discretionary Incentive Program by executing the proposed LACMTA agreement and request ing funding from FY 2020-21 NTD data. Upon execution of the MOU with LACMTA, the City will invoice LACMTA to receive $118,942 in Prop A revenue funds for FY 2023-24.
Consent Calendar - 3J
Staff Report
October 18, 2023
FISCAL IMPACT:
By executing the MOU with LACMTA, the City anticipates receiving $118,942 in Prop A revenue funds (Fund 238) for FY 2023-24.
Respectfully submitted by: Prepared by:
Shawn Igoe
Director of Public Works
Xochitl Tipan
Administrative Manager
Reviewed by:
Martha Garcia
Director of Finance
Approved by: Reviewed by:
Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney
ATTACHMENT:
1. Proposition A Discretionary Incentive Grant Program MOU (MOUPAIMONP23000)
Staff Report
October 18, 2023
ATTACHMENT 1
Proposition A Discretionary
Incentive Grant Program MOU
(MOUPAIMONP23000)
1 MOUPAIMONP23000
PROPOSITION A DISCRETIONARY INCENTIVE GRANT PROGRAM
MEMORANDUM OF UNDERSTANDING
FOR COLLECTING AND REPORTING DATA FOR THE
NATIONAL TRANSIT DATABASE
FOR REPORT YEAR 2021
This Memorandum of Understanding (MOU) is entered into as of May 1, 2023 by and between Los Angeles County Metropolitan Transportation Authority (“LACMTA”) and the City of Monterey Park (the “City”).
WHEREAS, on November 14, 1980, the voters of the County of Los Angeles approved by majority vote Proposition A, an ordinance establishing a one-half percent sales tax for public transit purposes; and
WHEREAS, at its September 26, 2001 meeting, the LACMTA authorized payment of Proposition A Discretionary Incentive funds to each participating agency in an amount equal to the Federal funds generated for the region by each agency’s reported data; and
WHEREAS, at its June 24, 2021 meeting, LACMTA approved the Fiscal Year FY 2022-23 transit fund allocations, which included funds to make payments to all cities that voluntarily reported NTD data for FY 2020-21; and
WHEREAS, the City has voluntarily submitted their FY2020-21 data to the National Transit Database (NTD) and have successfully met all NTD and Federal Transit Administration (FTA) requirements in order to generate Federal 5307 funds for the Los Angeles County region; and
WHEREAS, the City has requested funds under the Proposition A Discretionary Incentive Program for collecting and reporting data for the NTD from the FY 2020-21 Report Year (the “Project”); and
WHEREAS, on March 15, 2022, the Federal Transit Administration (FTA) published in the Federal Register the FY 2022-23 Apportionments, Allocations, and Program Information including unit values for the data reported to the NTD; and
WHEREAS, the parties desire to agree on the terms and conditions for payment for the Project.
NOW, THEREFORE, LACMTA and the City hereby agree to the following terms and procedures:
2 ARTICLE 1. TERM
1.0 This Memorandum of Understanding (“MOU”) will be in effect from May 1, 2023, through June 30, 2026 at which time all unused funds shall lapse.
ARTICLE 2. STANDARDS
2.0 To receive payment for the submittal of the FY 2020-21 NTD statistics, the City warrants that it:
A. Adhered to the Federal Guidelines for collecting and Reporting NTD statistics including all audit requirements;
B. Prepared and submitted the FY 2020-21 ANNUAL NTD REPORT of the City’s fixed-route and/or demand response transit service to the LACMTA on or before October 31, 2021;
ARTICLE 3. PAYMENT OF FUNDS TO CITY
3.0 LACMTA shall pay the City for collecting and reporting FY 2020-21 NTD statistics.
LACMTA shall pay the City for submitting the FY 2020-21 ANNUAL NTD REPORT for the applicable transit services as follows:
DIAL-A-RIDE SERVICE
For City’s dial-a-ride service, LACMTA shall pay an amount equal to the 12,957 revenue vehicle miles reported by the City multiplied by the FTA unit value of
0.56852457757242847 per revenue vehicle mile. See Attachment A for detail.
ARPA ACT EQUIVALENT SUPPLEMENTAL FUNDING
LACMTA shall pay up to $111,576 in ARPA Act equivalent Program Funds to support transit programs that are impacted by the COVID-19 pandemic.
3.1 The City shall submit one invoice to LACMTA prior to June 30, 2026, in the amount of $118,942 to receive its payment described above.