Agenda, regular meeting, second session — Monterey Park City Council, October 18, 2023 (part 1 of 3)

CITY COUNCIL OF MONTEREY PARK

THE CITY COUNCIL ACTING ON BEHALF OF THE SUCCESSOR AGENCY OF THE FORMER

REDEVELOPMENT AGENCY, THE HOUSING AUTHORITY, THE MONTEREY PARK FINANCING

AUTHORITY AND THE MONTEREY PARK GEOLOGIC HAZARD ABATEMENT DISTRICT AGENDA

REGULAR CITY COUNCIL MEETING

MONTEREY PARK CITY HALL COUNCIL CHAMBERS
320 W. NEWMARK AVENUE, MONTEREY PARK, CA 91754
W
ednesday
October 18, 2023
6:30 p.m.

ENERAL INFORMATION
Documents related to an Agenda item are available to the public in the City Clerk’s Office located at 320 West Newmark Avenue, Monterey Park, CA 91754, during normal business hours and the City’s website at http://www.montereypark.ca.gov/AgendaCenter/City-Council-17.

The publ
ic may watch the meeting live on the city’s cable channel MPKTV (AT&T U -verse, channel 99 or Charter Communications, channel 182) or by visiting the city’s website at http://www.montereypark.ca.gov/133/City-Council-Meeting-Videos.

UBLIC PARTICIPATION
You may speak up to 5 minutes on Agenda item. You may combine up to 2 minutes of time with another person’s speaking. No person may speak more than a total of 10 minutes. The Mayor and City Council may change the amount of time allowed for speakers. Written Communication will be accepted up to 24 hours before the meeting via email to [email protected].

P
er the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please call City Hall at (626) 307-1359 for reasonable accommodation at least 24 hours before a meeting.

Council Chambers are wheelchair accessible.

CALL TO ORDER Mayor
FLAG SALUTE The Monterey Park Police Explores
ROLL CALL Henry Lo, Vinh Ngo, Jose Sanchez, Thomas Wong, Yvonne Yiu

AGENDA ADDITIONS, DELETIONS, CHANGES AND ADOPTIONS

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community.

LAND ACKNOWLEDGMENT
We would like to acknowledge that the land we inhabit today was once known as Tovangaar, the home of the Gabrieleño- Tongva people. We show our respect to the Gabrieleño-Tongva people, as well as all Indigenous people, past, present, and future, and honor t heir labor as original caretakers of this land. We commit to uplifting the Gabrieleño-Tongva people, invite you to acknowledge the history, and join us in caring for this land.

Page 1 of 332 ends

Monterey Park City Council Agenda, October 18, 2023 - Page 2

PUBLIC COMMUNICATIONS:

While all comments are welcome, the Brown Act does not allow the City Council to take action on any item not on the agenda. The Council may briefly respond to comments after Public Communications is closed. Persons may, in addition to any other matter within the City Council's subject-matter jurisdiction, comment on Agenda Items at this time. If you provide public comment on a specific Agenda item at this time, however, you cannot later provide comments at the time the Agenda Item is considered.

STAFF COMMUNICATIONS:
• Fire Department
• Public Works
• Recreation and Community Services

[1.] PRESENTATION

1-A. SAN GABRIEL VALLEY MOSQUITO & VECTOR CONTROL DISTRICT

1-B. 2023 SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS (SGVCOG) UPDATE

1-C. LATIN RESTAURANT ASSOCIATION AND SOCAL GAS COMPANY – MICROGRANT

PRESENTATIONS

1-D. YNEZ ELEMENTARY SCHOOL FOOD PANTRY - CERTIFICATE OF APPRECIATION TO

TAMMY SCORCIA, ALHAMBRA USD TEACHER

[2.] OLD BUSINESS – None.

[3.] CONSENT CALENDAR ITEM NOS. 3A-3J

All items under the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion. Specific items may be removed from the Consent Calendar at the request of any member of the City Council for separate consideration.

3-A. MINUTES
It is recommended that the City Council consider:
(1) Approving the minutes from the regular meetings of August 2, 2023 and August 16, 2023, and the special meetings of August 2, 2023, August 16, 2023 and August 29, 2023; and (2) Taking such additional, related, action that may be desirable.

3-B. MONTHLY INVESTMENT REPORT – SEPTEMBER 2023
It is recommended that the City Council consider:
(1) Receiving and filing the monthly investment report; and (2) Taking such additional, related, action that may be desirable.

Page 2 of 332 ends

Monterey Park City Council Agenda, October 18, 2023 - Page 3

3-C. PROFESSIONAL SERVICES AGREEMENT FOR INVESTMENT MANAGEMENT/ADVISORY

SERVICES BY CHANDLER ASSET MANAGEMENT
It is recommended that the City Council consider:
(1) Authorizing the Interim City Manager to execute an agreement, in a form approved by the City Attorney, with Chandler Asset Management to provide investment management/advisory services for a portion of the City’s idle funds in compliance with the City’s investment policy, prioritizing safety of principal, liquidity and return; and (2) Taking such additional, related, action that may be desirable.

3-D. VoIP TELECOMMUNICATIONS SERVICES AGREEMENT
It is recommended that the City Council consider:
(1) Authorizing the Interim City Manager to execute an agreement, in a form approved by the City Attorney, with Intelesys for the City’s Voice Over Internet Protocol (VoIP) Telecommunications services; and
(2) Taking such additional, related, action that may be desirable.

3-E. CONTINUE TO EXTEND THE EXISTENCE OF AN EMPLOYMENT EMERGENCY FOR THE

CITY OF MONTEREY PARK
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.

3-F. 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
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.

3-G. CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS) SELECTIVE TRAFFIC ENFORCEMENT PROGRAM (STEP) GRANT – FISCAL YEAR 2023-2024
It is recommended that the City Council consider:
(1) Adopting 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.

Page 3 of 332 ends

Monterey Park City Council Agenda, October 18, 2023 - Page 4

3-H. CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS) PEDESTRIAN AND BICYCLE SAFETY PROGRAM GRANT – FISCAL YEAR 2023-2024
It is recommended that the City Council consider:
(1) Adopting 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.

3-I. RECEIVE AND FILE THE FIRE DEPARTMENT’S 2021-2022 ANNUAL REPORT 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.

3-J. PROPOSITION A DISCRETIONARY INCENTIVE GRANT PROGRAM MEMORANDUM OF

UNDERSTANDING (MOU)
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.

[4.] PUBLIC HEARING – None.

[5.] NEW BUSINESS

5-A. RELEASE OF REQUEST FOR QUALIFICATIONS FOR RESIDENTIAL AND COMMERCIAL

FRANCHISE AGREEMENTS
It is recommended that the City Council consider:
(1) Authorizing staff to release a Request for Qualifications for new City-wide residential and commercial solid waste franchise agreements; and
(2) Taking such additional, related, action that may be desirable.

[6.] CITY COMMUNICATIONS (CITY COUNCIL)

[7.] FUTURE AGENDA ITEMS

[8.] CLOSED SESSION (IF REQUIRED; CITY ATTORNEY TO ANNOUNCE)

ADJOURNED

Page 4 of 332 ends

City Council Staff Report
TO:

FROM:

The Honorable Mayor and City Council
SUBJECT: Minutes
RECOMMENDATION:

It is recommended that the City Council consi der:

1. Approving the minutes from the regular meetings of August 2, 2023 and August 16, 2023 and the special meetings of August 2, 2023, August 16, 2023 and August 29, 2023
;; and

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

EXECUTIVE SUMMARY:

None.

BACKGROUND:

None.

FISCAL
IMPACT:

None.

Respectfully
submitted, Prepared by:

Maychelle Yee
City Clerk
Ruben Antonio Barbosa
Senior Clerk Typist
Approved By:

Inez Alvarez
Interim City Manager
ATTACHMENT(S):

1. Draft Minutes
Maychelle Yee, City Clerk
DATE: October 18, 2023
AGENDA ITEM NO: Consent Calendar - 3A

Page 5 of 332 ends

Staff Report
October 18, 2023
ATTACHMENT 1
Draft Minutes

Page 6 of 332 ends

71-XX

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community

MINUTES

MONTEREY PARK CITY COUNCIL

FINANCING AUTHORITY (MPFA)

HOUSING AUTHORITY (MPHA)

GEOLOGIC HAZARD ABATEMENT DISTRICT (GHAD)

SUCCESSOR AGENCY (SA)

SPECIAL MEETING
AUGUST 2, 2023

The City Council, the Financing Authority (MPFA), the Housing Authority (MPHA), the Geologic Hazard Abatement District (GHAD), and the Successor Agency (SA) of the City of Monterey Park held a Special Meeting of the Council in Room 266, Second Floor of City Hall located at 320 West Newmark Avenue in the City of Monterey Park, Wednesday, August 2, 2023 at 5:30 p.m.

CALL TO ORDER:

Mayor Sanchez called the meeting to order at 5:31 p.m.

ROLL CALL:

Mayor Sanchez called the roll:

Council Members Present: Henry Lo, Vinh Ngo, Jose Sanchez , Thomas Wong, Yvonne Yiu
Council Members Absent: None

ALSO PRESENT: Assistant City Attorney Tim Campen , Interim City Manager Inez Alvarez, Interim Assistant City Manager Diana Garcia, Director of Finance Martha Garcia

VIRTUALLY PRESENT: Director of Human Resources and Risk Management Christine Tomikawa

PUBLIC COMMUNICATIONS: None.

1. CLOSED SESSION
The City Council adjourned to Closed Session at 5:31 p.m.

1-A. CONFERENCE WITH LABOR NEGOTIATORS, PURSUANT TO CALIFORNIA GOVERNMENT CODE § 54957.6

City Negotiators: Steve Berliner (not present) and Christine Tomikawa Employee
Organizations:

Confidential Employees' Association, Firefighters' Association, Mid-Management Association, Police Captains' Association, Police Officers' Association, Police Officers' Mid -Management Association, Professional Chief Officers' Association, and Service Employees International Union, Local 721

Page 7 of 332 ends

71-XX
August 2, 2023

RECONVENE & ADJOURNMENT
The City Council reconvened from Closed Session with all Council Members present.

The meeting was adjourned at 6:27 p.m.

Action Taken: No reportable action taken in Closed Session.

__________________
Maychelle Yee
City Clerk

Page 8 of 332 ends

71-XX

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community.

MINUTES

MONTEREY PARK CITY COUNCIL

FINANCING AUTHORITY (MPFA)

HOUSING AUTHORITY (MPHA)

GEOLOGIC HAZARD ABATEMENT DISTRICT (GHAD)

SUCCESSOR AGENCY (SA)

REGULAR MEETING
AUGUST 2, 2023

The City Council, the Financing Authority (MPFA), the Housing Authority (MPHA), the Geologic Hazard Abatement District (GHAD), and the Successor Agency (SA) of the City of Monterey Park held a Regular Meeting of the Council in the Council Chamber, located at 320 West Newmark Avenue in the City of Monterey Park, Wednesday, August 2, 2023 at 6:30 p.m.

CALL TO ORDER:

Mayor Sanchez called the meeting to order at 6:36 p.m.

FLAG SALUTE:

The Monterey Park Fire Explorers led the flag salute.

ROLL CALL:

City Clerk Maychelle Yee called the roll:

Council Members Present: Vinh Ngo, Jose Sanchez, Thomas Wong, Yvonne Yiu Council Members Absent: None

ALSO PRESENT: City Treasurer Amy Lee, Interim City Manager Inez Alvarez, Assistant City Attorney Tim Campen , Interim Assistant City Manager Diana Garcia , Director of Public Works Shawn Igoe, Director of Recreation and Community Services Robert Aguirre, Director of Finance Martha Garcia, Community Development Director Jessica Serrano , Police Chief Scott Weise, Fire Chief Matthew Hallock, Interim City Librarian Kristin Olivarez, Fire Marshall Jessica Estrella, Finance Manager Laura Borjon, Adult Literacy Coordinator Victor Castellanos, Recreation Supervisor Guillermo Chavez, Assistant Deputy City Clerk Helena Cho

VIRTUALLY PRESENT: Director of Human Resources and Risk Management Christina Tomikawa

AGENDA ADDITIONS, DELETIONS, CHANGES AND ADOPTIONS
None.

PUBLIC COMMUNICATIONS

- Sarkis Antonion voiced his disapproval of residential development at Orange Avenue and Pepper Street.

Page 9 of 332 ends

71-XX
August 2, 2023

- Larry Sullivan, representing the Historical Society of Monterey Park , talked about the presentation of the movie “Joy Luck Club” on August 12 at the city library. He also passed out the July 2023 Historical Society newsletter.

- Carol Sullivan, on behalf of the Monterey Park Library Foundation, spoke about the Library Gala to be held at Luminarias Restaurant on October 13 to honor the Monterey Park Police and Fire departments.

- Savei Colio , Nurse at Garfield Medical Center and representative of S ervice Employees International Union 121, talked about the working conditions at Garfield Medical Center. He stated that the nurses gave the hospital a 10 day notice to strike.

- Liunea Gong gave her time to City Clerk Maychelle Yee.

- Kailia Garfield gave her time to City Clerk Maychelle Yee.

- City Clerk Yee expressed her opinion regarding her violations of the City’s Code of Conduct policy.

STAFF COMMUNICATIONS

- Library: Adult Literacy Coordinator Castellanos spoke about the summer literacy program that had just ended. He pointed out the success of the program with over 1800 attendees, and over 17,700 hours of reading.

Coordinator Castellanos also detailed the upcoming programs offered by the library, such as Literacy for All of Monterey Park, Educator Night, and the Library Foundation Gala.

- Public Works Department : Director of Public Works Shawn Igoe gave an update on the Capital Improvement Program mapping software, which provides the users with an overview of the city and ongoing Public Works projects. He also took brief questions from Council Members regarding mobile access to the software. City Manager Alvarez suggested that a link be added to the GOMPK app.

- Recreation and Community Services: Recreation Supervisor Chavez thanked those who attended the last three recreation events: Movie Night, Christmas in July dance social, and a trip to the Academy of Motion Pictures, which were offered by the Langley Center. He also detailed the cooling centers offered by the Langley Center and the Bruggemeyer Library. Recreation Supervisor Chavez also talked about the upcoming events offered by the Recreation Department, including Hispanic Heritage Month, and Langley Center Line Dance.

Page 10 of 332 ends

71-XX
August 2, 2023

1. PR ESENTATION
Matters listed under presentation are informational content and for discussion only.

1-A. MONTEREY PARK COMMUNITY HEALING FUND UPDATE

City Treasurer Lee presented an update on funds raised so far of $70,000 and an update on the new Healing Fund website which is linked to the City of Monterey Park’s website. She said the site gives access to applications for victim compensation grants and community project grants as well as links to other resources, and that the application deadline has also been extended to August

31. 2. O
LD BUSINESS – None.

3. CONSENT CALENDAR ITEM NOS. 3A-3F
All items under the Consent Calendar are considered by the City Council to be routine and will be enacted by one motion. Specific items may be removed from the Consent Calendar at the request of any member of the City Council for separate consideration.

Action Taken: The City Council approved and adopted Agenda Item Nos. 3B, 3D, and 3F on C onsent Calendar, excluding Item No s. 3A, 3C, and 3E which were pulled for discussion, separate motion, reading resolutions and ordinances by the title only and waiving further reading thereof.

Motion: M
oved by Mayor Pro Tem Wong and seconded by Council Member Ngo, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: N one
Abstain: Council Members: None
Recusal: Council Members: None

3-A. WAIVE FURTHER READING AND ADOPT AN ORDINANCE ADDING CHAPTER 21.55 ENTITLED “FIREARM PROTECTION ZONE” TO THE

MONTEREY PARK MUNICIPAL CODE

This Ordinance was drafted in accordance with Section 3(A) of City Council Resolution No. 2023-R15, adopted March 1, 2023. That Section directed the City Manager and City Attorney to draft an ordinance substantially similar to that proposed to the Los Angeles County Board of Supervisors on February 7, 2023.

If adopted, this Ordinance would add a new Chapter to the Monterey Park Municipal Code (“MPMC”) regulating firearms dealers within the City’s jurisdiction.

Page 11 of 332 ends

71-XX
August 2, 2023
Specifically, the Ordinance will create a Firearm Health Protection Zone separating firearms dealers from sensitive receptors, such as residences and schools.

This Item was heard after Agenda Item No. 3C.

Discussion: Assistant City Attorney Campen pr esented a Power Point presentation on the Firearm P rotection Zone and was available to answer questions.

Action Taken: The City Council waived the second reading and adopted Ordinance No. 2234.

Motion: Moved by Mayor Sanchez and seconded by Mayor Pro Tem Wong , motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Ordinance No. 2234
AN ORDINANCE ADDING CHAPTER 21.55 ENTITLED “FIREARM
PROTECTION ZONE” TO THE MONTEREY PARK MUNICIPAL CODE

3-B. CONSIDERATION AND POSSIBLE ACTION TO ADOPT TWO SEPARATE

RESOLUTIONS APPROVING MEMORANDUMS OF UNDERSTANDING
BETWEEN (1) THE CITY AND THE MONTEREY POLICE OFFICERS’ MID - MANAGEMENT ASSOCIATION AND (2) THE CITY AND THE MONTEREY PARK POLICE CAPTAINS’ ASSOCIATION, BOTH FOR THE TERM OF JULY 1, 2023 TO JUNE 30, 2025

Representatives of the City of Monterey Park (“City”), the Monterey Park Police Officers’ Mid-Management Association (“MPPOMMA”), and the Police Captains’ Association (“PCA”), met and conferred to negotiate the terms and conditions of a new Memorandum of Understanding (“MOU”) regarding employment. The parties reached an agreement on an MOU effective July 1, 2023 to June 30, 2025.

Action Taken: The City Council adopted Resolution No. 2023-R63, approving a Memorandum of Understanding (“MOU”) between the City of Monterey Park and the Monterey Park Police Officers’ Mid- Management Association (“MPPOMMA”) and adopted Resolution No. 2023- R64, approving a Memorandum of Understanding (MOU) between the City of Monterey Park and the Monterey Park Police Captains’ Association (“PCA”), on Consent Calendar.

Page 12 of 332 ends

71-XX
August 2, 2023

Resolution No. 2023 – R63

A RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING
FOR CONTRACT YEAR 2023 -2025 BETWEEN THE CITY OF MONTEREY PARK AND THE MONTEREY PARK POLICE OFFICERS’ MID -MANAGEMENT

ASSOCIATION

Resolution No. 2023 – R64

A RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING
FOR CONTRACT YEAR 2023 -2025 BETWEEN THE CITY OF MONTEREY PARK AND THE MONTEREY PARK POLICE CAPTAINS’ ASSOCIATION

3-C. CALIFORNIA LIBRARY LITERACY SERVICES (CLLS) ENGLISH AS A SECOND LANGUAGE (ESL) GRANT FISCAL YEAR 2023/2024

The LAMP Literacy Program was notified of a $34,976 award from the California Library Literacy Services CLLS. The LAMP Literacy Program will utilize the grant to continue to assist adult learners achieve their literacy goals, improve job prospects and become United States citizens.

This Item was heard after the motion to approve the Consent Calendar items.

Action Taken: The City Council accepted $34,976 in California Library Literacy Services grant funding for Library English as a Second Language Programming and appropriated the $34,976 funding into the 2023-24 Fiscal Year budget.

Motion: Moved by Mayor Pro Tem Wong and seconded by Mayor Sanchez , motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

3-D. IDENTIFYING A TAX RATE FOR COLLECTING VOTER AUTHORIZED

PROPERTY TAXES FOR EMPLOYEE RETIREMENT BENEFITS BASED ON

THE ASSESSED VALUATION ESTABLISHED BY THE COUNTY
ASSESSOR’S OFFICE

The City of Monterey Park’s retirement costs are funded by a special voter - approved property tax. Each year the City is required to establish a tax rate to generate the retirement property tax based on the assessed valuation established by the County Assessor’s Office.

Page 13 of 332 ends

71-XX
August 2, 2023
Action Taken: The City Council approved and adopted Resolution No. 2023- R65 identifying the amount of tax revenue required to fulfill the voters’ intent in funding the City’s retirement system, on Consent Calendar.

Resolution No. 2023 – R65

A RESOLUTION IDENTIFYING THE AMOUNT OF TAX REVENUE REQUIRED TO FULFILL THE VOTERS’ INTENT IN FUNDING THE CITY’S RETIREMENT SYSTEM DURING FISCAL YEAR 2023 -2024 AND AUTHORIZING THE LEVY

OF APPROPRIATE TAXES

3-E. THIRD AMENDMENT TO AGREEMENT 2260 -A WITH THE SAN GABRIEL

VALLEY COUNCIL OF GOVERNMENTS FOR PARTICIPATION IN ITS

REGIONAL FOOD RECOVERY PROGRAM

On October 2021, the City entered into a Memorandum of Agreement (MOA) with the San Gabriel Valley Council of Governments (SGVCOG) to participate in a Regional Edible Food Recovery Program in order to meet the requirements set by Senate Bill 1383 (SB 1383) to recover 20% of edible food otherwise sent to landfills by 2025. A First Amendment to the Agreement was then executed to provide additional funding for inspection services in a new net amount not to exceed $110,763. Since November 2021, the City was awarded SB1383 Grant funding from CalRecycle in the amount of $86,123. As specified in the grant application, grant funds were earmarked to pay for the establishment of sub- regional food recovery hubs and to provide additional education/outreach materials for the Regional Edible Food Recovery program.

The proposed Third Amendment designates that additional SB1383 grant funds will be incorporated into SGVCOG’s Edible Food Recovery Program to provide direct support to the sub-regional food recovery hubs, such as the purchase of equipment, and increase compensation by $28,592, for a new not-to-exceed amount of $159,911.

A
ction Taken: The City Council a uthorized the Interim City Manager to execute a Third Amendment to Agreement No. 2260- A with the San Gabriel V alley Council of Governments, in a form approved by the City Attorney, for the Regional Food Recovery Program for a not -to-exceed amount of $159,911 and appropriated $51,332.62 from the SB1383 grant fund to the FY 23-24 budget.

Motion: Moved by Council Member Ngo and seconded by Mayor Pro Tem Wong, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Page 14 of 332 ends

71-XX
August 2, 2023

3-F. AWARD OF PROFESSIONAL SERVICES AGREEMENT TO ADVANTEC CONSULTING ENGINEERS, INC. FOR THE PREPARATION OF PHASE 1 OF THE CITY OF MONTEREY PARK’S ADAPTIVE TRAFFIC/TRAFFIC

RESPONSIVE CONTROL SYSTEMS PROJECT

The City was awarded funding through the Los Angeles County Metropolitan Transportation Authority (LACMTA) Project ID# MR2.3.2.13 and FTIP #LAMIPMR115. The City released a Request for Proposals (RFP) and received four bids for the preparation of Phase 1 of the City of Monterey Park’s Adaptive Traffic/Traffic Responsive Control Systems project. Following an extensive selection process, staff selected Advantec Consulting Engineers, Inc. as the most qualified consultant for this work. Staff requests City Council approval t o enter into an agreement with Advantec Consulting Engineers, Inc., in an amount not to exceed $182,778, for the preparation of City of Monterey Park’s Adaptive Traffic/Traffic Responsive Control Systems project.

Action Taken: The City Council authorized the Interim City Manager to execute a Professional Services agreement with Advantec Consulting Engineers, Inc., in a form approved by the City Attorney, to prepare Phase 1 of the City of Monterey Park’s Adaptive Traffic/Traffic Responsive Control Systems project in an amount not to exceed $182,778, on Consent Calendar.

4. PUBLIC HEARING

4-A. CONSIDERATION OF COSTS RESULTING FROM ABATING WEED

NUISANCES AND AUTHORIZING COLLECTION VIA SPECIAL

ASSESSMENT

On March 1, 2023, the City Council determined that weeds, brush, rubbish, refuse and dirt maintained on certain private properties in the City constitute a public nuisance. The Los Angeles County Department of Agriculture Commissioner/Weights and Measures (“County”) is contracted to provide weed abatement services to the City. The County compiled its annual list of properties within the City which contain, or have the potential to contain, weeds, brush or other flammable materials sufficient to be considered a fire hazard (the “Weed Abatement Declaration List”). Persons identified as owning property on the Weed Abatement Declaration List were provided sufficient notice to either protest their inclusion thereon, or voluntarily remove the nuisance conditions identified on their property. The deadlines for voluntary compliance or protest have passed, and the County has abated the noncompliant properties on the Weed Abatement Declaration List. The final step in the City’s Weed- Abatement process is for the Council to consider approving the County’s costs related to abatement and directing that these costs be collected via special assessment.

Page 15 of 332 ends

71-XX
August 2, 2023
Public Speakers:

- Los Angeles County Agricultural Commissioner/Weights & Measures Inspector Karina Narvaez was virtually present and available to take questions.

Motion: Moved by Mayor Pro Tem Wong and seconded by Council Member Yiu, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Action Taken: The City Council o pened the public hearing at 7:46 p.m., there being no registered speakers for public comment, closed the public hearing at 7:48 p.m. and adopted Resolution No. 2023-R66 approving the Weed Abatement Clearance Charge List and authorized collection of such costs through special assessment.

Resolution No. 2023 – R66

A RESOLUTION CONFIRMING THE ITEMIZED WEED ABATEMENT CHARGE

LIST OF WEED ABATEMENT COSTS AND DIRECTING THE LOS ANGELES

COUNTY AGRICULTURAL COMMISSIONER TO COLLECT THESE COSTS

THROUGH PROPERTY TAX BILLINGS

5. NEW BUSINESS
None.

6. CITY COMMUNICATIONS (CITY COUNCIL)

Council Member Lo spoke about his participation in a virtual town hall on July 20

organized by the Asian American Pacific Islander (AAPI) Victory Fund, an anti - gun violence organization, where he spoke about the efforts in the City to recover from the mass casualty incident. On July 21, Council Member Lo said he joined Representative Judy Chu in announcing legislation funding for red flag laws in other languages. He also talked about his attendance at the Junior Friends event at the Bruggemeyer Library on July 25. Council Member Lo also thanked the City’s Net Team for showing him the work the Community Engagement Bureau has been doing. He said he attended the National Night Out event and congratulated the Police Department and the community for their participation, and thanked members of the community who showed interest in participating in the Neighborhood Watch program.

Page 16 of 332 ends

71-XX
August 2, 2023
Council Member Yiu spoke about the National Night Out event and highlighted the car chase simulation and expressed her appreciation for the Police Department and their efforts. She also talked about participating in the Nachikatsuura Sister City event. She said she attended a ribbon cutting event in City of Industry in conjunction with the San Gabriel Valley Council of Governments on July 24.

Council Member Ngo talked about Chef Tony Grand Opening event at the Marriot on July 22. He spoke about joining Congresswoman Judy Chu at the event supporting red flag laws on July 21 and the State Assembly Member Mike Fong’s roundtable event regarding Senate B ill 1186 concerning cannabis/medicinal marijuana bill that takes effect January 1, 2024. Council Member Ngo said he also attended National Night Out event and the Asian Real Estate Association of America Super Summit.

Mayor Pro Tem Wong spoke about his attendance at the National Night Out event. He said he also attended the Vincent Price Art Museum Gala on July 29 to raise funds for the museum . He spoke about the Junior Friends event at the Bruggemeyer Library and expressed his support for the program. He said he also attended the Chef Tony G rand Opening event and Congresswoman Judy Chu’s event in support of red flag laws and language accessibility.

Mayor Sanchez talked about attending many of the same events as the rest of the council, but wanted to highlight the Nachikatsuura S ister City event which he sees as an opportunity to maintain connections with foreign countries and encouraged the creation of delegat ions to visit our sister cities. He also mentioned his attendance on July 29 for Congresswoman Judy Chu’s Leadership Award ceremony in Arcadia, which included an honor for a Educator of the Year Tin Tran who currently teaches at Mark Keppel High School, and coaches the Academic Decathlon Team. Finally, he congratulated the Police Chief and the Police Department for the National Night Out event and read an email he received from a long- time resident of Monterey Park who attended the Night Out event and expressed gratitude for the work done by first responders.

7. FUTURE AGENDA ITEMS

8. CLOSED SESSION (IF REQUIRED; CITY ATTORNEY TO ANNOUNCE) None.

ADJOURNMENT
There being no further business for consideration, the meeting was adjourned at 8:04 p.m.
_____________________
Maychelle Yee
City Clerk

Page 17 of 332 ends

71-XX

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community

MINUTES

MONTEREY PARK CITY COUNCIL

FINANCING AUTHORITY (MPFA)

HOUSING AUTHORITY (MPHA)

GEOLOGIC HAZARD ABATEMENT DISTRICT (GHAD)

SUCCESSOR AGENCY (SA)

SPECIAL MEETING
AUGUST 16, 2023

CALL TO ORDER:

Mayor Sanchez called the meeting to order at 5:31 p.m.

ROLL CALL:

Mayor Sanchez called the roll:

Council Members Present: Vinh Ngo, Jose Sanchez , Yvonne Yiu, Thomas Wong arrived at 5:36 p.m., Henry Lo arrived at 5:37 p.m.

Council Members Absent: None

ALSO PRESENT: City Attorney Karl Berger, Interim City Manager Inez Alvarez, Interim Assistant City Manager D iana Garcia, Director of Finance Martha Garcia, Director of Human Resources and Risk Management Christine Tomikawa

VIRTUALLY PRESENT: None.

PUBLIC COMMUNICATIONS: None.

1. CLOSED SESSION
The City Council adjourned to Closed Session at 5:37 p.m.

1-A. CONFERENCE WITH LABOR NEGOTIATORS, PURSUANT TO CALIFORNIA GOVERNMENT CODE § 54957.6

City Negotiators: Steve Berliner (not present) and Christine Tomikawa Employee
Organizations:

Page 18 of 332 ends

71-XX
August 16, 2023

RECONVENE & ADJOURNMENT
The City Council reconvened from Closed Session with all Council Members present.

The meeting was adjourned at 6:11 p.m.

Action Taken: No reportable action taken in Closed Session.

__________________
Maychelle Yee
City Clerk

Page 19 of 332 ends

71-XX

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community.

MINUTES

MONTEREY PARK CITY COUNCIL

FINANCING AUTHORITY (MPFA)

HOUSING AUTHORITY (MPHA)

GEOLOGIC HAZARD ABATEMENT DISTRICT (GHAD)

SUCCESSOR AGENCY (SA)

REGULAR MEETING
AUGUST 16, 2023

The City Council, the Financing Authority (MPFA), the Housing Authority (MPHA), the Geologic Hazard Abatement District (GHAD), and the Successor Agency (SA) of the City of Monterey Park held a Regular Meeting of the Council in the Council Chamber, located at 320 West Newmark Avenue in the City of Monterey Park, Wednesday, August 16 , 2023, at 6:30 p.m.

CALL TO ORDER:

Mayor Sanchez called the meeting to order at 6:30 p.m.

FLAG SALUTE:

The Monterey Park Police Explorers led the flag salute.

ROLL CALL:

City Clerk Maychelle Yee called the roll:

Council Members Present: Henry Lo, Vinh Ngo, Jose Sanchez, Thomas Wong, Yvonne Yiu
Council Members Absent: None

ALSO PRESENT: City Treasurer Amy Lee, Interim City Manager Inez Alvarez , City Attorney Karl Berger, Interim Assistant City Manager Diana Garcia, Interim City Librarian Kristin Olivarez , Director of Public Works Shawn Igoe, Director of Recreation and Community Services Robert Aguirre, Director of Finance Martha Garcia, Community Development Director Jessica Serrano, Director of Human Resources and Risk Manager Christine Tomikawa, Police Chief Scott Wiese, Fire Chief Matt Hallock, Senior Planner Beth Chow, Deputy City Clerk Cindy Trang, Program Coordinator Alejandra Espinosa

VIRTUALLY PRESENT: None.

AGENDA ADDITIONS, DELETIONS, CHANGES AND ADOPTIONS
None.

Page 20 of 332 ends

71-XX
August 16, 2023

PUBLIC COMMUNICATIONS

- Allison Newman and Joleen Wong, representing the Monterey Park Community Garden Coalition, talked about the importance of having a community garden in the city and invited the residents to an introductory party on September 9 from 12 p.m. to 3 p.m. at George Elder park.

STAFF COMMUNICATIONS

- Police Department: Police Chief Wiese spoke of the loss of Monterey Park Police Officer Gardiel Solorio last year in a robbery in the City of Downey. He introduced the Police Explorers, Matthew Chuang, Michael Chuang, Nathan Villanueva, Anabell Magana, and their Advisors. Chief Wiese commented on the numerous awards the Explorers won in the Southern California Law Enforcement Explorer Competition. Police Chief Wiese mentioned the Neighborhood Watch program, Youth Activities Golf Tournament, Pink Patch Project Car Show, and introduce d new additions to his department, Police Offic er Amaranta Reyes and Animal Services Officer Laura Rodriguez.

- Recreation and Community Services Department: Program Coordinator Espinosa provided an update o n services and events provided by the Langley Center including Heath Screenings, Jewelry Making Class, Line Dance on August 24, and the Karaoke Contest on August 31.

1. PR

ESENTATION
Matters listed under presentation are informational content and for discussion only.

1-A. RESIDENT NEEDS ASSESSMENT SURVEY RESULTS

Finance Director Garcia and consultant Richard Bernard, a partner at FM3 Research, presented a PowerPoint presentation on the result of the recent community survey.

1-B. ZONING CODE UPDATES, OUTREACH AND ENGAG EMENT – “OUR CITY, OUR PLAN”

Community Development Director Serrano presented a PowerPoint presentation on the initiative involving zoning code updates.

Page 21 of 332 ends

71-XX
August 16, 2023

2. O LD BUSINESS

2-A. FIREARMS PLEDGE AND ORDINANCE PROHIBITING FIREARMS ON CITY -

OWNED PROPERTY

On March 1, 2023, the City Council adopted Resolution No. 2023-R15 in response to the Mass Casualty Incident (“MCI”) on January 21, 2023 that killed 11 people and critically injured nine others. On July 19, 2023, the City Council adopted Ordinance No. 2233 on an urgency basis that added a new Chapter 21.55 to the Monterey Park Municipal Code (“MPMC”) establishing a Firearm Health Protection Zone regulating firearms dealers.

During the same meeting, the City Council gave direction on several addi tional items that were identified in Resolution No. 2023- R15. Among other things, the City Council directed that two ordinances be drafted: one requiring that trigger locks or storage devices be used for firearms; the other prohibiting firearms on City-owned property. The former ordinance is a separate agenda item; the latter is part of this agenda item.

Additionally, the City Council gave general policy directions for a myriad of firearms related matters that are reflected in the draft resolution accompanying this staff report.

Environmental Assessment:

This Ordinance was reviewed pursuant to CEQA. Adopting this Ordinance is exempt from further environmental review because it establishes rules and procedures for operation of existing facilities; minor tem porary use of land; minor alterations in land use; new construction of small structures; and minor structures accessory to existing commercial facilities. The Ordinance, therefore, is categorically exempt from further CEQA review under CEQA Guidelines §§ 15301; 15303, 15304(e); 15305; and 15311. Further, the adopting the ordinance is also exempt from review under CEQA pursuant to CEQA Guidelines § 15061(b)(3) because the ordinance is for general policies and procedure- making. It can be seen with certainty that there is no possibility that the Ordinance may have a significant effect on the environment. Individual projects utilizing these regulations will each be separately subject to an environmental assessment. Finally, this Ordinance is exempt from further review pursuant to CEQA Guidelines § 15269(a) because the protection of public and private property is necessary to maintain service essential to the public, health and welfare.

Action Taken: The City Council (1) received and filed the staff report; (2) adopted Resolution No. 2023- R67 declaring the City Council’s intent to support federal, state, and local gun regulation including adopting various city -wide policies; approving a related voluntary Firearms Pledge for all elected officials; and authorizing the City Manager to implement the City Council’s policies; and (3) introduced and waived first reading of an Ordinance prohibiting the possession of

Page 22 of 332 ends

71-XX
August 16, 2023
firearms, with certain exceptions, on City -owned public property as amended to strike out 13.18.040(c) “Persons issued a concealed weapons permit by the Monterey Park Police Chief in accordance with California law.” All Elected Officials voluntarily signed the Firearms Pledge and filed them with the City Clerk’s office.

Motion: Moved by Mayor Pro Tem Wong and seconded by Council Member Ngo, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Resolution No. 2023-R67:

A RESOLUTION DECLARING THE CITY COUNCIL’S COMMITMENT TO LEND THE CITY’S SUPPORT TO ALL REASONABLE FEDERAL, STATE AND LOCAL

LEGISLATION THAT IS INTENDED TO PROTECT PUBLIC HEALTH AND SAFETY WHILE MAINTAINING AN INDIVIDUAL’S CONSTITUTIONAL RIGHTS AS TO OWNING FIREARMS; APPROVING A PLEDGE FOR ALL ELECTED OFFICIALS REFLECTS THIS INTENT; APPROVING STANDARD CONDITIONS OF APPROVAL FOR CERTAIN CONDITIONAL USE PERMITS; AND

AUTHORIZING THE CITY MANAGER TO IMPLEMENT THIS RESOLUTION

Ordinance, 1
st Reading:

AN ORDINANCE ADDING A NEW CHAPTER 13.18 TO THE MONTEREY PARK

MUNICIPAL CODE PROHIBITING THE PRESENCE OF FIREARMS ON CITY -

OWNED PROPERTY

2-B. CONSIDERATION AND POSSIBLE ACTION TO INTRODUCE AN ORDINANCE ADDING SECTION 9.58.050 ENTITLED “SAFE STORAGE” TO THE

MONTEREY PARK MUNICIPAL CODE

This Ordinance was drafted in accordance with Section 3(B)(8) of City Council Resolution No. 2023-R15, adopted March 1, 2023. That Section directed the City Manager and City Attorney to propos e amendments to the Monterey Park Municipal Code (“MPMC”) that, to the extent legally feasible, require all firearms in a residence be securely stored in a locked container or disabled with a trigger lock.

If adopted, thi s Ordinance would add a new section to the MPMC requiring that firearms maintained in a residence be locked in a container or disabled with a trigger lock.

Environmental Assessment:

The City reviewed the environmental impacts of this Ordinance under the California Environmental Quality Act (Public Resources Code §§ 21000, et seq. “CEQA”) and the regulations promulgated thereunder (14 Cal. Code of Regs. §§

Page 23 of 332 ends

71-XX
August 16, 2023
15000, et seq., the “CEQA Guidelines”). This Ordinance is not subject to further review environmental review because: (1) it will not result in a direct or reasonably foreseeable indirect physical change in the environment (14 Cal. Code Regs. § 15060(c)(2); (2) there is no possibility that the Ordinance itself may have a significant effect on the environment (14 Cal. Code Regs. § 15061(b)(3)); and (3) the Ordinance, by itself, does not constitute a “project” as defined in the CEQA Guidelines (14 Cal. Code Regs. § 15378). The Ordinance is for general policies and procedure-making. It can be seen with certainty that there is no possibility that the Ordinance may have a significant effect on the environment.

Action Taken: The City Council introduced and waived first reading of an Ordinance adding § 9.58.050 entitled “Safe Storage” to the Monterey Park Municipal Code.

Motion: Moved by Mayor Sanchez and seconded by Council Member Lo, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Ordinance, 1
st Reading:

AN ORDINANCE ADOPTING SAFE FIREARM STORAGE WITHIN THE CITY OF

MONTEREY PARK

3. CO
NSENT CALENDAR ITEMS NOS. 3A-3H

Action Taken: The City Council approved and adopted Agenda Item No s. 3A, 3B, 3D, 3F, 3 G, and 3H on Consent Calendar, excluding I tem Nos. 3C and 3E which were pulled for discussion, separate motion, reading resolutions and ordinances by the title only and waiving further reading thereof . Mayor Pro Tem Wong declared a potential conflict of interest as his employer, Southern California Edison, is the subject for discussion and did not participate in Item No. 3F

Page 24 of 332 ends

71-XX
August 16, 2023
Motion: Moved by Council Member Ngo and seconded by Mayor Pro Tem Wong, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: Wong - Item No.3F

3-A. MONTHLY INVESTMENT REPORT – JULY 2023

As of June 30, 2023, invested funds for the City of Monterey Park total $78,417,445.03.

Action Taken: The City Council received and filed the monthly investment report, on Consent Calendar.

3-B. CONTINUE TO EXTEND THE EXISTENCE OF AN EMPLOYMENT

EMERGENCY FOR THE CITY OF MONTEREY PARK

Through City Council’s establishment of the employment emergency, to date the City has filled 83 full-time vacancies comprised of 35 promotional appointments, 8 part-time to full-time appointments, and 40 appointments. From June 2023 to date, the City has filled a hard to fill Water Production Supervisor, one IT Technician, two Senior Account Clerks, and 15 part -time staff for Recreation and Community Services for summer programs.

There are 26 full-time positions in the recruitment process along with 18 part-time recruitments. Staff recommends extending the employment emergency to allow the City to address these vacancies, which include 6 key positions in the Public Works Department; to address upcoming retirements in the Police and Fire Departments; and to continue working through the Personnel Rules and Regulations revision process.

Action Taken: The City Council received and filed the staff report and continued to extend the existence of an employment emergency for the City of Monterey Park and authorized the City Manager to take all practical actions needed to implement the efficient recruitment and retention of persons for employment, on Consent Calendar.

3-C. CONSIDERATION AND DIRECTION REGARDING SB 1186 - MEDICINAL CANNABIS PATIENTS’ RIGHT OF ACCESS ACT

At its meeting on August 2
nd, the City Council posed questions regarding SB 1186
(2022 Wiener) which is attached for reference. In sum, SB 1186 prevents cities from prohibiting medicinal cannabis deliveries; it further requires cities to allow

Page 25 of 332 ends

71-XX
August 16, 2023
cannabis delivery facilities to be located within the local jurisdiction. SB 1186 does, however, allow the City to reasonably regulate the retail sale by delivery of medicinal cannabis including, without limitation: (1) zoning requirements that ar e consistent with California law; (2) security or public health and safety requirements; (3) licensing requirements; (4) tax collection; and (5) regulations consistent with requirements or restrictions imposed by California law. These restrictions take effect January 1, 2024.

Action Taken: By Consensus, the City Council received and filed the staff report; and directed the Interim City Manager and City Attorney to draft proposed regulations for medical cannabis delivery facilities in accordance with SB 1186 and bring back to the City Council for consideration.

3-D. STATE HOMELAND SECURITY PROGRAM – AWARD OF CONTRACT TO

NAPPI FABRICATIONS, FOR THE PURCHASE OF A CUSTOMIZED TRAILER

The County of Los Angeles is a Subgrantee of the State Homeland Security Program (SHSP) that is provided by the U.S. Department of Homeland Security.

Per the subrecipient agreement, the County of Los Angeles is authorized to enter into a subrecipient agreement with the City of Monterey Park. A portion ($112,000) of the grant funds awarded to the City of Monterey Park for the 2021 SHSP grant year is earmarked for a customized trailer, Base of Operations.

In accordance with MPMC Chapter 3.20, staff completed a bidding process to identify a qualified vendor. The Request for Bids was advertised on the city’s website as well as disseminated to potential vendors. One bid was received, Nappi Fabrications. Nappi Fabrications has extensive experience in the field. Most notably, the vendor customized a trailer for the City of San Marino’s Police Department, as well as the Southern California Gas Company.

Staff recommends the City Council authorize the Interim City Manager to execute an agreement, in a form approved by the City Attorney, with Nappi Fabrications for an amount not to exceed $172,640.77. The trailer will be used by Monterey Park’s Fire Department, Urban Search and Rescue crew during large- scale disasters, such as, but not limited to earthquakes, floods, and or search and rescue operations. The equipment will benefit both the residents of Monterey Park as well as Regional Task Force Four (4), which encompasses Glendale, Arcadia, Pasadena, Monrovia, San Gabriel and Alhambra.

Action Taken: The City Council authorized the Interim City Manager to execute an agreement with Nappi Fabrications, in a form approved by the City Attorney, to purchase a customized trailer, for the amount of $172,640.77, on Consent Calendar.

Page 26 of 332 ends

71-XX
August 16, 2023
3-E. CITY PARKS PLAYGROUND REPLACEMENT PROJECT – AWARD OF

CONTRACT

Per Resolution No. 2022-R52, the Public Works Director solicited bids for the City Parks Playground Replacement Project, Capital Improvement Project Nos. 95018, 95019, 95020, 95021, 95022, and 95024. The public bid opening for this project was held on July 27, 2023. One bid was received from R.E. Schultz Construction, Inc.

Staff recommends that the City Council authorize the Interim City Manager to execute a Public Works contract with R.E. Schultz Construction, Inc for the City Parks Playground Replacement Project in the amount of $986,149 plus $60,000 contingency. Additionally, staff recommends the City Council approve an additional appropriation of $286,700 from Development Impact Fund – 231 to execute the proposed contract.

CEQA (California Environmental Quality Act):

T
he proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to 14 California Code of Regulations § 15301 as a Class 1 categorical exemption (Existing Facilities). The Project results in minor alterations to existing public facilities involving no significant expansion of the existing use. The Project is not anticipated to have any significant impacts with regard to traffic, noise, air quality, or water quality.

Action Taken: The City Council (1) authorized the Interim City Manager to execute a public works contract, in a form approved by the City Attorney, with R.E.

Schultz Construction, Inc. in the amount of $986,149 for City Parks Replacement Project, Specification No. 2023-07; (2) authorized the Director of Public Works to approve change orders and contingency up to $25,000 and the Interim City Manager up to $60,000; and (3) authorized the appropriation of an additional $286,700 from Development Impact Fund – 231 for this project.

Motion: Moved by Council Member Ngo and seconded by Mayor Sanchez, motion carried by the following vote:

Ayes: Council Members: Lo, Yiu, Ngo, Wong, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

3-F. SOUTHERN CALIFORNIA EDISON 5-YEAR REVOCABLE SECONDARY LAND

USE LICENSE FOR EDISON TRAILS PARK

Edison Trails Park is owned by SCE and licensed to the City of Monterey Park for the purposes of providing a public park.

Page 27 of 332 ends

71-XX
August 16, 2023
A new 5-year Revocable Secondary Land Use License is needed to allow the City to continue to provide a park for public recreation purposes. Staff is recommending approval of the License in the amount of $12,805.05.

CEQA (California Environmental Quality Act):

The proposed project is Class 1 Categorically Exempt pursuant to the California Environmental Quality Act (CEQA) (Existing Facilities). The Lease Agreement will not result in any change in operation or use of the existing park.

Action Taken: Mayor Pro Tem Wong declared a potential conflict of interest as his employer, Southern California Edison, is the subject for discussion and did not participate in this item. The City Council authorized the Interim City Manager to execute a 5-year Revocable Secondary Land Use License, in a form approved by the City Attorney, with Southern California Edison (SCE) for the City’s use of Edison Trails for park and public recreation purposes in the amount of $12,805.05, on Consent Calendar.

3-G. RECEIVE AND FILE STAFF REPORT SUMMARIZING THE STATUS OF

EMERGENCY REPAIRS OF THE MONTEREY PASS ROAD WATER LINE

On August 17, 2022, City Council adopted Resolution No. 2022- R69 authorizing the City Manager to take necessary measures for emergency repair of a water main line on Monterey Pass Road. Recurring water main leaks in several areas within Monterey Pass Road between the intersections of Vagabond Drive and Brightwood Street resulted in extensive infrastructure damage to the roadway and necessary water main pipe repairs to ensure continued water service to residences and businesses in the area.

The design phase was completed in December 2022 followed by research of available material and cost during the months of December and January to ensure the project could be expedited due to the significant material delivery delays.

Construction started in March 2023 and is scheduled to be complete by December 2023.

Action Taken: The City Council r eceived and filed the staff report summarizing the status of emergency repairs of the Monterey Pass Road water line, on Consent Calendar.

3-H. CURED-IN-PLACE PIPE (CIPP) LINING AT VARIOUS LOCATIONS – AWARD

OF CONTRACT

Per Resolution 2022- R52, the Public Works Director solicited bids for Capital Improvement Project No. 99014 - rehabilitation of approximately 19,550 linear feet of 8-inch sanitary sewer main. The bid opening was held on July 27, 2023.

Page 28 of 332 ends

71-XX
August 16, 2023
Staff completed review of bids and recommends that the contract be awarded to Southwest Pipeline Trenchless Corp., the lowest responsible bidder, in the amount of $633,010.

CEQA (California Environmental Quality Act):

The proposed project is categorically exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to 14 California Code of Regulations § 15301 as a Class 1 categorical exemption (Existing Facilities). The project results in minor alterations to existing public facilities involving no significant expansion of the existing use.

Action Taken: The City Council authorized the Interim City Manager to execute a public works contract, in a form approved by the City Attorney, with Southwest Pipeline Trenchless Corp., in the amount of $823,699 for the CIPP Lining at Various Locations, Specification No. 2023-005, on Consent Calendar.

4. PUBLIC HEARING

4-A. A CONTINUED PUBLIC HEARING TO CONSIDER INTRODUCTION AND FIRST READING OF ZONING CODE AMENDMENT NO. 22 -01 (“ZCA-22-01”),

AN ORDINANCE ADDING THE MONTEREY PARK MUNICIPAL CODE,
CHAPTER 21.19, ENTITLED “INCLUSIONARY HOUSING” TO IMPLEMENT THE MONTEREY PARK HOUSING ELEMENT.

The Planning Commission, at its April 25, 2023 meeting, reviewed the Inclusionary Housing Ordinance (“IHO”), and recommended City Council approval, with a minor change. The Commission recommended that a change be made to the IHO so that in cases where the number of required affordable units results in a fractional unit, the number would be rounded up to the next whole number for units to be provided on-site or the in-lieu fees be paid.

On June 7, 2023, the City Council reviewed the IHO and by a unanimous vote, continued the adoption of the IHO to August 16, 2023 for staff to further research.

Thereafter, on June 21, 2023, the City Council by a unanimous vote continued the adoption of fees related to IHO to August 16, 2023. The staff report (without attachments) from the June 7, 2023 City Council meeting is contained in Attachment 2 of the staff report.

Staff amended the IHO related to rounding of fractional units for the calculation of inclusionary housing units or in- lieu fees as shown in Attachment 1 of the staff report.

Major findings from staff’s research and analysis include:

1. City would likely not be at a competitive disadvantage if an IHO is adopted, but a feasibility study can better evaluate the City’s market trends to ensure that the IHO does not deter housing production and that the correct in- lieu fee is established;

Page 29 of 332 ends

71-XX
August 16, 2023

2. Funds from developer-paid-in-lieu fees may be used for a variety of uses to help leverage affordable housing, as determined by City Council;

3. Comparable community benefits may include facilities, improvements and programs which enhance quality of life for City residents;

4. In addition to the Density Bonus regulations, incentives, such as fee waivers, may be offered to encourage construction of lower income housing units;

5. IHO contains affordability requirements which may be best monitored through a housing consultant; and

6. Periodic review of IHO is recommended at 3-5 year intervals.

CEQA (California Environmental Quality Act):

Pursuant to the California Environmental Quality Act (Public Resources Code § 21000, et seq.; “CEQA”) and its implementing regulations (14 Cal. Code of Regs. § 15000, et seq.; the "CEQA Guidelines”), the proposed Ordinance and Resolution (ZCA 22-01) are exempt from further CEQA review for the following reasons: (1) they will not result in a direct or reasonably foreseeable indirect physical change in the environment (CEQA Guidelines § 15060(c)(2)); (2) there is no possibility that the Ordinance may have a significant effect on the environment because any potential, future, housing projects would undergo separate environmental review (CEQA Guidelines § 15061(b)(3)); and (3) the Ordinance and Resolution, by themselves, do not constitute a “project” as defined in the CEQA Guidelines because they involve a policy action that is legislative implementing affordable housing policy and affects prospective future housing development to comply with Housing Element Program 15 (CEQA Guidelines § 15378). The notice of exemption prepared for this project is contained in Attachment 4 of the staff report.

Public Comment:

- Ziyu Chen, representing ACEM LLC Real Estate Development Company, spoke in opposition of the Inclusionary Housing Ordinance, citing an increase of 80% in construction costs since pre-Covid making it very difficult for development under the current construction costs. He cautioned the Council to think of the tradeoff and balance and suggested making certain incentives to encourage developers to build affordable housing units.

Discussion: Director of Community Development Serrano presented a power point presentation on the proposed inclusionary housing ordinance.

Action Taken: The City Council opened a public hearing at 8:24 p.m. and t ook testimonial and documentary evidence; and after closing the public hearing at 9:17 p.m. and considered the evidence submitted during that public hearing to introduce and waive first reading of an Ordinance adding Chapter 21.19 (“Inclusionary Housing”) to the Monterey Park Municipal Code (“MPMC”) to implement the Monterey Park Housing Element; and directed staff to pursue a financial/economic feasible study to be brought back for Council’s consideration.

Page 30 of 332 ends

71-XX
August 16, 2023
Motion: Moved by Council Member Ngo and seconded by Mayor Pro Tem Wong, motion carried by the following vote:

Ayes: Council Members: Lo, Wong, Yiu, Ngo, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

4-B. A CONTINUED PUBLIC HEARING TO CONSIDER ADOPTING A RESOLUTION

ESTABLISHING CITY -WIDE FEES RELATED TO THE INCLUSIONARY

HOUSING ORDINANCE

Staff recommends that this item be continued to the September 6, 2023 City Council meeting.

Action Taken: The City Council continued the public hearing to the September 6, 2023 City Council meeting.

Motion: Moved by Mayor Pro Tem Wong and seconded by Mayor Sanchez , motion carried by the following vote:

Ayes: Council Members: Lo, Wong, Yiu, Ngo, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

5. NEW BUSINESS
None.

6. CITY COMMUNICATIONS (CITY COUNCIL)

6-A. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTEREY PARK,

CALIFORNIA, DENOUNCING ANTISEMITISM

Action Taken: The City Council adopted Resolution No. 2023- R68 of the City Council of the City of Monterey Park, California, denouncing antisemitism.

Motion: Moved by Mayor Sanchez and seconded by Council Member Lo, motion carried by the following vote:

Ayes: Council Members: Lo, Wong, Yiu, Ngo, Sanchez
Noes: Council Members: None

Absent: Council Members: None
Abstain: Council Members: None
Recusal: Council Members: None

Page 31 of 332 ends

71-XX
August 16, 2023

Resolution No. 2023-R68:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTEREY

PARK, CALIFORNIA, DENOUNCING ANTISEMITISM

COUNCIL COMMUNICATIONS

Council Member Lo announced that he and Council Member Ngo attended Assemblymember Mike Fong’s Educator of the Year event on August 10 and thanked the Assemblymember for recognizing 3 of the educators from the Garvey School District. He said he attend ed Lai Lai Dance Studio event along with other elected officials on August 12 in memory of one of the victims , My Nhan, and on August 15, attended the tree dedication in memory of former Council Member Fred Sornoso at Belle Vista Elementary School.

Council M ember Yiu said she attended the Alhambra School District M eeting Swearing in C eremony on A ugust 8 and congratulated the first ever Student Council Board Member , Justin Wong. She said she attended the Sing Tao Newspapers 85
th Anniversary Celebration on August 12 and watched the Barbie movie.

Council Member Ngo talked about his attendance at the City’s and Rosemead’s National Night Out events, the Fujian General Chamber of Commerce Inaugural celebration on August 5, Assemblymember Mike Fong’s Educator of the Year event on August 10, and the Maryvale’s Steton House’s One Year Anniversary Celebration on August 15.

Mayor Pro Tem Wong said he attended the League of California Cities Leadership Dinner on August 3, the screening of the Joy Luck Club movie at the Library on August 12, and the tree dedication in memory of former Council Member Fred Sornoso on August 15. He expressed condolences, on behalf of the City Council, to the families impacted by the Hawaii fire incident.

Mayor Sanchez mentioned he attended many of the events including the Pancake Breakfast and F ood Distribution event at Church of LA , the Alhambra School District Meeting Swearing In Ceremony on August 8 with Council Member Yiu, the Health Seminar at Langley Center on August 10 , the tree memorial honoring Council Member Fred Sornoso, and the Maryvale’s Steton House’s One Year Anniversary Celebration. He expressed well wishes for all the students returning to school.

7. FUTURE AGENDA ITEMS

Mayor Pro Tem Wong directed staff to look into ways to encourage development and utilization of vacant lots.

Page 32 of 332 ends

71-XX
August 16, 2023

8. CLOSED SESSION (IF REQUIRED; CITY ATTORNEY TO ANNOUNCE) None.

ADJOURNMENT
There being no further business for consideration, the meeting was adjourned at 9:36 p.m.

__________________________
Maychelle Yee
City Clerk

Page 33 of 332 ends

71-XX

MISSION STATEMENT
The mission of the City of Monterey Park is to provide excellent services to enhance the quality of life for our entire community

MINUTES

MONTEREY PARK CITY COUNCIL

FINANCING AUTHORITY (MPFA)

HOUSING AUTHORITY (MPHA)

GEOLOGIC HAZARD ABATEMENT DISTRICT (GHAD)

SUCCESSOR AGENCY (SA)

SPECIAL MEETING
AUGUST 29, 2023

CALL TO ORDER:

Mayor Sanchez called the meeting to order at 5:09 p.m.

ROLL CALL:

Mayor Sanchez called the roll:

Council Members Present: V inh Ngo, Jose Sanchez, Thomas Wong, Yvonne Yiu, Henry Lo arrived at 5:20 p.m.

Council Members Absent: None

ALSO PRESENT: Interim City Manager Inez Alvarez, City Attorney Karl Berger, Interim Assistant City Manager D iana Garcia, Director of Finance Martha Garcia , Director of Human Resources and Risk Management Christine Tomikawa

VIRTUALLY PRESENT: None.

PUBLIC COMMUNICATIONS: None.

1. CLOSED SESSION
The City Council adjourned to Closed Session at 5:09 p.m.

1-A. CONFERENCE WITH LABOR NEGOTIATORS, PURSUANT TO CALIFORNIA GOVERNMENT CODE § 54957.6

City Negotiators: Steve Berliner (not present) and Christine Tomikawa Employee
Organizations:

Page 34 of 332 ends

71-XX
August 29, 2023
1-B. CONFERENCE WITH REAL PROPERTY NEGOTIATORS - GOVERNMENT CODE § 54956.8: 1 item

Property: 3500 W. Ramona Blvd. and 3700 W. Ramona Blvd.; AIN 5237- 001-902
City Negotiators: Inez Alvarez, Interim City Manager
Karl H. Berger, City Attorney
Diana Garcia, Interim Assistant City Manager
Martha Garcia, Director of Finance
Negotiating
Parties:

John Tallichet, President (Specialty Restaurants Corporation) Under
Negotiation:

Lease

RECONVENE & ADJOURNMENT
The City Council reconvened from Closed Session with all Council Members present.

The meeting was adjourned at 5:58 p.m.

Action Taken: No reportable action taken in Closed Session.

__________________
Maychelle Yee
City Clerk

Page 35 of 332 ends

City Council Staff Report
DAT
E: October 18, 2023
AGENDA ITEM NO:

TO: T
he Honorable Mayor and City Council
FROM: Amy Lee, City Treasurer
SUBJECT: Monthly Investment Report – September 2023
RECO
MMENDATION:

It is recommended that the City Council consider:

1. Receiving and filing the monthly investment report; and

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

EXECU
TIVE SUMMARY:

As of September 30 , 202 3, invested funds for the City of Monterey Park total $61,769,229.10.

BA
CKGROUND:

In accordance with the City’s Investment Policy, a monthly investment report is presented to the City Council showing the types of investments, dates and maturities, amounts of deposits, rates of interest, and the current market values for securities with maturity more than 12 months. The attached monthly investment report includes a summary investment report for the LA County Pooled Investment Fund, which displays the composition by type for the entire pooled investment fund.

Respectfully submitted by: Prepared by:

Amy Lee
City Treasurer
Martha Garcia
Finance Director
Approved by:

Inez Alvarez
Interim City Manager
ATT
ACHMENT:

1. Monthly Investment Report
Consent Calendar - 3B

Page 36 of 332 ends

Staff Report
October 18, 2023

ATTACHMENT 1
Monthly Investment Report

Page 37 of 332 ends

INVESTMENTS PORTFOLIO PROFILE:

TOTAL BALANCE AT 09/30/2023 61,769,229.10$

INVESTMENT COMPOSITION
(1) LA COUNTY POOLED INVESTMENT FUND ON DEMAND 3.780% 44,163,752.56$ (See Schedule A for LA County Pool Composition)
(2) LOCAL AGENCY INVESTMENT FUND ON DEMAND 3.150% 9,760,476.54$ Purchase Maturity Interest
(3) CERTIFICATES OF DEPOSIT Date Date Rate
1 SALLIE MAE BANK 08/11/21 08/12/24 0.70% 245,000
2 TOYOTA FINANCIAL SAVINGS BANK 09/16/21 09/16/24 0.65% 245,000 3 SYNCHRONY BANK 09/17/21 09/17/24 0.65% 245,000
4 UBS BANK USA 09/22/21 09/23/24 0.65% 245,000
5 STATE BANK OF INDIA 10/18/21 10/18/24 0.70% 245,000
6 MEDALLION BANK UTAH 01/28/22 01/28/25 1.25% 245,000
7 PENTAGON FEDERAL UNION 01/31/22 01/31/25 1.25% 245,000 8 BEAL BANK 02/02/22 01/29/25 1.15% 245,000
9 VALLIANCE BANK 03/18/22 03/18/25 1.40% 245,000
10 STATE BANK OF TEXAS 03/25/22 03/25/25 1.45% 245,000 11 FIRST FED SAVINGS & LOAN 03/30/22 03/31/25 2.00% 245,000 12 LAFAYETTE FEDERAL CREDIT UNION 03/30/22 03/31/25 2.20% 245,000 13 ALLY BANK 03/31/22 03/28/24 1.95% 245,000
14 COMENITY CAPITAL BANK 04/14/22 04/14/25 2.55% 245,000 15 AMERICU CREDIT UNION 04/21/22 04/21/25 2.30% 245,000 16 BALBOA THRIFT & LOAN 04/29/22 04/29/25 2.00% 245,000 17 CONNEXUS CREDIT UNION 05/26/22 05/28/24 2.65% 245,000 18 METRO CREDIT UNION 07/13/22 07/12/24 3.20% 245,000
19 FIRST TECHNOLOGY CREDIT UNION 08/05/22 08/05/24 3.25% 245,000 20 AUSTIN TELCO FEDERAL CREDIT UNION 12/16/22 12/16/24 5.00% 245,000 21 GREENWOOD MUNICIPAL FED CREDIT UNIO 01/27/23 01/27/25 4.80% 245,000 22 RAIZ CREDIT UNION 01/27/23 01/27/25 4.75% 245,000
23 WORKERS 01/27/23 01/27/25 4.70% 245,000
24 MANUF & TRADERS TRUST CO 01/31/23 01/31/26 4.25% 245,000 25 ALPINE BANK 01/31/23 01/31/25 4.55% 245,000
26 TECHNOLOGY FCU 02/10/23 02/24/25 5.00% 245,000
27 RED CROWN FCU 02/14/23 02/21/25 4.85% 245,000
28 UFIRST FEDERAL CREDIT UNION 02/15/23 02/25/25 4.85% 245,000 29 SEA COMM FEDERAL CREDIT UNION 02/23/23 03/03/25 4.90% 245,000 30 GLOBAL CREDIT UNION 05/02/23 05/12/25 4.85% 245,000 31 WESTERN ALLIANCE BANK 05/02/23 05/05/25 4.85% 245,000 32 PREFERRED BANK 09/03/23 09/03/24 4.16% 100,000
33 PREFERRED BANK 09/08/23 09/08/24 4.16% 150,000
Total CDs (33) 3.254% 7,845,000.00$
OTHER INFORMATION:

BANK BALANCE: (1)
$5,700,397.14
AVERAGE MATURITY DAYS 58
AVERAGE INTEREST RATE FOR THE MONTH 3.503%

THE CITY'S INVESTMENT HAS SUFFICIENT LIQUIDITY TO MEET THE CITY'S EXPENDITURE REQUIREMENTS FOR THE NEXT 180 DAYS. THE 180-DAY LIQUIDITY DISCLOSURE IS REQUIRED PER GOVERNMENT CODE 53646.

THERE HAVE BEEN NO VARIANCES TO THE INVESTMENT POLICY.
(1) Bank balance is maintained to cover outstanding warrants, payroll checks and on-going operating costs.

CITY OF MONTEREY PARK

INVESTMENT REPORT
SEPTEMBER 30, 2023

Page 38 of 332 ends

Pooled Specific
Surplus Purpose
PORTFOLIO PROFILE Investments Investments
Inventory Balance at 08/31/23
At Cost 49,104,681,693$ 306,589,400$
At Market 46,370,000,470$ 281,527,203$
Repurchase Agreements -$ -$
Reverse Repurchase Agreements -$ -$
Composition by Security Type:

Certificates of Deposit 5.50% 0.00%
United States Government
and Agency Obligations 72.45% 85.63%
Bankers Acceptances 0.00% 0.00%
Commercial Paper 21.97% 0.00%
Municipal Obligations 0.06% 0.81%
Corporate and Deposit Notes 0.02% 0.00%
Repurchase Agreements 0.00% 0.00%
Asset-Backed 0.00% 0.00%
Other 0.00% 13.56%
1-60 days 36.58% 0.00%
61 days-1 year 19.69% 28.28%
Over 1 year 43.73% 71.72%
Weighted Average Days to Maturity 815

POOLED SURPLUS AND SPECIFIC PURPOSE INVESTMENTS
AS OF AUGUST 31, 2023

SCHEDULE A

Page 39 of 332 ends

City Council Staff Report
DATE: October 18, 2023
AGENDA ITEM NO:

TO: The Honorable Mayor and City Council
FROM: Amy Lee, City Treasurer
SUBJECT: Professional Services Agreement for Investment Management/Advisory Services by Chandler Asset Management
RECOMMENDATION:

It is recommended that the City Council consider:

1. Authorizing the Interim City Manager to execute an agreement, in a form approved by the City Attorney, with Chandler Asset Management to provide investment management/advisory services for a portion of the City’s idle funds in compliance with the City’s investment policy, prioritizing safety of principal, liquidity and return; and

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

EXECUTIVE SUMMARY:

Staff recommends that the City begin investing with Chandler Asset Management . The goal of external management is to maximize the return on investments within the portfolio, while minimizing risk of principal and prioritizing safety of principal and liquidity.

Professional investment management of public funds is a best practice which provides substantial benefits to the City of Monterey Park. These benefits include day-to-day monitoring of investments within the portfolio, including daily analysis of available market yields; re-balancing of the portfolio's duration (average maturity) to take advantage of higher interest when available, daily credit monitoring of investment instruments, security selection and competitive shopping of investments to obtain the best execution of trades.

Performance measurement against selected benchmarks and compliance will be monitored daily with the City’s investment policy and Government Code and reported to the City as part of its monthly reporting package.

BACKGROUND:

Prior Actions:

On September 15, 2021, City Council directed the Treasury Committee to analyze external investment management services. Accordingly, the City’s Treasury committee requested presentations of external investment management services from three fee- based providers: Public Financial Management (PFM), Public Trust Advisors (PTA), and Chandler Asset Management. The presentations included:

Consent Calendar - 3C

Page 40 of 332 ends

Staff Report

Page 2 of 7 ends

October 18, 2023

• Historical performance for firm’s investment strategies. • Benefits and hurdles of pooled investments.
• List of other municipalities served by the firm.
• 10-year growth of initial investment over Local Agency Investment Fund (LAIF) net of the proposed fee.
• Observations and recommendations on the City’s Investment Policy for consideration.
• Options for a comprehensive reporting package for the City , including monthly reports, quarterly reports and meetings, annual GASB reports and secure online portal access.

The minimum qualifications for consideration of investment advisors for investment management services included:

• Currently managing at least $10 billion of domestic fixed income assets for public entities.
• An assigned portfolio manager and a relationship manager who each have a minimum of ten years of experience providing investment advice to California public entities.
• Familiarity with all applicable California Government Codes regarding qualified investments for public entities.
• Registration with the Securities and Exchange Commission under the Investment Advisor's Act of 1940.
• Financially solvent and appropriately capitalized to be able to provide service for the duration of the contract.
• Errors and Omissions insurance coverage of at least $10 million. • Fidelity bond coverage of at least $10 million.
• Adherence to the Code of Professional and Ethical Standards as described by the Chartered Financial Analyst Institute (CFA Institute).

The Treasury Committee carefully reviewed the three providers and their qualifications, using the following evaluation criteria:

• Responsiveness and understanding of the scope of the project • Firm experience, approach and long-term performance • Assigned personnel experience
• Client References and overall client satisfaction
• Investment returns for Chandler’s composites
• Cash flow analysis and modeling

Page 41 of 332 ends

Staff Report

Page 3 of 7 ends

October 18, 2023

After careful review the Treasury Committee selected Chandler Asset Management to provide external investment management services for the City. The most significant factors considered in recommending Chandler were:

• The company provided the most similar and neighboring clients as references .

Chandler manages over $33.3 billion in assets under management including over $11 billion for 76 California cities.
• They demonstrated significant understanding of the City’s Investment Policy, portfolio requirements and objectives, including observations of the investment policy and analysis of the portfolio suggesting optimization of idle funds and improvements, such as diversification from pools for future consideration. • Chandler provided outstanding references, including testimonials of being service oriented, providing assistance beyond contracted services, validated performance beyond the benchmark while maintaining a lower risk than the benchmark.
• Superior reporting as well as education and training which will save the City’s Staff time and provide continuity of care of the investment program through staff changes and various market cycles.
• A high allocation to US Treasuries, which have the full backing of the US Government, and Federal Agencies, which are issued by government-sponsored enterprises (GSEs) and have the implied backing of the US Government in each of the two strategy examples most frequently utilized by Chandler clients. Chandler has a robust credit process to analyze the safety of all non - governmental holdings within the portfolios.
• Complete Cash Flow Analysis to assist the City in identifying near and long -term investment goals.

On November 17, 2021, staff brought to City Council a request to award Chandler Asset Management a contract to provide investment management/advisory services . It was determined that investing at a time when interest rates were extremely low was not a prudent move by the City. Therefore, investing with an external investment company was put on hold.

Current Discussion:

Given that interest rates are now at an all-time high, the timing for diversifying and investing with an external investment company is opportune. On August 26, 2023, Chandler’s analysis of the City’s existing portfolio was reintroduced to the Treasury Committee consisting of City’s Interim City Manager, Inez Alvarez; Interim Assistant City Manager, Diana Garcia; City Treasurer, Amy Lee; City’s Financial Advisor Michael Busch; and Finance Director, Martha Garcia. The evaluation criteria remained the same as previously mentioned in this report.

Page 42 of 332 ends

Staff Report

Page 4 of 7 ends

October 18, 2023

On September 6, 2023, the City Treasurer and City staff returned to City Council to recommend awarding a contract to Chandler Asset Management to provide investment management/advisory services. City Council directed staff to return to Council in October for further discussion.

With the award of the contract, the Finance Department and Chandler will work on developing every aspect of an investment program and selected investment strategy to include Chandler’s Limited Maturity (1 -3 Year) investment strategy and Chandler’s Short-Term Bond (1-5 Year) investment strategy, including analysis of risk and return, investment policy development and review , and cash flow analysis and forecasting.

Chandler will implement investment strategies that meet the City’s investment policy requirements. Chandler will conduct education and training for staff enrichment, provide monthly reporting, hold quarterly meetings to discuss investment results, and be available to present to the City’s staff, Treasury Committee and City Council.

Analysis and Additional Data:

The City historically invested the majority of its funds in Local Government Investment Pools (LGIPs). The two pools currently utilized by the City are LAIF and the Los Angeles County Investment Pool (LACIP). Both pools offer l ocal agencies the
opportunity to participate in institutional investment vehicles which utilize a professional staff and furnish standard reports. Investment returns in shorter-duration investment pools were impacted significantly by the lower interest rat e environment brought on by the COVID-19 pandemic, resulting in lower returns and loss of income to the City.

With rates substantially higher today, the City has the opportunity to optimize interest earnings by segmenting its current investment structure and outsourcing a portion of idle funds, which are those funds typically not needed for 12 -18 months to Chandler for external management. The City can select an investment strategy with a slightly longer duration which reflects the City’s investment goals, risk constraints and longer -term objectives.

City of Monterey Park Portfolio as of
June 30, 2023

Source: City of Monterey Park Portfolio as of June 30, 2023

Total Market Value: $87,989,101
Pool
41%
LAIF
52%
Money Market
Fund
5%
CDs
2%
Asset Allocation

Page 43 of 332 ends

Staff Report

Page 5 of 7 ends

October 18, 2023

Through ownership of individual securities, the City may be able to optimize returns on investments and generate additional income through the structuring of funds to mature concurrent with cash needs to generate income while also prioritizing safety. Below are the characteristics of two of Chandler’s composite strategies most commonly used by California public agencies whose portfolio are managed by Chandler:

Limited Maturity (1-3 Year)

Short Term Bond (1-5 Year)

Average Final Maturity 1.90
Average Duration 1.68
Average Market Yield 5.08%
Average Quality (S&P) AA+
Average Coupon 2.00%
Average Final Maturity 2.70
Average Duration 2.34
Average Market Yield 4.99%
Average Quality (S&P) AA
Average Coupon 2.27%

33.5%

49.8%

16.8%
0%
20%
40%
60%
0-1 Years 1-3 Years 3-5 Years
Maturity Distribution

13.2%

53.6%

32.8%

0.5%
0%
20%
40%
60%
0-1 Years 1-3 Years 3-5 Years 5+ Years*
Maturity Distribution
Agency

22.9%
Negotiable CD

0.4%
Other*

1.2%
US Corporate

19.7%
US Treasury

45.0%
ABS

5.2%
CMO

3.8%
Supranational

1.9%
Asset Allocation
*Other includes Municipal Bonds, MBS, Commercial Paper, Cash, and F I ETF *The Short Term Bond composite includes clients whose investments policy permits securities with maturities beyond five years.

Page 44 of 332 ends

Staff Report

Page 6 of 7 ends

October 18, 2023

Based on Chandler’s Limited
Maturity and Short-Term Bond
composite characteristics as of
6/30/202 3. Credit Quality
equivalent of composite/average
of S&P, Moody’s and Fitch
ratings; “A” category includes “A -
1” rated money market securities.

The composite characteristic
information presented above is
supplemental information
pursuant to GIPS®. There is no
guarantee that investment in any
of these styles will result in
characteristics similar to those that appear in this presentation due to changes in economic conditions and other market factors. Past characteristics are not indicative of future results. Please see the GIPS Composite R eports at the end of this report for complete details.

Source: California State Treasury Office, Bloomberg. Graph demonstrating the performance of commonly used benchmarks among our clients. Historical benchmark performance data for the Local Agency Investment Fund, ICE BofA 1-3-Year US Treasury and ICE BofA 1-5-Year US Treasury & Agency indices sourced from Bloomberg AIM. Index returns assume reinvestment of all distributions. Historical performance results for investment indexes generally do not reflect the deduction of transaction and/or custodial charges or the deduction of an investment management fee, the incurrence of which would have the effect of decreasing historical performance results. LAIF returns include an administrative fee charged to investors by the California State Treasurer. LAIF duration estimated based on average maturity in days, as of 06/30/2023, divided by 365 days. It is not possible to invest directly in an index. Please see important hypothetical disclosures at the end of this presentation.

US Treasury

37.1%
Agency

20.1%
US Corporate

25.3%
ABS

8.0%
Supranational

3.3%
CMO

4.0%
Other*

2.2%
Asset Allocation
*Other includes Municipal Bonds, Cash
Negotiable CD, Commercial Paper and MBS

Page 45 of 332 ends

Staff Report

Page 7 of 7 ends

October 18, 2023
Chandler’s cost associated with these services is as follows:

City of Monterey Park
Fee Schedule
Assets Under
Management
Annual Asset Management
Fee
First $25 million 0.10 of 1% (10 basis points)
Next $25 million 0.08 of 1% (8 basis points)
Next $50 million 0.06 of 1% (6 basis points)
*Annual fee is based on approximately $ Million in managed investments. Chandler’s fees do not include third party custody services, as the firm is not a provider of such services. The safekeeping/c ustody of the City’s funds by a third -party provider of the City’s choosing is an important control in the investment management process. Under no circumstances will Chandler take possession or control of the City’s assets, and all securities transaction will be delivery versus payment (“DVP”).

FISCAL IMPACT:

The cost of investment management services is approximately $1,667 per month for $20M dollars and will fluctuate based on portfolio value. City Staff anticipates that enhanced investment earnings will exceed investment management fees and can be debited from interest earning s in the City’s third-party custody account where the City’s assets w ill be held.

Respectfully submitted by: Reviewed by:

Amy Lee
City Treasurer
Martha Garcia
Director of Finance
Approved by: Reviewed by:

Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney

Page 46 of 332 ends

City Council Staff Report
DATE: October 18, 2023
AGENDA ITEM NO:

TO: The Honorable Mayor and City Council
FROM: Stanley Ardon, Information Technology Manager
SUBJECT: VoIP Telecommunications Services Agreement
RECOMMENDATION:

It is recommended that the City Council consider:

1. Authorizing the Interim City Manager to execute an agreement, in a form approved by the City Attorney, with Intelesys for the City’s Voice Over Internet Protocol (VoIP) Telecommunications services; and

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

EXECUTIVE SUMMARY:

The City of Monterey Park’s current telephone system is obsolete and no longer supported.

This hardware and software obsolescence requires the City to replace the current systems with new products.

The City posted a Request for Proposals (RFP) on the City’s webpage and also emailed the RFP to eight known telecommunication services vendors. Two firms responded with a proposal. Following the evaluation of the two qualifying proposals, Intelesys was recommended to be awarded the contract. Intelesys was found to be fully qualified and able to provide timely and valuable services to the improvement of the City’s antiquated telephone system.

BACKGROUND:

On July 13, 2023, Staff posted the VoIP Telecommunications Services RFP #837 to the City’s website for public information. Staff also emailed the RFP to eight known vendors who provide telecommunications services. The deadline to submit a proposal was September 5, 2023. On September 5, 2023 the City received two proposals.

As part of this procurement, the City will be upgrading the existing data network switch infrastructure to provide Power over Ethernet (PoE) and Quality of Service (QoS) features and capabilities. Intelesys will install and program the proposed network switch hardware, Uninterruptible Power Supply (UPS) equipment and work with the City to design the subnet and Internet Protocol (IP) address plan for the entire City. The subnet and IP address plan will include data, voice, IP-based security cameras, and Wireless Access Points. As part of this procurement, the City will purchase additional UPS equipment to address any new or updated network design requirements.

Consent Calendar - 3D

Page 47 of 332 ends

Staff Report

Page 2 of 3 ends

October 18, 2023
Additionally, as part of this procurement, the City may need to upgrade select voice/data cable infrastructure in select buildings. Intelesys will provide the telecommunications system and data network equipment required and will coordinate installation and project planning activities of the voice/data cable infrastructure upgrades.

Three factors were used to evaluate each proposal:

1. The vendor’s understanding of the scope of work,

2. The vendor’s approach to performing the tasks defined in the scope of work, and

3. Capability of vendor and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization.

The two responding vendors also provided a demonstration of their products and services to City staff.

Intelesys provided both a more comprehensive proposal and detailed presentation of the available products and the services they recommend and can provide for the City. Intelesys’ proposal demonstrated their experience, their sufficient size and depth of management, the resources and staff they can provide, and the support they have to meet the operational requirements and ensure quality service throughout the term of the contract. It may be helpful to also add that Intelesys has more experience/understanding of the needs of municipal organizations.

FISCAL IMPACT:

The cost for a three-year term contract is $431,010.80 . plus, a 20% contingency amount of $86,202.16 for a total cost of $517,213. The entire amount has been included in the FY 2023- 2024 budget under account number 3631404-5518.

Respectfully submitted by: Prepared by:

Stanley Ardon
Information Technology Manager
Maria Espinosa-Chavez
Principal Management Analyst
Reviewed by:

Martha Garcia
Director of Finance

Page 48 of 332 ends

Staff Report

Page 3 of 3 ends

October 18, 2023
Approved by: Reviewed by:

Inez Alvarez
Interim City Manager
Karl H. Berger
City Attorney
ATTACHMENT(S):

1. City of Monterey Park VoIP RFP #837

2. Intelesys Proposal (includes technical and cost)

Page 49 of 332 ends

Staff Report
October 18, 2023
ATTACHMENT 1
City of Monterey Park VolP RFP #837

Page 50 of 332 ends

REQUEST FOR PROPOSALS

Sealed proposals must be received no later than 3:00 PM on 08/07/2023, by the City Clerk’s office for the City of Monterey Park, 320 West Newmark Avenue, Monterey Park, CA. for VoIP Telecommunications System, RFP # 837

Packets may be obtained from the Finance Services Department by emailing Maria Espinosa-Chavez at: [email protected].

Please refer to specifications for complete details and bid requirements.

The specifications in this notice are a part of any contract awarded in accordance with this RFP.

ATTACHMENT 1

Page 51 of 332 ends

1 CITY OF MONTEREY PARK

REQUEST FOR PROPOSAL

PROPOSAL # 837

PROPOSALS ARE DUE: NO LATER THAN 3:00pm, on August 7, 2023.

The City of Monterey Park is seeking proposals from qualified firms to provide VoIP Telecommunications System services.

1. Submit Proposal to:

City of Monterey Park
Att: City Clerk
VoIP Telecommunications System
RFP # 837
320 W. Newmark Avenue
Monterey Park, CA. 91754

2. Proposer must honor proposal prices for sixty (60) days.

3. Proposals must include this Proposal form and be signed by the vendor's authorized representative.

4. Award of a contract will be made by the City Council based upon the criteria set forth in this RFP and will be made based upon the best qualified proposer rather than lowest price.

PROPOSER TO READ

I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above.

____________________________ __________________________________ Company Address

____________________________ ________________________________ Name (Print) Signature

____________________________ ________________________________ Company Phone No. Title of Person Signing Bid

Page 52 of 332 ends

2 PROPOSAL INSTRUCTIONS

1. Submitting Proposals. (a) Proposals must include this form, in its entirety, in a sealed envelope with the wording “Proposal,” proposal number and closing date marked on the outside; (b) Proposals/corrections received after the closing time will not be open ed. The City is not responsible for proposals not properly marked and delivered. Upon award, all submissions become a matter of public record.

2. Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal.

The City has the option of accepting or rejecting any alternative proposal.

3. Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency.

4. Preparation. All proposals must be typed or written in black ink. Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal.

5. Rejection. The City may reject any or all proposals and waive irregularity in any proposal.

6. Default. In case of default by the vendor of any of the conditions of this proposal or contract resulting from this proposal, the vendor agrees that the City may procure the services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by the City will be considered the prevailing market price at the time such purchase is made.

7. Assignment. No assignment by the vendo r of contract or any part hereof, or of funds to be received hereunder, is binding upon the City unless the City gave written consent before such assignment.

8. Sub contractors . The Bidder must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

9. Indemnification. The extent of a successful contractor’s obligation to indemnify and defend the City is set forth in the sample contract attached to this RFP.

10. Bonds. When deemed necessary by the City, bid bonds must be furnished by all proposers in the amount of at least 10% of the bid to guarantee that proposers will enter into contract to furnish goods at prices stated. Likewise, a Performance Bond must be required of the successful proposer when stated in the specification (cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond).

11. Insurance. This is a contract involving services and the City requires insurance. Insurance must be primary insurance and must name the City of Monterey Park as an additional insured. Proof

Page 53 of 332 ends

3 of insurance in the following amounts must be provided prior to contract signing; liability in the amount of $1,000,000, automotive in the amount of $1,000,000, worker’s compensation in accordance with California law and Pollution Liability or Errors & Omissions of $1,000,000 each occurrence/$2,000,000 policy aggregate. Specific insurance requirements are set forth in the sample cont ract. BIDDERS MUST SIGN AND RETURN EXHIBIT “A”, INSURANCE REQUIREMENTS, WITH THEIR PROPOSAL.

12. On-Site Inspection: A tour of City of Monterey Park City Hall will take place on 07/25/2023 at 10:30 a.m. During the tour, the City will provide the information available on the data network.

13. Proposal Rejection: The City may reject the proposal of any proposer who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any proposer who is in default of the payment of taxes, licenses or other monies due to the City of Monterey Park.

14. Contract Pricing: Except as otherwise provided, price proposals must remain consistent through the term of this contract.

15. Proposal Questions: Questions should be forwarded by email to:

Maria Espinosa-Chavez
[email protected]. (For prompt response, in email Subject enter “RFP # 837 question”).

The last day for questions will be 5:00 pm. on July 31, 2023. Questions received after this date will not receive a response.

Page 54 of 332 ends

4 CONTRACT SAMPLE

The successful bidder will be required to enter into the sample contract that is attached as Exhibit “B”

STATEMENT OF WORK AND FORMAT

The City of Monterey Park (City) requests proposals for the following purpose according to the terms and conditions attached. In the preparation of this Request for Proposal the words "Bidder," "Contractor," and "Consultant" are used interchangeably.

1. Purpose: The purpose and intent of this RFP is to establish a Contract (Agreement) with a qualified proposer, also hereinafter referred to as the Contractor or Vendor, who is qualified to provide the City of Monterey Park with a VoIP phone system and new or upgraded, state-of- the-art telecommunications system to serve the staff and administrative operations of the City, as the City has determined that the existing systems are end-of-life, obsolete, and no longer supported. This hardware and software obsolescence requires the City to replace the current systems with new products.

2. Proposal Schedule: Following is a tentative schedule of events:

Proposal Requirements: An original and two copies of the proposal must be received by the City of Monterey Park, at the following address:

City of Monterey Park
Attn: City Clerk
VoIP Telecommunications System, RFP # 837
320 W. Newmark Avenue
Monterey Park, CA. 91754

Proposals must be received no later than 08/07/2023, no later than 3:00pm.

Evaluation of Proposals

The proposals will be reviewed by City staff during the week of August 7, 2023. Proposals will be evaluated based on the following qualifications criteria:

1. Contractor’s understanding of scope of work.

2. Contractor’s approach to performing the tasks defined in the Scope of Work.

3. Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization.

Page 55 of 332 ends

5 Recommendation to City Council for Contract Award : Interviews of the top firms may be required. The successful contractor will be selected by the City Council based upon the criteria set forth above and the City’s sole discretion. The Council is under no obligation to contract with any applicant.

3. Introduction/Background: The City of Monterey Park is located at the western gateway to the San Gabriel Valley, in Los Angeles County, just a few miles east of downtown Los Angeles. The City encompasses an area of 7.73 square miles with a population of 61,000.

Monterey Park was incorporated in 1916 as a general law city and operates under the council - manager from of government. The City council, which consists of five members, is elected by district and each serves a term of four years. The City Clerk and the City Treasurer are also elected by the citizens. The City of Monterey Park is a full -service municipal government, offering its residents police protection, fire and emergency medical services, water, sewer and refuse collections, public infrastructure improvements and culture and leisure programming.

4. Objective(s)/Work Products: Refer to the terms of the Agreement included as Exhibit “B.”

5. Work Statement: Refer to the terms of the Agreement included as Exhibit “B.”

6. Required Qualification s: Qualifying respondents must be registered and maintain proper business licenses and in good standing within the State of California. Have experience, sufficient size and depth of management, resources and staff to provide , support and meet operational requirements and ensure quality service throughout the term of the Agreement. Qualifying respondents must also have measurable and demonstrated successful experience in providing the specified services for like size venue and operations, provide VoIP phone services as the primary function of the business and have been in business for at least five years providing VoIP phone services to similar sized city governments.

7. Scope of Work: (Refer to Scope of Work, Exhibit “C.”)

8. Time Schedule:

RFP Issue Date July 13 2023
City tour/walk through July 25, 2023 10:30 am
Cut off date for questions 5:00 PM, July 31, 2023
Proposal Due Date August 07 2023 (No later than 3:00 PM) Award of Contract September 20 2023

The initial term of this Agreement is 09/20/2023 – 09/20/2024

Page 56 of 332 ends

6 9. Response Submittal Requirements:

(a) CONTENTS OF PROPOSAL

Submitted proposals must follow the format outlined below and all requested information must be supplied. Failure to submit proposals in the required format will result in elimination from proposal evaluation. (Refer to Scope of Work, Exhibit “C.”)

FORMAT:

Each proposal must be submitted in two parts:

Part I must relate to the Technical Proposal and Part II must relate to the Cost Proposal

PART I - TECHNICAL PROPOSAL (Refer to Scope of Work, Exhibit “C.”)

Cover Letter - Must include the name, address, and telephone number of the company, and be signed by the person or persons authorized to represent the firm.

Table of Contents - Clearly identify material contained in the proposal by section and page number.

Introduction (Section 1) - Contents to be determined by contractor.

Project Analysis (Section 2) - Provide an explanation and interpretation of the challenges identified in this RFP.

Objective, Scope, Nature of Proposed Program (Sectio n 3) - Describe the overall approach to the challenges, including the objective and scope of work to be performed by the contractor

Work Program (Section 4) - Describe the work or tasks to be performed.

Methodology (Section 5) - Describe the methodology and techniques to be employed.

Project Management (Section 6) - Describe the proposed management structure, organization of contracting group, and facilities available.

Assigned Personnel (Section 7) - Identify the principals having primary responsibility for implementing the proposal. Discuss their professional and academic backgrounds. Provide a summary of similar work they have previously performed. List the amount of time, on a continuous basis, that each principal will spend on this project. Describe the responsibilities and capacity of the technical personnel involved. Substitution of project manager and/or lead personnel will not be permitted without prior written approval of the City.

Page 57 of 332 ends

7 Schedule (Section 8) - List the proposed schedule of activities including labor hours.

Program Monitoring (Section 9) - Describe the quality control procedures to be utilized during the project to ensure conformance with the scope of work.

City Resources (Section 10) - Describe the City services and staff resou rces needed to supplement contractor activities to achieve identified objective(s).

Subcontractors (Section 11) - If subcontractors are to be used, identify each of them in the proposal.

Describe the work to be performed by them and the number of hours o r the percentage of time they will devote to the project. Provide a list of their assigned staff, their qualifications, relationship to project management, schedule, costs, and hourly rates.

Contractor Capability and References (Section 12) - Provide a summary of the firm's relevant background experience. Discuss the applicability of such experience to this RFP. Include examples of projects completed for other similar agencies that are of a similar nature and a contact person for each of those clients.

Alternative Proposals (Section 13) - Provide statements of alternative proposals, if any, labeled "Alternative Proposal Number One, Alternative Proposal Number Two," etc. The format of each alternative proposal submitted may be abbreviated to address just the following:

a. Work Program
b. Methodology
c. Assigned Personnel

Conflict of Interest (Section 14) - Address possible conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. Although the bidder will not be automatically disqualified by reason of work performed for other parties, the City reserves the right to consider the nature and extent of such work in evaluating the proposal.

PART II - COST PROPOSAL (Refer to Scope of Work, Exhibit “C.”)

Name and Address
The Cost Proposal must list the name and complete address of the bidder in the upper, left-hand corner.

Cost Proposal
The Cost/Price format for the proposal must be as outlined in the Agreement for services. Exhibit A

Total cost must be clearly indicated at the end of the Cost Proposal and entered on the first page of the proposal.

Costs must be itemized per the agreement for services.

Page 58 of 332 ends

8 Charges for supplies, equipment, travel, and subcontractors will be paid at cost. It is expected that general, overhead, and administrative costs are included in the hourly rate for labor. Bids submitted will be held to the total cost given in the response quote. It will be assumed that all contingencies and/or anticipated escalations are included. No addition al funds will be paid above and beyond the original quote given by the selected bidder.

(b) PROPOSAL SUBMISSION

All proposals must be submitted according to specifications set forth in Section 8 (a) - Contents of Proposal and this section. Failure to ad here to these specifications may be cause for rejection of proposal.

I. Signature. An authorized representative of the bidder MUST sign all proposals.

II. Due Date . The proposer must submit one original and two copies complete copies of the proposal in a sealed envelope, plainly marked in the upper, left-hand corner with the name and address of the bidder and the words "Request for Proposal # 837." All proposals must be received before No later than 3:00 PM on August 7, 2023, and should be directed to:

City of Monterey Park
Attn: City Clerk
VoIP Telecommunications System, RFP # 837
320 W. Newmark Avenue
Monterey Park, CA. 91754

Late bids/proposals will not be accepted. Any correction or resubmission done by the proposer will not extend the submittal due date.

III. Addenda. City may modify the proposal and/or issue supplementary information or guidelines relating to the RFP during the proposal preparation period of 7/14/2023 to 08/06/2023.

IV. Rejection. A proposal may be deemed nonresponsive and may be immediately rejected if:
- It is received at any time after the exact date and time set for receipt of proposals and/or; - It is not prepared in the format prescribed and/or;
- It is signed by an individual not authorized to represent the firm.

V. Disposition of Proposals. The City reserves the right to reject any or all proposals. All responses become the property of the City. One copy of the proposal must be retained for City files.

Additional copies and materials will be returned only if requested and at the bidder's expense.

VI. Proposal Changes. Once submitted, proposals, including the composition of the contracting team, cannot be altered without the prior written consent of the City. All proposals constitute an offer to the City and may not be withdrawn for a period of sixty (60) days after the last day to accept proposals.

Page 59 of 332 ends

9 Proposals will be evaluated on the following criteria:

1. Contractor’s understanding of scope of work.

2. Contractor’s approach to performing the tasks defined in the Scope of Work.

3. Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization

During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break, for clarification purposes only. No new material will be permitted at this time.

Page 60 of 332 ends

10 Exhibit “A”

INSURANCE REQUIREMENTS
[MUST BE SUBMITTED WITH PROJECT PROPOSAL]

To be awarded this contract, the successful bidder must procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits
Commercial general liability: $2,000,000.00
Professional liability $1,000,000.00
Business automobile liability $1,000,000.00
Workers compensation Statutory requirement.

Commercial general liability insurance must meet or exceed the requirements of the most recent ISO-CGL Form Number. The amount of insurance set forth above must be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies must be endorsed to name the City, its officials, and employees as “additional ins ureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.

Professional liability coverage must be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” the Consultant must continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated (“extended insurance”). Such extended insurance must have the same coverage and limits as the policy that was in effect during the term of this Agreement, and cover the Consultant for all claims made by the City arising out of any errors or omissions of the Consultant, or its officers, employees or agents during the time this Agreement was in effect.

Automobile coverage must be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).

The Consultant must furnish to the City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by the City from time to time. Insurance must be placed with admitted insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage. The Consultant will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.

By signing this form, the bidder cer tifies that it has read, understands, and will comply with these insurance requirements if it is selected as the City’s consultant. Failure to provide this form may render the bidder’s proposal “nonresponsive.”

_________________ ____________________________
Date Bidder

Page 61 of 332 ends

EXHIBIT “B”

Page 1 of 11 ends

AGREEMENT NO. Click here to enter text.

PROFESSIONAL SERVICES AGREEMENT

BETWEEN

THE CITY OF MONTEREY PARK AND
Consultant name
FOR Click here to enter text.

THIS AGREEMENT is entered into this Click here to enter text. day of Click here to enter text. 20Click here to enter text., by and between the CITY OF MONTEREY PARK, a municipal corporation and general law city (“CITY”) and Consultant name, a type of organization, e.g., corporation, and state of incorporation (“CONSULTANT”).

1. CONSIDERATION.

A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below;

B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;

C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed Click here to enter text. for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit “ Click here to enter text. ,” which is incorporate d by reference.

2. SCOPE OF SERVICES.

A. CONSULTANT will perform services listed in the attached Exhibit “ Click here to enter text.,” which is incorporated by reference.

B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.

3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT’s services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to

Page 62 of 332 ends

EXHIBIT “B”

cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.

4. PAYMENTS. For CITY to pay CONSULTANT as specifi ed by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit “Click here to enter text. ”) the tasks performed, the pe rcentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.

5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the cur rent fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.

6. ADDITIONAL WORK.

A. CITY’s city manager (“Manager”) may determine, at the Manager’s sole discretion, that CONSULTANT must perform additional work (“Additional Work”) to complete the Scope of Work. If Additional Work is needed, the Manager will give written authorization to CONSULTANT to perform such Additional Work.

B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the Manager with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost.

C. Payments over $ Click here to enter text. for Additional Work must be approved by CITY’s city council. All Additional Work will be subject to all other terms and provisions of this Agreement.

7. FAMILIARITY WITH WORK.

A. By executing this Agreement, CONSULTANT agrees that it has:

i. Carefully investigated and considered the scope of services to be performed;

ii. Carefully considered how the services should be performed; and

iii. Understands the facilities, difficulties, and restrictio ns attending performance of the services under this Agreement.

Page 63 of 332 ends

EXHIBIT “B”

B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commenc ing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk u ntil written instructions are received from CITY.

8. TERM. The term of this Agreement will be from Click here to enter a date. to Click here to enter a date. . Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:

A. Completion of the work specified in Exhibit “Click here to enter text.”;

B. Termination as stated in Section 16.

9. TIME FOR PERFORMANCE.

A. CONSULTANT will not perform any work under this Agreement until:

i. CONSULTANT furnishes proof of insurance as required under Section 23 of this Agreement; and

ii. CITY gives CONSULTANT a written notice to proceed.

B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT’s own risk.

10. TIME EXTENSIONS . Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time ex tension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty- eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services.

11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attach ed Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:

List exhibits with scope of work first; budget second; and proposal last (all if applicable)

12. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum

Page 64 of 332 ends

EXHIBIT “B”

and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT wi ll provide CITY with a Taxpayer Identification Number.

14. PERMITS AND LICENSES . CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connectio n with the performance of services under this Agreement.

15. WAIVER. CITY’s review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.

16. TERMINATION.

A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause.

B. CONSULTANT may terminate this Agreement at any time with CITY’s mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date.

C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless ot herwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'’ own cost; CITY will not be obligated to compensate CONSULTANT for such work.

D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C).

E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

Page 65 of 332 ends

EXHIBIT “B”

F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.

17. OWNERSHIP OF DOCUMENTS . All documents, dat a, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY’s property. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY ’s written notice. CITY agrees that use of CONSULTANT’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY’s own risk.

18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY’s prior written approval. All p ress releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.

19. INDEMNIFICATION.

A. CONSULTANT agrees to the following:

i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY’s request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT’s officers, agents,
employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY’s sole negligence or willful misconduct.

ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance , except for such loss or damage arising from CITY’s sole negligence or willfu l misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.

Page 66 of 332 ends

EXHIBIT “B”

B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.

C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.

D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 23, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.

20. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.

CONSULTANT’s attempts to assign the benefi ts or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

21. INDEPENDENT CONTRACTOR . CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY.

CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees.

Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work me ans that CONSULTANT will follow the direction of the CITY as to end results of the work only.

22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have fre e access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement.

23. INSURANCE.

A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits

Page 67 of 332 ends

EXHIBIT “B”

Commercial general liability: $2,000,000

Professional Liability $1,000,000

Business automobile liability $1,000,000

Workers compensation Statutory requirement

B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an “occurrence,” not a “claims made,” bas is and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY.

C. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).

E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and suc h other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.”

F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 16.

Page 68 of 332 ends

EXHIBIT “B”

G. Self-Insured Retention/Deductibles. All policies required by this Agreement must allow CITY, as additional insured, to satisfy the self -insured retention (“SIR”) and deductible of the policy in lieu of CONSULTANT (as the named insured) should CONSULTANT fail to pay the SIR or deductible requirements. The amount of the SIR or deductible is subject to the approval of the Assistant City Attorn ey and the Finance Director. CONSULTANT understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by CONSULTANT as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should CITY pay the SIR or deductible on CITY’s behalf upon the CONSULTANT’S failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, CITY may include such a mounts as damages in any action against CONSULTANT for breach of this Agreement in addition to any other damages incurred by CITY due to the breach.

24. USE OF SUBCONTRACTORS . CONSULTANT must obtain CITY’s prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation.

25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedu le update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update.

26. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

If to CONSULTANT:

If to CITY:

Attention: Click here to enter text. Attention: Click here to enter text.

Click here to enter text. City of Monterey Park
Click here to enter text. Click here to enter text.

Click here to enter text. Click here to enter text.
phone phone
email email

Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.

Page 69 of 332 ends

EXHIBIT “B”

27. CONFLICT OF INTEREST . CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY’s conflict of interest regulations.

28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants tha t it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreemen t. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.

29. THIRD PARTY BENEFICIARIES . This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.

30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.

31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement.

32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or im plied, oral or written. There are Click here to enter text.

Attachments to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns.

33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.

34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such porti on enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.

35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s Manager, or designee, may execute any such amendment on behalf of CITY.

Page 70 of 332 ends

EXHIBIT “B”

36. ELECTRONIC SIGNATURES. This Agreement may be executed by the Parties on any number of separate counterparts, and all such counterparts so executed constitute one Agreement binding on all the Parties notwithstanding that all the Parties are not signatories to the same counterpart. In accorda nce with Government Code §16.5, the Parties agree that this Agreement, Agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered b y electronic transmission. Such electronic signature will be treated in all respects as having the same effect as an original signature.

37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.

38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement.

39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ reasonable control, then the Agreement will immediately terminate without obligation of either party to the other.

40. STATEMENT OF EXP ERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resou rces, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.

Page 71 of 332 ends

EXHIBIT “B”

IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.

CITY OF MONTEREY PARK Consultant name

_________________________________ ____________________________ Ron Bow, City Manager Click here to enter text.

ATTEST:

_____________________________
Vincent D. Chang, City Clerk

APPROVED AS TO FORM:

_________________________________
Karl H. Berger, City Attorney
Taxpayer ID No. enter no.

Doc enter no.

Page 72 of 332 ends

EXHIBIT “C”
1 EXHIBIT “C”

SCOPE OF WORK
City of Monterey Park, RFP # 837
VoIP Telecommunications System
Data Network Requirements

Requirements

1. The City wishes to implement a VoIP system and new data network equipment as part of this procurement.

2. During the Vendor Walk Through / Tour, the City will provide the information available on the data network.

Description of Current Technology

The City of Monterey Park implemented a NEC Digital PBX many years ago. The system has served the City well but has aged to a point that the technology is no longer current. The system supports _558_ stations across __7__ City locations.

The City has a centralized voicemail and the majority of the locations are networked together to allow 3 digits dialing between phones on the system(s). The City intends to install the new VoIP telephone system in City Hall and will work with the existing carrier to either relocate the existing Primary Rate Interface (PRI) to this specific location or replace the PRI’s with Session Initiation Protocol (SIP) services.

As part of this procurement, the City will be upgrading the existing data network switch infrastructure to provide Power over Ethernet (PoE) and Quality of Service (QoS) features and capabilities. The selected vendor will be required to install and program the proposed network switch hardware, UPS equipment and work with the City to design the subnet and IP addressing plan for the entire City. The subnet and IP address plan will include data, voice, IP-based security cameras, Wireless Access Points, HVAC and potentially some IP-based door access equipment. As part of this procurement, the City will purchase additional UPS equipment to address any new or updated network design requirements. List the required UPS equipment in the pricing section of this RFP.

Additionally, as part of this procurement, the City may need to upgrade select voice/data cable infrastructure in select buildings. The selected vendor to provide the telecommunications system and data network equipment will be required to coordinate installation and project planning activities of the voice/data cable infrastructure upgrades.

Please propose the option for the City to install a secondary core system in the City Hall Data Center.

This secondary location should provide the City with complete redundancy of the entire system including call control and voicemail.

Network Description

All major City buildings are connected with the City Owned Private Cable for WAN data network connections or carrier provided lines.

Page 73 of 332 ends

EXHIBIT “C”
2 1. Some of the closets within the various buildings are connected via fiber.

2. Vendors should assume that City will have upgraded the necessary copper and fiber optic infrastructure in City Facilities to support a VoIP Telecomm System.

3. As part of the data network implementation, the selected vendor must provide documentation related to data network requirements, such as recommended QoS templates, and be available to City staff for application support throughout the process.

Network Switching

1. Routing updates to incorporate new VLANs.

2. Data Center Switching.

3. In conjunction with the City Project Manager and Key Stakeholders, the selected vendor’s Professional Services team will participate in the development of an overall installation schedule not to exceed 3 months in duration: this includes a Network Design Review Workshop whereby City-provided documentation is carefully considered and amended, as needed, ahead of the implementation phase. Upon receiving feedback for the network design, the City will make revisions and provide final documentation to the selected vendor.

Scope of Work

Under this scope, the selected vendor shall perform the following tasks.

Design and Discovery Phase - Vendor Responsibilities:

1. Project Overview

2. Kickoff

3. Resource Scheduling

4. Project Management Introduction

5. Engineering Introduction

6. Presales Design handoff to Deployment Engineering

7. Project Review

8. Planning Workshop

9. Holistic Project Review

10. Project Goals

11. Projected Timelines

12. Project Risk Discussion

13. Network Design Review Workshop

14. Identify expected business-level and technical outcomes across all technologies to be implemented.

15. Collaborate closely on City-provided design documentation and direction with the City and its Consultant.

16. Validate purchased hardware and licensing for City Bill of Materials.

17. Provide configuration recommendations for best practices, especially in regard to VoIP implementations (including QoS, prioritization, and other factors)

18. Routing, QoS, and VLAN design and configuration review with the City

19. Design VoIP-related VLAN and QoS configurations on existing and replacement equipment, with input from the City

20. Plan for Network Routing and Switching

21. Select latest and appropriate IOS version compatible with updated infrastructure and approved by City.

22. Plan for configuration objectives, which may include the following:
a. VLAN design
b. Configure IP address on management VLAN.
c. Utilize 802.1Q to transfer VLAN between Layer 2 devices. d. QoS configuration requirements

Page 74 of 332 ends

EXHIBIT “C”
3 23. Adopt and/or refine existing passwords and switch security, including SSH, DHCP protection, ARP, and SNMP

24. Plan for Datacenter Core Switching

25. Create detailed design elements related to the core Data Center components based on design concepts and direction for the City.

26. Discuss all Core equipment capabilities and features, deploying as needed:

27. Call home

28. Online Diagnostics

29. Embedded events

30. Role-Based Access Control

31. L3 IP routing

32. L2 switching.

33. Quality of service (QOS)

34. Develop Cutover schedule by site.

35. Perform Facilities Survey of all site MDF and IDF closets to verify the following parameters:
a. Rack Space Availability
b. SFP or stacking needs.
c. Patch cable lengths, dressing issues, or cable management improvements. d. Document location, model, and serial number
e. Labor effort (ladder for installation)
f. Available Power Outlets and existing PDU plugs.

36. Propose adjustments to the Bill of Materials for SFPs, cabling, or other needs based on an assessment of actual conditions, pending review and approval by the City as Change Order(s).

Design and Discovery Phase - City Responsibilities

1. Provide overall design goals and objectives for the project.

2. Provide the following design assets:
a. Standard switch configuration requirements per site
b. IP address and Subnet information

3. Provide detailed design documentation:
a. All tele/data closet configurations
b. Create, with the selected vendor, the design documentation for the Data Center switching components and answer any questions related to the overall design. c. Signoff and approve all network designs.

4. Provide sponsorship for onsite vendor personnel when accessing closets for assessment or implementation.

5. Negotiate loading/staging areas at each site for installation.

Page 75 of 332 ends

EXHIBIT “C”
4 Switch Implementation - Vendor Responsibilities

1. Vendor to retrieve switches from City on-premise inventory in batches. Batch size to be determined during project planning.

2. Vendor and City to maintain inventory of all switch locations and reconcile inventory at the completion of the work plan.

3. Provide IOS, config, and feature set based on Network Design Review Workshop.

4. Transport Switches and ancillary equipment to sites for rack and stack.

5. Transport to City designated storage area

6. Provide physical installation of new Switches.

7. Replace and re-dress existing patch cords in a neat and clean manner, as recommended by the Facilities Survey.

8. Cabinet doors must be closeable following installation and cable management.

9. Complete the City-provided test plan.

10. Document

Data Center Core Switch Implementation - Vendor Responsibilities

1. Configure Core Switches

2. Configure management network.

3. Confirm that the firmware is at the approved version, updating as necessary.

4. Configure networking per the design and workshop.

5. Configure uplink connectivity.

6. Configure downlink connectivity.

7. Configure required VLANs.

8. Configure Interfaces

9. Configure L2 Switching

10. Configure L3 Routing

11. Configure security settings per the design and workshop.

12. Configure Analysis tools, alerts, and monitoring.

13. Deploy remaining configurations as determined in the design/workshop.

14. Configure existing production switches in the Data Center

15. Core Configurations, as needed.

16. Develop with the City an orderly, low-risk sequence of moves for converting the Core switching.

17. Perform backups of existing Core switch configurations

18. Complete the City-provided test plan

19. Remediate deficiencies of in-scope outcomes.

Post-Installation Support - Vendor Responsibilities

1. Provide two (2) hours of onsite, Post-Installation support at the start of the first business day following each cutover.

2. Please provide a full day Post- Installation support for the first day.

3. Provide Post-Implementation Documentation:
a. Update Documentation with all design and configuration completed, utilizing existing City files, as able.

Page 76 of 332 ends

EXHIBIT “C”
5 4. Provide Inventory worksheet of all installed and de-installed equipment.

5. Provide user guides for any recommended ongoing maintenance.

6. Knowledge Transfer – A minimum of 8 hours of knowledge transfer to City staff in onsite workshop and design review sessions.

7. The selected Vendor will review the City’s current network configuration, and provide suggested configurations for the following devices:
a. Routing updates to incorporate new VLANs.
b. Network Closet Switching
c. Data Center Switching
d. UPS (if anything needed to prioritize VoIP switches, routers, gateways or servers).

8. In conjunction with the City’s Project Manager and Key Stakeholders, the selected vendor’s Professional Services team will participate in the development of an overall installation schedule, which will incorporate the following:
a. Configurations provided by the vendor.
b. Installation and implementation, provided by the City. c. Vendor review and testing of completed configurations for proper functionality. d. City revisions after vendor review.
e. Final testing by the vendor for proper functionality

9. Perform Facilities Survey of all site MDF and IDF closets to verify the following parameters (this section is for the installation of Data Network Switch equipment, and VoIP equipment - phone gateways, servers and related equipment):
a. Evaluation rack space availability.
b. Advise City on how to include VoIP equipment in SFP and stacking needs. c. Identify and remove existing obsolete telephone equipment for City disposal. d. Determine VoIP installation labor effort.
e. Review City plan for UPS equipment and select UPS connection to VoIP equipment. f. Select Wall, Floor, or Rack, with a preference for Rack mounting. g. Determine Available Power Outlets and existing PDU plugs. h. Connection of VoIP equipment (only) to UPS units. If city plans to have other router, switch and data center switch equipment connected to UPS units already. i. Propose adjustments to the Bill of Materials for SFPs, cabling, or other needs based on assessment of actual conditions, pending review and approval by the City as Change Order(s) – only if needed.

10. Provide Configuration information for best practices security and management.

Network Design and Switch Installation - City Responsibilities

1. Provide overall design goals and objectives for the project.

2. Provide the following design assets:
a. Standard switch configuration requirements per site. b. IP address and Subnet information.
c. Data Center and remote site VLAN definition and priorities. d. Network Diagrams.
e. Port Mapping guidelines (existing to new)

Page 77 of 332 ends

EXHIBIT “C”
6 3. Provide VLAN & subnet information for all network components and segments,

4. Provide detailed design documentation:
a. All tele/data closet configurations.
b. Create, with selected vendor, the design documentation for the Data Center switching components and answer any questions related to the overall design.

5. Signoff and approve all network design changes/recommendations.

6. Install routers, switches, data center switches and UPS units.

7. Provide new, appropriately-sized patch cables, with exceptions to this term reviewed and agreed to by all parties.

8. Recommend sufficient Power and Power Outlets for all VoIP equipment. City Electrician or contractor to perform the electrical work. City to coordinate between electrician and vendor regarding installation schedule.

9. Vendor to notify City of required electrical work.

10. Provide HVAC for all equipment.

11. Confirm that purchased equipment meets 110V or 208V power, based on availability.

Telecom System Specifications
This section of the RFP contains the specifications and details regarding the City’s Telecommunications system requirements.

General Instructions

Written proposals are required by the City for a state-of-the-art telecommunications system as described in the sections below.

1. The proposal, estimated to be awarded in September, 2023, will be confirmed by a purchase order issued to the successful vendor.

2. The proposal will be awarded based on the overall proposal and in the best interests of the City.

Prices should be shown for each line item.

3. The City reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the City, to reject the low -price Proposal, to accept any item of any proposal, to reject any and all Proposals, and to waive irregularities and informalities in any proposal submitted or in the Request for Proposals process.

4. Equipment must be new and fully eligible for manufacturer’s warranty. F.O.B. inside delivery, City of Monterey Park 320 West Newmark Avenue Monterey Park, CA 91754

5. Freight should be included in the unit price. Inside delivery to the City. Pallets must be broken down and boxes disposed of by the selected vendor.

6. The City cannot represent or guarantee that any information submitted in response to the RFP will be confidential. If the City receives a request for any document submitted in response to the RFP, the City’s sole responsibility will be to notify respondent of a request for such document to allow the respondent to seek protection from disclosure in a court of competent jurisdiction. No documentation will be provided under FOIA until the contract has been awarded.

7. The proposal shall constitute a binding offer to sell the above- noted product(s) to the City and may not be withdrawn once the City has awarded the contract to the successful vendor.

Instructions to Proposer

1. General – The City is seeking a state-of-the-art, highly-reliable telecommunications system that will provide enhanced features and provide the City with superior service at a reasonable cost.

Page 78 of 332 ends

EXHIBIT “C”
7 2. Any proposal for a new telecommunications system must use survivable remote technology for all locations from the primary City telecommunications system.

3. System Proposals - Under this procurement, the City will accept proposals for replacement equipment for the locations mentioned in this document.

4. Please list each location separately in your proposal showing proposed equipment and costs.

5. Vendors may propose Voice over Internet Protocol (VoIP) systems. The system shall provide the following high-level features and applications:
a. Capable of supporting PRI services for inbound and outbound Public Switched Telephone Network (PSTN) services.
b. Capable of supporting SIP services for inbound or outbound Public Switched Telephone Network (PSTN) Services.
c. Capable of supporting analog PSTN services.
d. Capable of providing a single centralized voice mail system accessible to serve all users. e. All of the systems must function as if they were one. f. Capable of providing shared access to local inbound and outbound and long distance inbound and outbound services provided by carriers selected by the City. g. The City’s IT Operations are currently virtualized using VMWare. The City is open to both virtualized and non-virtualized solutions.
h. As part of the base proposal, please propose the system with you providing all needed servers and hardware, not using the City’s virtual software or hardware environment. i. As an option propose a solution using the Virtualized approach that includes all hardware and software for the virtualized VM Ware deployment for the proposed VoIP system. j. Please propose a solution using the City’s existing VMWare Environment. k. Please provide detailed information regarding the proposed system regarding current or future plans to operate in a virtual environment using VMWare. l. Unified Messaging: The proposed system should provide the ability for the City to integrate voicemail and email Office 2019 or Office 365 features and services. It is the responsibility of the Respondent to define their offering, and to provide a solution that addresses the convergence of voicemail, email, fax, and other messaging systems. Systems to be addressed will include those provided under this RFP, and messaging systems maintained by the City.
m. Telephone System Paging Function: The proposed system should also provide the ability for users with the appropriate rights to perform paging through the speakers on the telephones.

The System shall include the feature and ability for a user to dial a code and page through all phone speakers or a zoned subset of speakers on the phones installed in the specific location.
n. External Paging System Access: The City has existing external paging systems in some of the buildings. The proposed System shall include the feature and ability for a user to dial a code, access the external paging system and page through all speakers or a zoned subset of speakers.
o. Please provide a description of how the proposed system can duplicate that functional operation.
p. System Administration: A single point of management from any point on the network for all components including the IP- PBX, voicemail, auto attendant, and unified messaging system, and other ancillary systems is preferred. The management interface shall provide the capability and flexibility for rapid, efficient, and cost-effective configuration changes to user profiles and IP telephone equipment through a standard browser-based interface.

System “Self Diagnostics” and trouble reporting shall also be described. q. Capable of providing unified messaging services.

Page 79 of 332 ends

EXHIBIT “C”
8 r. Capable of providing analog telephone station, fax, modem, and overhead voice paging connectivity.
s. Capable of providing auto-attendant and dial-directory functionality for all locations. t. Capable of providing the hardware and software tools necessary to allow effective management of all communications systems from one location. u. The City is also seeking maintenance and ongoing enhancement and other support services from the selected provider; however, the City wishes to manage the day-to-day adds, moves, and changes internally. The City may wish to manage the system remotely, please describe how this application would work and how you would address security.

Configuration

1. This specification section provides further sizing, component, feature and function specifications necessary for the proposer to develop system pricing that must be detailed. However, all proposers should note the following:

2. The component quantities detailed are not necessarily the final quantities the City will purchase.

Exact quantities may increase or decrease subsequent to the release of this document.

3. While the pricing information provided in response will be used to evaluate the various proposals received, the City will not enter into a contract for those quantities upon contract award, however the detailed component pricing must be valid for 120 days from date of the proposal. Component price decreases are acceptable, but price increases will not be allowed.

4. After the contract is awarded by the City to the successful vendor, the selected vendor must conduct a thorough and complete on-site station review. This station review process, performed by the selected vendor, will identify the following:

5. The type and quantity of all telephone stations, by City location, to be installed for City users during the implementation process.

6. Conduct Departmental meetings to gather the telephone station programming, by user, including, but not limited to, telephone numbering, programmed features, call flow, recordings, detailed automated attendant operation, and voice mail capability.

7. Detailed voice system security plan that addresses the liabilities of the proposed system. Each system may require different protection measures; it is our expectation that the selected vendor will provide recommendations regarding protection of this system in the City’s environment.

8. The PSTN network interface information by customer location to provide for local, long distance, E911, and intra- organization calling.

9. The information developed through the station review process will be provided to the City both electronically and in hard copy. The selected vendor will detail the design to the City and gain the City’s acceptance before proceeding. Phased implementation will follow.

10. The Selected vendor will be required to provide complete system documentation regarding the installed equipment. This information shall include system programming binders, password listings, one-line drawing of system connectivity with the data network and WAN, etc.

11. The City will not be responsible for any equipment order placed by the vendor prior to the completion and acceptance of the station review process.

Voice Requirements

1. System Locations – Overview - The City is replacing its existing telephone systems at the locations detailed in the Table below.

2. Under this procurement the City will accept proposals for a VoIP solution from any manufacturer capable of meeting both the voice and data communications requirements detailed in this proposal.

Page 80 of 332 ends

EXHIBIT “C”
9 Location Street Address Survivable
City Hall 320 West Newmark Avenue Yes with Police
Fire Station No. 1 350 West Newmark Avenue Yes
Fire Station No. 2 2001 South Garfield Avenue Yes
Fire Station No. 3 704 Monterey Pass Road Yes
Public Works Water Plant 2655 North Delta Avenue Yes
City Yard 751 South Alhambra Avenue Yes
Library 318 South Ramona Avenue Yes
Langley Senior Center 400 W. Emerson Avenue Yes
Barnes Park 350 S. McPherrin Avenue. Yes
Garvey Ranch Park 781 S. Orange Avenue Yes
George Elder Park/Pool 1950 Wilcox Avenue. Yes
Highlands Park 400 Casuda Canyon Drive Yes
Sierra Vista Park 311 Rural Drive Yes
Service Club House 440 S. McPherrin Avenue Yes
EOC Yes

3. System Configuration – Current - Voice communications services today for the facilities are primarily provided through PRI service.

4. The City may convert to SIP services. Please quote the requested SIP software, hardware and labor as an option. The counts listed for SIP services are the required simultaneous conversations.

System Configuration – Quantities for Purposes of the RFP The proposed system must be configured to provide the quantities detailed in Table below:

Station
City Hall 460
EOC 16
Fire 62 12
Fire 63 12
City Yard 40

Page 81 of 332 ends

EXHIBIT “C”
10 Langley Senior Center 18
Total 558
*some wall mount phones outside buildings in protective case

Telephone station requirements

1. Type 1 – Single-line analog station ports.

2. These Ports will terminate in existing Modems, Fax Machines, Lift Stations, Non-Emergency Police Lines connected to the City’s PD Dispatch System, etc.

3. These analog station ports will be used to connect existing wall mounted ring down phones mounted at the Police Department and Senior Center. The phones automatically dial a specific number when a user lifts the handset.

4. Music On Hold (MOH) Ports

5. Type 2 – A minimum of 8-lines and display plus 8 programmable features, plus fixed or flexible feature keys for message retrieval, conference, forward, transfer and hold capabilities, message waiting notification, headset connectivity, a multi-line display, and a speakerphone.

6. Type 3 – A minimum 16-line telephone with a multi-line display plus 8 programmable features plus fixed or flexible feature keys for conference, transfer, forward and hold capabilities with a speakerphone.

7. Type 4 – Side Cars – Provide 24/48 button Busy Lamp Field (BLF) and Direct Station Selector (DSS) functionality. Button functionality 24/48 Button capacity.

8. Type 5 – Conference Room Station. High quality speaker phone designed to provide communication services in conference rooms of various sizes throughout City locations.

Wireless phone to base application preferred. (i.e. Polycom Sound Station 2W – type of operation)

9. Please note – This does not require you to propose only the Polycom example. This example was used to illustrate the operation the City prefers. If other speakerphones are proposed, we will review their operation accordingly.

10. Vendors are asked to make sure the count of any type of ports for these conference room phones are included in the system design, regardless of whether they are IP or Analog stations.

11. Telephone sets must be provided with a minimum of a 10/100/1000 switch port.

12. The pricing section will require pricing on all models of currently available station equipment.

13. Please provide detailed description of the digital displays included with the proposed station hardware. Specifically, we are interested in station sets that provide easily viewable displays with contrasting shades or colors for easy viewing.

14. Wireless Headset Tools – Please provide the operational details and cost for a wireless headset solution to potentially be deployed in various departments in the City. Please describe the headset’s functionality as it relates to providing the ability to answer calls, place callers on hold, and transfer calls using controls on the headset itself.

15. WiFi Wireless Handset – The City is interested in the potential use of telephones that can provide wireless handset mobility. Please describe the capability and whether the proposed system can provide this capability.

16. City is interested in seeing option of remote access via an application.

17. Vendors are required to include all new telephone sets in the proposal as included with the proposed system.

Page 82 of 332 ends

EXHIBIT “C”
11 PSTN Trunking Requirements

1. The proposed system must be able to allow both SIP and PRI circuits to terminate directly into proposed equipment. The intent is to utilize PRI or SIP as the primary inbound / outbound local service facility. The quantities and locations of PRI/SIP terminations are detailed in the equipment Table above.

2. Please propose the system with software, equipment and labor for SIP services as an option.

3. The systems must be configured to provide analog trunking, as detailed by location in the Table above. The analog trunks will provide back-up connectivity in the event of a PRI or WAN failure. The analog trunks, regardless of their location, must be able to work interactively with the PRI services such that the analog facilities are part of the normal inbound/outbound traffic pattern.

4. The systems must be configured to provide analog trunking, as detailed by location in the Table above. These lines will also be used to provide local address information to the PSAP in the event 911 is dialed. The proposed server or gateway for each location must be able to use these local lines for this 911 location identification function.

5. Each location as indicated in the Table above will have additional analog facilities to provide PSTN access in the event of a PRI, WAN, call processor, router, or any other hardware or software failure of the system. The City is only interested in systems that can provide survivability using these lines.

6. Extension of Teleco DMarc – The telephone company point of demarcation for telecom services in the Light and Water building is not in the data center. The City would like to move the DMarc to the Light and Water Data Center and install the telephone system in the data center. The City may require additional assistance to extend the telephone company Dmarc.

7. At the conclusion of the pre-proposal vendor conference, the City will conduct a site review of the Light and Water data center and the City Hall data center.

8. Please include a quote for you to extend the connections from the existing Dmarc to the Light & Water data center.

9. Required Features – The following features are required.

10. The City requires the proposed system to provide the following required features. For each feature listed, indicate if the feature is “standard” or “optional”. In a table, please provide a separate, detailed itemization of any feature listed as “optional” and the price to provide the feature.

11. Also, include any feature indicated as “optional” in the itemized pricing. The feature descriptions are intentionally generic. If the proposed system is incapable of providing a specific functionality as described, provide a detailed explanation on any alternatives available in the proposed system to provide similar functionality. Abbreviated Dial with Off-Hook Indications - Capability to have a visual indication of the off-hook condition of another station and then automatically dial that station through the depression of an associated key.

12. Account Codes

13. Alarm Indication on Attendant Console

14. Automatic Recall – Calls placed on hold recall to the station that placed them on hold after a predetermined time.

15. Automatic Call Back - Describe the trunking application of this service. Will auto-callback queue for a trunk group? Must all callers accessing the trunk group be offered callback queuing?

16. Automatic Hold - On a multi-line telephone, when a called party on an active line answers a second line, the first call is put automatically put on hold without the called party depressing a hold button.

17. Call Coverage

Page 83 of 332 ends

EXHIBIT “C”
12 18. Call Forward-Busy

19. Call Forward-No Answer

20. Call Forward-Variable

21. Call Forward-External Telephone Number - How is this feature activated? Can a remote user deactivate the feature? Can a remote user invoke the feature? Can a remote user program a new external target? Can the system detect a busy/do not answer condition at the external target, and then route to a different, pre-defined, internal or external target?

22. Call Forward-All Calls

23. Call Hold

24. Outbound Caller ID – Outbound Caller ID – Ability to assign outgoing caller ID individually by station. For example, the customer service group may need to send out the main list number, while the accounting and finance groups may choose to send out their own DID number on outgoing calls.

25. Incoming Caller ID – Please define the proposed system’s capabilities to provide incoming caller ID.

26. Call Park

27. Call Pickup (Directed and Group) - Please describe any limitations regarding the number of telephones that can be included in a single pick- up group. Please describe any limitations on the number of pick- up groups the system can provide.

28. Call Routing - Describe in detail the programming sequence for routing busy and unanswered calls. How many destinations or targets (i.e., if A is busy go to B, if B is busy go to C, if C is busy go to D, etc.) can be programmed for external calls? For internal calls? Can the routing be different for external and internal calls? Can different routing sequences be employed dependent on time-of-day? Day-of-week? Can a routing sequence have first an external target, and if that target is busy or does not answer, then look to an internal target?

29. Can routing to voicemail greetings be different for internal and external calls?

30. Call Transfer (Screened and Unscreened) - Specify any limitations on the retention of caller ID, trunk group ID, or DNIS ID information in transferring. That is, will there ever be a loss of caller identification because of multiple transfers of a single call? If so, specify the information that will be lost and after how many transfers will the loss occur.

31. Call Waiting Indication (Visual and Audible)

32. Camp-On (from Other Extensions)

33. Class of Service (COS) - The system should allow a system manager to set access privileges for each extension.

34. Standard Conferencing - What is the total number of callers that can participate in a conference call? How many internal callers? How many external callers? Is there a limit on the number of conferences occurring simultaneously in the proposed system? If so, what is the limit?

35. Conference Bridge – Please provide a proposal for a Conference Bridge including the needed equipment and operational software to provide a conference bridge to allow 8 to 10 conference participants. Please itemize the cost of the system in the Optional Equipment table later in the RFP.

36. DNIS Compatibility

37. Distinctive Ringing – Is there a different ring tone for internal vs. external call?

38. Directory - Describe the capability of the proposed digital / IP station sets to provide a name database look-up through the display. Is there a single key depression dialing of a name appearing in the display? Is this functionality transparent between systems?

39. Do Not Disturb

40. Executive Busy Override

Page 84 of 332 ends

EXHIBIT “C”
13 41. Incoming Line Identification

42. Hot Desk Operation – Allow system users to log in and log out of telephones throughout the system.

43. Paging and Intercom Operation – Proposed VoIP System – The system should provide the ability for the City to define specific stations to be included in an intercom.

44. This system should also provide the ability for the City to perform pages throughout the system using the speaker on the telephones. The page groups would be defined for each location.

45. Please explain the limitations (if any), additional software needed to enable this function and proposed system capabilities.

46. Last Number Redial

47. Line Privacy - When active, this feature should prevent all other parties from breaking into a call.

48. Music on Hold - Music-on-hold must be applied on station selective basis. System must support .wav, .mp3, .wmv, .m4a files as the music source.

49. Mute key

50. Night Answer Mode

51. Paging Access

52. Priority Queuing

53. Remote Call Forwarding – Ability to invoke or change call forward target from a remote location. That location may be either another phone on the system or at a location not on the system.

54. Remote Diagnostics/Remote Maintenance.

55. Save/Repeat Dialing.

56. Speed Dialing (System, Group, and Station – specify quantities),

57. Station – to – Station Intercom - Capability to depress a specific key, dial a two-digit code, activate a line associated with a specific key on another station, and on answer establish a talk-path.

58. Station-to-Station Paging – Please describe the options and limitations regarding the proposed system’s ability to provide paging functionality through the speakers on the proposed phones.

59. Hands Free Answer Back – Optional Feature - Please describe the proposed systems ability to provide this feature. When a page or intercom call is placed to a specific room or phone, the calling person’s voice is heard through the speaker on the phone that was called. Please advise if the system can allow the called party to respond to the page or intercom call by just talking back to the phone, without lifting the receiver or pushing a button on the phone.

60. Station Hunting – Circular - Busy station has a specific station to which calls are routed and hunting sequence is identical each time a call occurs. That is, station A hunts to B, which hunts to C, which hunts to D.

61. Station Hunting – Distributed - Busy station hunts to a group of stations, and the hunting sequence are random. That is, A hunts to B, C, or D based on random selection.

62. Traffic Measurement/Traffic Reports - The proposed system should provide basic traffic information and make this information available through the System Management device provided. This information should be sufficiently detailed so that the proposed administration system can produce traffic reports.

63. Blockage per trunk, Blockage per trunk group, Specific hunt group information, and feature utilization

64. Internal station to station calling.

65. For the traffic measurement information listed above, please answer the following questions:

How is this information made available? 5.3.7.51.6.2. Can the City develop customized reports? How long can the system store the information before customer retrieval? If data

Page 85 of 332 ends

EXHIBIT “C”
14 storage is limited, can the data be moved to another media type and archived? Please describe the recommended solution to address this need. What database or software tool format is used for this data?

66. Transfer Call back to Attendant

67. Twinning – Please include the ability for the system to provide twinning to interact with the City’s mobile devices. The operation should allow City system users, while on a cell phone call, to be able to arrive back at the office, dial a code on the cell (or desk phone), and move the call to/from the desk phone.

68. Unassigned Numbers - What happens when an internal caller dials an unassigned telephone number? What happens when an external caller dials an unassigned DID number? Please detail all options.

69. Variable Ring-tones on Telephone Stations - How many ring- tones are available on the proposed digital and/or IP telephones? Can the user change the ring-tones? The system must be able to add custom ring tones by the user.

70. Voice Announce Intercom – Ability to dial a one or two-digit number and automatically connect to another phone in hands-free mode.

71. Variable Call Recording – Ideally, the City would like the system to allow internal or external calls to stations to be recorded On Demand from any station on the system and allows easy access to retrieving these recordings. Please describe any options for the proposed system to provide various levels of recording dynamically vs. recording all calls.

OPTIONAL Call Recording System

1. Please include the costs for a call Recording System.

2. Please describe how the proposed system stores the recording, how they are indexed, and how the City would retrieve various call recordings.

3. Please describe the retention capabilities of the recording system. Can recordings be set to be retained for X number of days and automatically purged?

OPTIONAL Costs - Call Accounting System and Call Detail Reporting

1. Please provide a proposal for a call accounting system. Itemize the cost of the system in the Optional Equipment table later in the RFP. Provide the following information regarding the proposed Call Accounting System:
a. Describe the specific relationship with the manufacturer.

2. Reports for the proposed call accounting system should provide the ability for the City to obtain reports providing calling activities for all stations, allocate calling expenses to various departments, length of calls, frequency of calls to a specific number, internal station to station calling, etc. Please describe the functions of both the proposed system(s).

3. The proposed telecommunications system and Call Accounting System should provide the ability for the City to obtain call accounting information for both outgoing and incoming calls.

Please provide a description regarding how the system can provide this function. The City would also like to gather information regarding internal station-to-station calling. D escribe the proposed system’s capabilities to provide this capability. Your description should also include any monthly costs. Please provide details.

Disaster Recovery Issues

1. System Outages

2. When software maintenance is performed on the system, is a restart required?

3. Typically, what will the duration of a system restart be for a system of this size?

Page 86 of 332 ends

EXHIBIT “C”
15 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.

Page 87 of 332 ends

EXHIBIT “C”
16 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.

Page 88 of 332 ends

EXHIBIT “C”
17 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.

Page 89 of 332 ends

EXHIBIT “C”
18 Reference
#1
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System

Description of Comparative System
– please be specific and detailed on
number of locations and phones

Reference #2
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System

Description of Comparative System
– please be specific and detailed on
number of locations and phones

Page 90 of 332 ends

EXHIBIT “C”
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.

Reference
#3
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System

Description of Comparative System
– please be specific and detailed on
# of locations and phones

Page 91 of 332 ends

EXHIBIT “C”
20 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 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

Page 92 of 332 ends

EXHIBIT “C”
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.

Page 93 of 332 ends

EXHIBIT “C”
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?

Page 94 of 332 ends

EXHIBIT “C”
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.

Page 95 of 332 ends

EXHIBIT “C”
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

Page 96 of 332 ends

EXHIBIT “C”
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.

Page 97 of 332 ends

EXHIBIT “C”
26 Facility Qty Price Install Total
(List all component parts of the system)

City Hall
Fire 62
Fire 63
City Yard
Langley Senior Center

Voicemail System

Unified Messaging

Sub-total – Hardware / Software
Shipping
General Install and Training
Tax Exempt
Total Purchase Price

Page 98 of 332 ends

EXHIBIT “C”
27 E-911 Station Locator Option Pricing

Solution Component - Name Qty Discounted
Price Install Total
Type 1 (List all component parts
of the system)

Total Purchase Price
Migration Type 1 to Type 2
Migration Type 1 to Type 3
Type 2 (List all component parts
of the system) Shipping

Total Purchase Price
Migration Type 2 to Type 3
Type 3 (List all component parts of
the system) Taxes

Total Purchase Price
Optional Equipment

Qty Total Price Install Total
(List all component parts of
the system)

Call Accounting System
Conference Bridge
Recording Device/System
SIP Trunking
Cradle to Grave Reporting

Page 99 of 332 ends

EXHIBIT “C”
28 Additional Telephone Station Pricing
Station Type Qty Total Price Install Total

Lease Rates – Complete the following table for a $1 buy-out municipal lease to finance the hardware/software costs of the proposed system.

Term
Monthly
Rate Factor
Effective
Interest Rate
36-month Term
60-month term
84-month term

Page 100 of 332 ends

EXHIBIT “C”
29 Maintenance Pricing – Using the following table, please provide a detailed description and a maintenance quote that includes the following:

1. Software Upgrade Costs – Including Labor.

2. Software Update Costs – Including Labor.

3. Software Assurance – Including Labor.

4. Hardware Coverage – Including Labor.

5. Phone Coverage – Including Labor Maintenance Support without Telephones

Component - Name Qty First Year
Maintenance
Costs
Total Annual Second Year
Maintenance Cost
(List all component parts of the
system)

Total Maintenance Price

Page 101 of 332 ends

EXHIBIT “C”
30 Maintenance Support with Telephone Coverage

Maintenance Support, 3 year Pre-paid Contract

Component - Name Qty First Year
Maintenance
Costs
Total Annual Second Year
Maintenance Cost
(List all component parts of the
system)

Total Maintenance Price
Component - Name Qty 3 year Maintenance Costs
(List all component parts of the system)

Total Maintenance Price

Page 102 of 332 ends

EXHIBIT “C”
31 Data Network Equipment List Bill of Materials (BOM)
Data Network Equipment - Data Network Pricing – It is the City’s intent to use this RFP procurement process to purchase both the new VoIP Telecommunications System and Updated Data Network Equipment. The required data network equipment and UPS equipment have been designed to provide for the current and future needs of the City for both voice services and data networking.

Vendors are asked to expand the BOM tables as required to provide itemized, component pricing for the proposed system to meet the requirements of the proposed system for the City. 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.

Page 103 of 332 ends

EXHIBIT “C”
32 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 work. The Proposer shall, at their own expense and without cost to the City and within a

Page 104 of 332 ends

EXHIBIT “C”
33 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.

Page 105 of 332 ends

Staff Report
October 18, 2023
ATTACHMENT 2
Intelesys Proposal

Page 106 of 332 ends

Response to:

VoIP Telecommunications System,
RFP # 837

Date: September 5, 2023

Contact: Aaron Betts, Operations Officer
909-809-7332
[email protected]

Intelesys | Ontario, CA | (888) 546-8353 | www.it4ps.com ATTACHMENT 2

Page 107 of 332 ends

Headquarters Location
3155-B East Sedona Court
Ontario, California 91764
888.546.8353 | Intelesys.com

Cover Letter
Thank you for allowing Intelesys the opportunity to present our proposal recommendations on the City of Monterey Park’s RFP for a VoIP telecommunications system. As a top provider of telephone system solutions for local municipalities in Southern California for the last 20 years, Intelesys has thorough knowledge of the unique needs of cities in a communications system.

Intelesys has elected to present the Mitel solutions as a premise based offering, GoTo as a hybrid offering, and RingCentral as a pure cloud deployment, all designed and installed by our certified local team of professional staff.

Intelesys strongly believes you are evaluating two crucial components of a new hosted system, the cloud product itself, which is managed and maintained by the provider, and the integration of the hosted product to your local facility and users. We encourage evaluation on both components to ensure the best possible final outcome of you project.

Intelesys is a technology solutions company headquartered in Ontario, California, serving the southern California market for nearly 3 decades. We provide best-in-class technology solutions to government and education institutions, serving as a trusted technology partner providing full management and support of each proposed solution. Intelesys is a certified designer and installer for all three providers, with local hands on support for third party integrations and network design and assistance for proper deployment and ongoing management of the chosen solution.

Key Intelesys Support Advantages:
• AI Voice Greetings – Choose an AI voice of your preference and get a consistent and professional messaging brand with easy to implement changes now and down the road as needs change
• Professional Call Flow Development – Our 29 plus years’ experience in designing and installing telephone systems allows us to bring a rich history of what works and how to deliver calls quickly and efficiently to their destination • Experienced Integrator – From data network design recommendations for high quality voice to external paging systems and door entries, the Intelesys team knows how to tie everything together for a complete, comprehensive solution. • Hands-on training and support – Partnering with a local vendor delivers the value of the cloud combined with the access to local technical resources when needed. Onsite training as part of our standard offering allows for the option of a focused class environment to facilitate the best possible system learning and adoption. • Government Expertise – For over two decades, Intelesys has developed an intimate understanding of the government market sector thru our client partnerships and industry peer groups such as MISAC (Municipal Information Systems Association of California) which we have attended for the past 14 years. Our experience gives us unique insight to specific needs such as public records requirements and community engagement goals.

Page 108 of 332 ends

The core to our successful implementation is a proven project management process. Our company and staff have been professionally managing installations of communications platforms for decades and we have developed a systematic approach to managing a project to completion with proper communication and tracking at all levels. A tightly managed, detailed project plan is the beginning, middle, and end to any successful deployment.

With over 40 municipal VoIP installations in Southern California, we deliver projects on time and within budget, all while maintaining a strong focus on user satisfaction and technology adoption. Technology has changed, but our commitment to proper system design and smooth installations remains the same. We leverage our twenty-nine plus years’ experience and proven methods to deliver exceptional deployments.

Our company president, Rick Balzer, had the pleasure of serving the City of San Marino as their fractional IT Director for 14 months while they sought a permanent hire. During that time a unique appreciation was developed for the role of city staff in community, and their importance of delivering responsive communication. Our staff would welcome the opportunity to speak with your team to review our recommendations made in this proposal. Thank you for your consideration.

With respect,

Rick Balzer
President

Page 109 of 332 ends

City of Monterey Park
Request for Proposals
Table of Contents
A. Project Cover Page ........................................................................................................................... 1 B. Project Cover Letter ......................................................................................................................... 2 C. Table of Contents ............................................................................................................................. 4 D. Introduction – Section 1 ................................................................................................................. 5 E. Project Analysis – Section 2 .......................................................................................................... 9 F. Objective, Scope – Section 3 ..................................................................................................... 11 G. Work Program – Section 4 ......................................................................................................... 14 H. Methodology – Section 5 ........................................................................................................... 41 I. Project Management – Section 6 ............................................................................................ 45 J. Assigned Personnel – Section 7 ............................................................................................... 46 K. Schedule – Section 8 .................................................................................................................... 49 L. Program Monitoring – Section 9 ............................................................................................. 51 M. City Resources – Section 10 ....................................................................................................... 53 N. Subcontractors – Section 11 ...................................................................................................... 54 O. Capability and References – Section 12 ................................................................................ 55 P. Alternative Proposals – Section 13 .......................................................................................... 58 Q. Conflict of Interest – Section 14 ............................................................................................... 59 R. Pricing Comparison – PART II ................................................................................................... 60 S. MiVoice Business Pricing ............................................................................................................ 65 T. GoTo Connect Pricing .................................................................................................................. 66 U. Ring Central Pricing ...................................................................................................................... 69 4

Page 110 of 332 ends

Introduction – Section 1
Intelesys with locations in California and Arizona, has been proudly serving municipalities, state and federal agencies, education institutions, and private enterprises since our start in 1994.

Company Vision – To implement world class hosted telephony / collaborations solutions with the benefit of local hands-on experience and design.

Company Mission – To deliver Hosted UCaaS products and services to the public sector market in a cost effective manner while maintaining a local presence for personalized support and seamless migrations. With the ability to bring multiple vendors to the table, Intelesys can leverage its 25+ years’ experience in implementing telephone and collaboration solutions to the end user. Our 10 plus month certification process ensures the client will be dealing with top performing suppliers implemented by a local resource that has real world experience in our local geographic market.

Rich company history in designing and installing communications platforms for municipal entities.

Your primary contact:

Name: Aaron Betts
Address: 3155-B East Sedona Court, Ontario, CA 91764
Direct: (909) 802-7338
Fax: (909) 305-2100
Email: [email protected]

Federal Tax ID: 95-4583269
ICS Intelesys Inc., dba Intelesys,
is a California Corporation
5

Page 111 of 332 ends

Intelesys is a fiscally sound organization with over $1M in cash assets and no long-term debt. Our firm has consistently engaged in municipal projects exceeding over $1M in scope and 12 months in duration. Neither our firm nor any shareholder has ever filed for bankruptcy protection.

Core Competencies
We view municipalities as more than customers. Government agencies represent 74% of our business and our City
Government clients are a key focus of our VIP Program. We specialize in the Southern California market serving California agencies – they are our 100% focus! A key advantage
Intelesys has in this RFP project is that our headquarters is in Ontario, CA, right down the freeway from Monterey Park.

Intelesys is a full-service IT company offering network design and management services, IT project- based work, and fully implemented hosted and premise telephony solutions. Intelesys is a certified installer for all three products quoted in this RFP, allowing us to offer turnkey solutions, including integration of third-party products such as paging and analog devices.

Intelesys also provides local onsite training and go live support as part of our inclusive offering to ensure end users are properly educated on the operation of the new system. Most of our municipal clients prefer the white glove approach we offer as a single point of contact for the entire conversion process. Our experience combined with world-class offerings ensures you get the best of both worlds.

Since we dispatch locally out of our Ontario office, we are able to accomplish the white glove management process in a cost-effective manner without using any subcontractors.

Intelesys has partnered with the industry’s most trusted hosted UCaaS solution providers to deliver best-in-class solutions to our clients. Our strategic relationships include Ring Central, 8x8, GoTo, DialPad, ZOOM. Microsoft Teams, and many other regional providers.

Page 112 of 332 ends

Experience with Similar Environments
Intelesys is not only certified with each quoted provider, but we are also long-term dealers for NEC and our engineers have extensive experience with your current phone system platform. Having experience and knowledge of the current system allows us to pull down current programming, identify existing resources and telephone numbers, and isolate features in use that are critical to move forward to the new cloud platform. We have managed ports of over 500 DID numbers, and implemented systems with thousands of endpoints, delivering smooth transitions with minimal resources needed from internal staff,
Intelesys support goes far beyond just our clients to the municipality industry as a whole. We have been proud partners with MISAC, Municipal Information Systems Association of California, for over 14 years. Our president Rick Balzer has twice been a featured presenter at the statewide conference in 2019 detailing the need to view IT as an investment, not an expense, and in 2022 as an expert on migrating from premise-based telephone systems to cloud base hosted UCaaS solutions. Our partnership allows us to bring new technologies to our clients on an ongoing basis.

Commitment to Customer Success
As a service organization, Intelesys is fanatical about customer service. We utilize an industry approved
third party Net Promoter score to statistically
measure our client satisfaction. Every service ticket
received by our firm closes with a third-party survey
to measure our service levels. ON a scale of -100 to
100, firms that receive above 60 are considered world
class. Intelesys has never dipped below a 90 rating in the last 16 consecutive quarters, sharing a client
perception with firms such as Harley Davison and
7

Page 113 of 332 ends

Apple. Any single reported survey that drops below 80 is reported to our company President and receives a call from a company executive to discover how we might have better served that particular end user.

Our attention to detail has been recognized on a national scale by California State University San Bernardino, and many technology vendors including TRA, NEC, Mitel, HP and Dell. Intelesys was proud to be named “Service Entrepreneur of the Year” by the California State University system’s coveted Spirit of the Entrepreneur council. Intelesys President Rick Balzer stays active within the CSBU community, helping emerging entrepreneurs pitch and promote their new ventures.

Page 114 of 332 ends

Project Analysis – Section 2
The phone system replacement project for the City of Monterey Park represents a series of challenges Intelesys has faced many times in similar government accounts. The success of the project can be broken down into five components; Identification of as-built specifications in the current system, data network analysis and preparation for managing the voice traffic migration to the network, creating a resilient and redundant design to accommodate the importance of uninterrupted communication especially as it relates to Fire and Police, identifying and designing the new solution to accommodate the required functions in the current system blended with the new available technology, and creating a cost effective pathway for the city to manage today’s communication needs with the future needs of tomorrow.

Any successful project begins with a thorough understanding of the current environment.

Without understanding the tools in place today or how they interact with business operations, it is difficult to achieve a final result that will be ideal let alone one that will be superior to what is currently in place. In addition, it is critical to understand how users interact with the technology in place today while trying to plan what will help them improve efficiency for tomorrow.

Voice, although not resource intensive, has a critical trait not present in much of the other data that runs on the current data network. Voice is a real-time communication and it requires consistent available resources for a call to be judged successful. While a webpage can load a little slower or application can react inconsistently without much notice to the end-user, a real- time telephone call will appear choppy or unclear if proper resources are not available.

Managing critical resident communication, including first responder needs, means the solution has to be resilient in its overall performance and have elements of redundancy to eliminate single point failures. Redundancy is defined in this case by a separate service from a separate provider over a separate medium. While no system is fully immune from technological failure, elements should be added to create as stable an environment as is possible or needed. 9

Page 115 of 332 ends

The most advanced, well performing product can be viewed through a negative lens if it is not designed to address the specific needs of the environment in which it is deployed. In any new solution there will be incredible advancements in product performance and there will be things that are not the same or lost as in the current solution due to changes in technology and market needs. Inevitably there will be users that ask what happened to their button they used or why doesn’t this work the same. Thorough work in identifying current configuration and explaining new features is critical to any successful deployment and adoption.

While every organization has to consider the impact of cost on decisions, municipal entities have an added responsibility to ensure public funds are spent properly and wisely. Finding the balance between an under resourced solution and one that is built out with every imaginable bell and whistle can be challenging, especially when it comes to technology. In fact in some cases the more advanced solution may not be desirable in certain environments. Most municipal entities have acknowledged this challenge by changing RFP requirements from lowest bid to best value for the organization.

In addition to the above consideration, it is worth noting that this project will be displacing a system and set of tools it is been in place for decades with a new solution that will likely be in place for at least 7 to 10 more years. This is a significant investment in time and direction on both the start and completion of the project that warrant proper consideration. As this is a first- line technology that will interact with many residents and community business owners, proper selection becomes an important aspect of making sure the city of Monterey Park’s values and objectives are properly conveyed in their interactions with the community. 10

Page 116 of 332 ends

Objective, Scope, Nature of Proposed Program
(Section 3)
The overall objective of this project is to provide a turnkey replacement of the city of Monterey Park’s telecommunication system. Through proven methodical processes Intelesys can provide an end-to-end solution accounting for all aspects of the project including data network preparation, dial tone configuration, system discovery, design, deployment, and end-user training. With hands-on local support provided exclusively by company employees, Monterey Park can be rest assured that complete quality control will be managed and maintained by Intelesys staff.

Intelesys has been an NEC partner and distributor for over 20 years. This puts us in a unique position to fully understand your current system environment and how it is programmed, all with the ability to pull information out of the product when necessary. In addition, our staff are fully certified IT professionals with experience in delivering full IT support and management to local municipalities. Any technology or integration into the do network will be accomplished in a manner consistent with CJIS policies and NIST framework.

Call quality is one of the most common complaints about Voice over Internet Protocol (VoIP) solutions. The reality is VoIP can deliver among the clearest quality calls of any type of medium available. Call quality is predictable and manageable in advance of deploying a new solution. Intelesys will develop a network map laying out the switching and routing and suggest changes to account for the new traffic such as quality of service and VLAN set up. Our team of engineers will deploy probes on the network at strategic locations to determine adequate capacity exists with measurements done over a period of time to account for variations. Lastly our team can test the network conditions while simulating voice traffic in the impact on the overall environment.

When communications are defined as mission-critical, it is imperative to have multiple forms of access to the outside world creating solution redundancy. The premise-based solution has 11

Page 117 of 332 ends

access to different types and forms of dial tone including Internet dial tone, traditional analog telephone lines, and cellular backup. While all of these sources are unique and create a solid redundant strategy, they are all contingent upon access to the local geographic offices. In the cloud-based solutions redundancy can come from multiple Internet sources as well as cellular backup and smart phone access to system dial tone. These access methods create a redundancy across both types of service and are available in any geographic location where Internet or cellular signal can be accessed. This is also seen as a solid redundant strategy. However, if all Internet and cellular communications were down, the solution would be unavailable to end-users until the services are restored. It should be noted that while the solution is unavailable, the cloud-based solution will still receive telephone calls, take voicemails, and deliver voicemail via email if desired.

Customization of Monterey Park’s chosen solution is a critical component in having technology properly service end-users. Most systems on the market today have hundreds of features designed to help users be more productive. Intelesys leverages our decades of experience in setting up solutions for municipal clients across Southern California, not to deliver a hosted feature, but to utilize the features in a design that will help users solve communications needs and problems. Invariably change is going to allow users to be more efficient and, in some cases, require users to adjust the way they handle some things differently versus what the technology did in the past. Even with the best planning intentions, Intelesys knows through experience that end-users will want things modified after the system is designed and experienced. That’s why with every deployment, we have staff on-site to track any requested changes, put a process in place to have changes approved, and set aside time to find tune the system once it is installed.

In addition, our staff will offer post-installation training 2 to 4 weeks after the product is installed to address any outstanding questions or concerns or guarding the product performance. 12

Page 118 of 332 ends

Choosing between product solutions and product architecture can be a daunting task for staff that may not have experience in analyzing telecommunications technology. In reality there is no perfect solution, but rather a choice of benefits versus costs for each product line. It may be ideal for the city to outsource the maintenance and upkeep of a major system like telecommunications, or there may be a preference for a more customized solution that is owned by Monterey Park. Also, within each product type there are multiple vendors to choose from, each with their own set of advantages and disadvantages. Intelesys’ objective is to be a consultative resource in helping Monterey Park evaluate the differences in the offerings, define the priorities for the project, and select the platform that is most aligned with the goals of the city. As a local integrator, Intelesys is well-versed in each product line with the integration aspects across the products being very similar.

Regardless of the product type or vendor selected, Intelesys presents itself as a proven industry performer with over 30 years’ experience in telecommunications and over 20 years’ experience specifically in the municipal sector within Southern California. All three products are available and presented at pricing at or better than statewide negotiated joint purchase agreements accessible to government agencies. These pre-negotiated rates ensure that the city Monterey Park will get the best value for their dollar no matter what solution is selected. As a client of Intelesys all of our services and designs are backed up by company staff committed to the long- term relationship with the city of Monterey Park. This is an augmentation for Monterey Park staff as with each offering the city will be a direct client of the chosen platform with direct access to their teams and support.
13

Page 119 of 332 ends

Work Program – Section 4

Intelesys will perform all the work listed in the Scope of Work section (listed below). All items listed in the Scope of Work section are supported on all proposed systems excluding the exceptions listed below. As an Integrator, Intelesys will be the point of contact for any options that require vendor intervention.

Scope of Work Exceptions:

PSTN Trunking Requirements

12. Account Codes – This is not supported by Ring Central or GoTo.

13. Alarm Indication on Attendant Console – This is not supported by Ring Central or GoTo. 40 . Executive Busy Override – GoTo does not support this option 52 . Priority Queuing – This is available with optional Contact Center licensing on all platforms 63 . Blockage per Trunk… - This is not supported by Ring Central or GoTo Optional Costs – Call Accounting System and Call Detail Reporting

1. Call Accounting System – Not available on GoTo. Both Ring Central and Mitel have and optional package with BrightMetrics that provides Cradle to Grave reporting and inline recording playback.

Voicemail System

1. Features
h. Check Receipt of Delivered Messages – This is not available on any of the submitted platforms.
i. Allow user to optionally hear the calling number – This is not available on Ring Central or GoTo. Timestamp is listed in the app.
j. Changeable Passwords
a. Force password change - This is not supported by Ring Central or GoTo. b. Lock-out from invalid passwords - This is not supported by Ring Central or GoTo.
p. Message Pause – This is not supported by Ring Central or GoTo. q. Message Privacy – This is not supported by Ring Central or GoTo. w. Message Undelete – This is not supported by any of the submitted platforms. x. Mirrored Mailbox – This is not supported by any of the submitted platforms. All platforms can deliver a voicemail to multiple users via an email distribution list. y. Outbound Notification of Messages - This is not supported by any of the submitted platforms. All platforms can deliver via email.
z. Priority Queuing of Messages – This is not supported by any of the submitted platforms.
aa. Recent and Past Change History – This is not supported by any of the submitted 14

Page 120 of 332 ends

platforms. Intelesys can provide the city with a review of system changes on a regular basis.
cc. Personalized Greetings when on phone – This is not supported by any of the submitted platforms. All platforms can have multiple greetings but can only have 1 active greetings at a time.
ee. Personalized Greetings menu - This is not supported by any of the submitted platforms.
ff. Scheduled Delivery of Message - This is not supported by any of the submitted platforms.
gg. Speech Recognition – This is not supported by any of the submitted platforms. hh. Message Distribution Lists – This is not supported by Ring Central or GoTo.

Page 121 of 332 ends

EXHIBIT
“C”

SCOPE OF
WORK
City of Monterey Park, RFP #
837
VoIP Telecommunications
System
Data Network
Requirements

Requirements

1. The City wishes to implement a VoIP system and new data network equipment as part of this procurement.

2. During the Vendor Walk Through / Tour, the City will provide the information available on the data network.

Description of Current Technology

As part of this procurement, the City will be upgrading the existing data network switch infrastructure to provide Power over Ethernet (PoE) and Quality of Service (QoS) features and capabilities. The selected vendor will be required to install and program the proposed network switch hardware, UPS equipment and work with the City to design the subnet and IP addressing plan for the entire City. The subnet and IP address plan will include data, voice, IP-based security cameras, Wireless Access Points, HVAC and potentially some IP-based door access equipment. As part of this procurement, the City will purchase additional UPS equipment to address any new or updated network design requirements. List the required UPS equipment in the pricing section of this RFP.

Please propose the option for the City to install a secondary core system in the City Hall Data Center.

This secondary location should provide the City with complete redundancy of the entire system including call control and voicemail.

Network Description

All major City buildings are connected with the City Owned Private Cable for WAN data network connections or carrier provided lines.
16

Page 122 of 332 ends

1. Some of the closets within the various buildings are connected via fiber.

2. Vendors should assume that City will have upgraded the necessary copper and fiber optic infrastructure in City Facilities to support a VoIP Telecomm System.

Network Switching

1. Routing updates to incorporate new VLANs.

2. Data Center Switching.

Scope of Work

Under this scope, the selected vendor shall perform the following tasks.

Design and Discovery Phase - Vendor Responsibilities:

1. Project Overview

2. Kickoff

3. Resource Scheduling

4. Project Management Introduction

5. Engineering Introduction

6. Presales Design handoff to Deployment Engineering

7. Project Review

8. Planning Workshop

9. Holistic Project Review

10. Project Goals

11. Projected Timelines

12. Project Risk Discussion

13. Network Design Review Workshop

14. Identify expected business-level and technical outcomes across all technologies to be implemented.

15. Collaborate closely on City-provided design documentation and direction with the City and its Consultant.

16. Validate purchased hardware and licensing for City Bill of Materials.

17. Provide configuration recommendations for best practices, especially in regard to VoIP implementations (including QoS, prioritization, and other factors)

18. Routing, QoS, and VLAN design and configuration review with the City

19. Design VoIP-related VLAN and QoS configurations on existing and replacement equipment, with input from the City

20. Plan for Network Routing and Switching

21. Select latest and appropriate IOS version compatible with updated infrastructure and approved by City.

Page 123 of 332 ends

23. Adopt and/or refine existing passwords and switch security, including SSH, DHCP protection, ARP, and SNMP

24. Plan for Datacenter Core Switching

25. Create detailed design elements related to the core Data Center components based on design concepts and direction for the City.

26. Discuss all Core equipment capabilities and features, deploying as needed:

27. Call home

28. Online Diagnostics

29. Embedded events

30. Role-Based Access Control

31. L3 IP routing

32. L2 switching.

33. Quality of service (QOS)

34. Develop Cutover schedule by site.

36. Propose adjustments to the Bill of Materials for SFPs, cabling, or other needs based on an assessment of actual conditions, pending review and approval by the City as Change Order(s).

Design and Discovery Phase - City Responsibilities

1. Provide overall design goals and objectives for the project.

2. Provide the following design assets:
a. Standard switch configuration requirements per site b. IP address and Subnet information

4. Provide sponsorship for onsite vendor personnel when accessing closets for assessment or implementation.

5. Negotiate loading/staging areas at each site for installation. 18

Page 124 of 332 ends

Switch Implementation - Vendor Responsibilities

1. Vendor to retrieve switches from City on-premise inventory in batches. Batch size to be determined during project planning.

2. Vendor and City to maintain inventory of all switch locations and reconcile inventory at the completion of the work plan.

3. Provide IOS, config, and feature set based on Network Design Review Workshop.

4. Transport Switches and ancillary equipment to sites for rack and stack.

5. Transport to City designated storage area

6. Provide physical installation of new Switches.

7. Replace and re-dress existing patch cords in a neat and clean manner, as recommended by the Facilities Survey.

8. Cabinet doors must be closeable following installation and cable management.

9. Complete the City-provided test plan.

10. Document

Data Center Core Switch Implementation - Vendor Responsibilities

1. Configure Core Switches

2. Configure management network.

3. Confirm that the firmware is at the approved version, updating as necessary.

4. Configure networking per the design and workshop.

5. Configure uplink connectivity.

6. Configure downlink connectivity.

7. Configure required VLANs.

8. Configure Interfaces

9. Configure L2 Switching

10. Configure L3 Routing

11. Configure security settings per the design and workshop.

12. Configure Analysis tools, alerts, and monitoring.

13. Deploy remaining configurations as determined in the design/workshop.

14. Configure existing production switches in the Data Center

15. Core Configurations, as needed.

16. Develop with the City an orderly, low-risk sequence of moves for converting the Core switching.

17. Perform backups of existing Core switch configurations

18. Complete the City-provided test plan

19. Remediate deficiencies of in-scope outcomes.

Post-Installation Support - Vendor Responsibilities

1. Provide two (2) hours of onsite, Post-Installation support at the start of the first business day following each cutover.

2. Please provide a full day Post- Installation support for the first day.

3. Provide Post-Implementation Documentation:
a. Update Documentation with all design and configuration completed, utilizing existing City files, as able.
19

Page 125 of 332 ends

4. Provide Inventory worksheet of all installed and de-installed equipment.

5. Provide user guides for any recommended ongoing maintenance.

6. Knowledge Transfer – A minimum of 8 hours of knowledge transfer to City staff in onsite workshop and design review sessions.

10. Provide Configuration information for best practices security and management.

Network Design and Switch Installation - City Responsibilities

1. Provide overall design goals and objectives for the project.

Page 126 of 332 ends

3. Provide VLAN & subnet information for all network components and segments,

5. Signoff and approve all network design changes/recommendations.

6. Install routers, switches, data center switches and UPS units.

7. Provide new, appropriately-sized patch cables, with exceptions to this term reviewed and agreed to by all parties.

9. Vendor to notify City of required electrical work.

10. Provide HVAC for all equipment.

11. Confirm that purchased equipment meets 110V or 208V power, based on availability.

Telecom System Specifications

This section of the RFP contains the specifications and details regarding the City’s Telecommunications system requirements.

General Instructions

Written proposals are required by the City for a state-of-the-art telecommunications system as described in the sections below.

1. The proposal, estimated to be awarded in September, 2023, will be confirmed by a purchase order issued to the successful vendor.

2. The proposal will be awarded based on the overall proposal and in the best interests of the City.

Prices should be shown for each line item.

4. Equipment must be new and fully eligible for manufacturer’s warranty. F.O.B. inside delivery, City of Monterey Park 320 West Newmark Avenue Monterey Park, CA 91754

5. Freight should be included in the unit price. Inside delivery to the City. Pallets must be broken down and boxes disposed of by the selected vendor.

7. The proposal shall constitute a binding offer to sell the above- noted product(s) to the City and may not be withdrawn once the City has awarded the contract to the successful vendor.

Instructions to Proposer

1. General – The City is seeking a state-of-the-art, highly-reliable telecommunications system that will provide enhanced features and provide the City with superior service at a reasonable cost. 21

Page 127 of 332 ends

2. Any proposal for a new telecommunications system must use survivable remote technology for all locations from the primary City telecommunications system.

3. System Proposals - Under this procurement, the City will accept proposals for replacement equipment for the locations mentioned in this document.

4. Please list each location separately in your proposal showing proposed equipment and costs.

System “Self Diagnostics” and trouble reporting shall also be described. q. Capable of providing unified messaging services.
22

Page 128 of 332 ends

r. Capable of providing analog telephone station, fax, modem, and overhead voice paging connectivity.
s. Capable of providing auto-attendant and dial-directory functionality for all locations. t. Capable of providing the hardware and software tools necessary to allow effective management of all communications systems from one location. u. The City is also seeking maintenance and ongoing enhancement and other support services from the selected provider; however, the City wishes to manage the day-to-day adds, moves, and changes internally. The City may wish to manage the system remotely, please describe how this application would work and how you would address security.

Configuration

2. The component quantities detailed are not necessarily the final quantities the City will purchase.

Exact quantities may increase or decrease subsequent to the release of this document.

5. The type and quantity of all telephone stations, by City location, to be installed for City users during the implementation process.

8. The PSTN network interface information by customer location to provide for local, long distance, E911, and intra- organization calling.

11. The City will not be responsible for any equipment order placed by the vendor prior to the completion and acceptance of the station review process.

Voice Requirements

1. System Locations – Overview - The City is replacing its existing telephone systems at the locations detailed in the Table below.

2. Under this procurement the City will accept proposals for a VoIP solution from any manufacturer capable of meeting both the voice and data communications requirements detailed in this proposal. 23

Page 129 of 332 ends

3. System Configuration – Current - Voice communications services today for the facilities are primarily provided through PRI service.

4. The City may convert to SIP services. Please quote the requested SIP software, hardware and labor as an option. The counts listed for SIP services are the required simultaneous conversations.

Telephone station requirements

1. Type 1 – Single-line analog station ports.

2. These Ports will terminate in existing Modems, Fax Machines, Lift Stations, Non-Emergency Police Lines connected to the City’s PD Dispatch System, etc.

4. Music On Hold (MOH) Ports

7. Type 4 – Side Cars – Provide 24/48 button Busy Lamp Field (BLF) and Direct Station Selector (DSS) functionality. Button functionality 24/48 Button capacity.

8. Type 5 – Conference Room Station. High quality speaker phone designed to provide communication services in conference rooms of various sizes throughout City locations.

Wireless phone to base application preferred. (i.e. Polycom Sound Station 2W – type of operation)

10. Vendors are asked to make sure the count of any type of ports for these conference room phones are included in the system design, regardless of whether they are IP or Analog stations.

11. Telephone sets must be provided with a minimum of a 10/100/1000 switch port.

12. The pricing section will require pricing on all models of currently available station equipment.

16. City is interested in seeing option of remote access via an application.

17. Vendors are required to include all new telephone sets in the proposal as included with the proposed system.
24

Page 130 of 332 ends

PSTN Trunking Requirements

2. Please propose the system with software, equipment and labor for SIP services as an option.

7. At the conclusion of the pre-proposal vendor conference, the City will conduct a site review of the Light and Water data center and the City Hall data center.

8. Please include a quote for you to extend the connections from the existing Dmarc to the Light & Water data center.

9. Required Features – The following features are required.

12. Account Codes

13. Alarm Indication on Attendant Console

14. Automatic Recall – Calls placed on hold recall to the station that placed them on hold after a predetermined time.

15. Automatic Call Back - Describe the trunking application of this service. Will auto-callback queue for a trunk group? Must all callers accessing the trunk group be offered callback queuing?

17. Call Coverage
25

Page 131 of 332 ends

18. Call Forward-Busy

19. Call Forward-No Answer

20. Call Forward-Variable

22. Call Forward-All Calls

23. Call Hold

25. Incoming Caller ID – Please define the proposed system’s capabilities to provide incoming caller ID.

26. Call Park

29. Can routing to voicemail greetings be different for internal and external calls?

31. Call Waiting Indication (Visual and Audible)

32. Camp-On (from Other Extensions)

33. Class of Service (COS) - The system should allow a system manager to set access privileges for each extension.

36. DNIS Compatibility

37. Distinctive Ringing – Is there a different ring tone for internal vs. external call?

39. Do Not Disturb

40. Executive Busy Override
26

Page 132 of 332 ends

41. Incoming Line Identification

42. Hot Desk Operation – Allow system users to log in and log out of telephones throughout the system.

43. Paging and Intercom Operation – Proposed VoIP System – The system should provide the ability for the City to define specific stations to be included in an intercom.

44. This system should also provide the ability for the City to perform pages throughout the system using the speaker on the telephones. The page groups would be defined for each location.

45. Please explain the limitations (if any), additional software needed to enable this function and proposed system capabilities.

46. Last Number Redial

47. Line Privacy - When active, this feature should prevent all other parties from breaking into a call.

48. Music on Hold - Music-on-hold must be applied on station selective basis. System must support .wav, .mp3, .wmv, .m4a files as the music source.

49. Mute key

50. Night Answer Mode

51. Paging Access

52. Priority Queuing

53. Remote Call Forwarding – Ability to invoke or change call forward target from a remote location. That location may be either another phone on the system or at a location not on the system.

54. Remote Diagnostics/Remote Maintenance.

55. Save/Repeat Dialing.

56. Speed Dialing (System, Group, and Station – specify quantities),

58. Station-to-Station Paging – Please describe the options and limitations regarding the proposed system’s ability to provide paging functionality through the speakers on the proposed phones.

61. Station Hunting – Distributed - Busy station hunts to a group of stations, and the hunting sequence are random. That is, A hunts to B, C, or D based on random selection.

63. Blockage per trunk, Blockage per trunk group, Specific hunt group information, and feature utilization

64. Internal station to station calling.

65. For the traffic measurement information listed above, please answer the following questions:

How is this information made available? 5.3.7.51.6.2. Can the City develop customized reports? How long can the system store the information before customer retrieval? If data 27

Page 133 of 332 ends

storage is limited, can the data be moved to another media type and archived? Please describe the recommended solution to address this need. What database or software tool format is used for this data?

66. Transfer Call back to Attendant

68. Unassigned Numbers - What happens when an internal caller dials an unassigned telephone number? What happens when an external caller dials an unassigned DID number? Please detail all options.

70. Voice Announce Intercom – Ability to dial a one or two-digit number and automatically connect to another phone in hands-free mode.

OPTIONAL Call Recording System

1. Please include the costs for a call Recording System.

2. Please describe how the proposed system stores the recording, how they are indexed, and how the City would retrieve various call recordings.

3. Please describe the retention capabilities of the recording system. Can recordings be set to be retained for X number of days and automatically purged?

OPTIONAL Costs - Call Accounting System and Call Detail Reporting

3. The proposed telecommunications system and Call Accounting System should provide the ability for the City to obtain call accounting information for both outgoing and incoming calls.

Disaster Recovery Issues

1. System Outages

2. When software maintenance is performed on the system, is a restart required?

3. Typically, what will the duration of a system restart be for a system of this size? 28

Page 134 of 332 ends

Monterey Park City CouncilOctober 18, 2023

Monterey Park City Council
October 18, 2023