Ojai City Council
August 11, 2026

Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Bethany Burgess, City Attorney
MEETING DATE: August 11, 2026
SUBJECT: County of Ventura Civil Grand Jury Report Regarding Ojai Permanent Supportive Housing Project (Legal Requirement)

RECOMMENDATION

1. Discuss the proposed response to the County of Ventura Civil Grand Jury Report.

2. Approve the proposed response or provide direction for revisions to the proposed response.

DISCUSSION
On June 25, 2026, the County of Ventura Civil Grand Jury (“Civil Grand Jury”) released a report regarding the Ojai Permanent Supportive Housing Project pertaining to best practices to ensure a fair and competitive selection process (Attachment A). According to the report, on April 16, 2025, the Civil Grand Jury received “a public complaint alleging that the Ojai City Council authorized the city manager to negotiate a contract with DignityMoves for around $10 million for the construction of a 30-unit permanent supportive housing complex for people experiencing homelessness without obtaining competitive bids based on the lowest price as required by law for construction projects of this size.” The Civil Grand Jury investigated the complaint and based on the summary provided in the report, concluded that “[t]here are lessons to be learned and recommendations that should be followed after a Ventura County Civil Grand Jury investigation found that the City of Ojai selected a vendor for inclusion in a grant application, and later awarded a contract to that vendor, without conducting a fair and competitive selection process based on qualifications and competency as required by law.” The Civil Grand Jury further recommended that best practices should followed in all jurisdictions, including the City of Ojai.

The Civil Grand Jury’s summary noted that the risk of running out of time and missing deadlines arose as a consistent theme in Ojai’s decision-making process and recognized that that “Ojai certainly faced pressure to keep the project funded and moving forward.” The report summary concluded with recognition that providing safe and secure accommodations for the unhoused population is an important goal shared by the City of Ojai and its Ventura County partners, and that the issues were not with the project’s good intentions, but rather with the execution and management of the project. 140

Pursuant to California Penal Code Section 925a, a civil grand jury may examine the records of any incorporated city and “may investigate and report upon the operations, accounts, and records of the officers, departments, functions, and the method or system of performing the duties of any such city” and make recommendations as it may deem proper and fit. Reports resulting from such investigations must be transmitted to the governing body of any affected agency. Following completion of an investigation, and with approval of the presiding judge, a grand jury may make its findings and report available to the public and may also submit the report for comment to responsible officers, agencies, or departments of the agency that is the subject of the investigation.

After receiving a report from a grand jury, Penal Code Section 933 requires that the public agency that is the subject of the report provide comments to the presiding judge of the superior court on the findings and recommendations pertaining to the matters under the governing body’s control within 90 days after submission of the final report. Penal Code Section 933.05(a) establishes the form of such responses to findings and provides that they must indicate one of the following:
(1) The respondent agrees with the finding.
(2) The respondent disagrees wholly or partially with the finding, in which case the response shall specify the portion of the finding that is disputed and shall include an explanation of the reasons therefor.
(Penal Code Section 933.05(a)).

Additionally, with respect to grand jury recommendations, the agency must identify whether (1) the recommendation was implemented with a summary of the implemented action, (2) the recommendation has not been implemented, but will be implemented in the future, with a timeframe for implementation, (3) the recommendation requires further analysis, or (4) the recommendation will not be implemented because it is not warranted or reasonable, with an explanation.

Beginning on page 13 of the Civil Grand Jury’s report, the Civil Grand Jury listed 18 findings related to the project and also provided six recommendations for future action. Page 15 of the Civil Grand Jury’s report requests responses within 60 days from the date of the report from the City Manager (and 90 days from the City Council). Because grand jury reports often pertain to legal issues, a common practice for a city receiving a civil grand jury report is for the initial draft of the response to be prepared by the City Attorney’s Office. Consistent with this practice and direction provided by the City Council at its July 14, 2026, City Council meeting, the City Attorney recommends that City Council provide direction to the City Attorney’s Office to prepare a proposed response for review by City Council in August.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 8 - Financial Stability

OPTIONS

1. Provide alternate direction to the City Attorney and City Manager. 141

FISCAL IMPACT
Preparation of the response to the Civil Grand Jury report will require attorney and staff time. Implementation of the Civil Grand Jury’s recommendations will also require attorney and staff time. City Attorney and staff time are incorporated in the FY 26/27 budget.

Prepared by: Bethany Burgess, City Attorney

ATTACHMENT(S)
A. Civil Grand Jury Report, including attachments
B. Proposed Response to Civil Grand Jury Report
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01436.0002 2173604.2
August __, 2026
Honorable Matthew P. Guasco
Presiding Judge
Superior Court of California
County of Ventura
800 S. Victoria Ave.

Ventura, CA 93003
Re: Civil Grand Jury Report
Dear Judge Guasco,
Pursuant to California Penal Code Section 933, et seq., please find enclosed the City of Ojai’s response to the 2026 County of Ventura Civil Grand Jury Report entitled “Ojai Permanent Supportive Housing Project: Best Practices to Ensure a Fair and Competitive Selection Process.” The enclosed response was approved by the City Council.

Thank you for your consideration.

Sincerely,
Bethany Burgess
City Attorney, City of Ojai
Enclosure
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RESPONSE OF THE CITY OF OJAI

TO THE FINDINGS AND RECOMMENDATIONS OF
THE 2026 COUNTY OF VENTURA CIVIL GRAND JURY REPORT
“OJAI PERMANENT SUPPORTIVE HOUSING PROJECT: BEST PRACTICES TO ENSURE A FAIR AND COMPETITIVE SELECTION PROCESS”
Finding No. F-01
The City of Ojai was exempt from obtaining competitive bids based on price when selecting a development manager for its Encampment Resolution Funding grant application and contract under an area of California law that expressly exempts contracts for certain professional services.

Response: Agree.

Finding No. F-02
The City of Ojai was required by law to conduct a fair and competitive selection process based on qualifications and competency when selecting a development manager for its Encampment Resolution Funding grant application in January 2024.

Response: Generally agree. The City of Ojai agrees that the California Government Code includes two provisions related to the selection of firms providing certain professional services by public agencies. Government Code Section 4526 requires that local agencies select private architectural, landscape architectural, engineering, environmental, land surveying, or construction project management firms “on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.” Separately, Government Code Section 4529.12 requires that “all architectural and engineering services shall be procured pursuant to a fair, competitive selection process.” For purposes of Government Code Section 4529.12, “architectural and engineering services” include all architectural, landscape architectural, environmental, engineering, land surveying, and construction project management services. Use of a qualifications based selection process pursuant to Government Code Section 4526 has been deemed to satisfy the requirements of Section 4529.12.

DignityMoves was retained by the City of Ojai to serve as its development manager of the City’s Permanent Supportive Housing Project (the “Project”). In this capacity, and as described in Sectio 2.1 of the Development Management Agreement between DignityMoves and the City, DignityMoves is responsible for managing, arranging, supervising and coordinating the planning, design, entitlement, permitting, construction and completion of the Development Work. The City recognizes that included in the responsibilities DignityMoves is required to perform, construction management and oversight is required, and for this reason, the City agrees that, in retrospect, the City should have competitively procured these services. If the scope of DignityMoves services had not included the categories of services described in Government Code Sections 4526 or 4529.12, a competitive process may not have been required. 164
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Notwithstanding the City’s failure to conduct a competitive process, the City of Ojai did evaluate DignityMoves qualifications and experience and awarded the Development Management Agreement to DignityMoves based on its qualifications.

Finding No. F-03
The City of Ojai did not conduct a fair and competitive selection process based on qualifications and competency when it included DignityMoves as its development manager in its Encampment Resolution Funding grant application in January 2024.

Response: Agree. Please see response to Finding 2.

Finding No. F-04
The recommendation of DignityMoves by the County of Ventura Community Development Division did not absolve the City of Ojai from conducting a fair and competitive selection process based on qualifications and competency when it included DignityMoves as its development manager in its Encampment Resolution Funding grant application in January 2024.

Response: Agree.

Finding No. F-05
The City of Ojai’s claims of insufficient time did not absolve the City of Ojai from conducting a fair and competitive selection process based on qualifications and competency when it included DignityMoves as its development manager in its Encampment Resolution Funding grant application in January 2024.

Response: Partially agree. The City agrees that the California Government Code requirements relating to competitive solicitation for this type of service do not include an exception where there is insufficient time to conduct a full and open competitive process. Notwithstanding this fact, the Notice of Funding Availability for the Encampment Resolution Funding Round 3 grant was released on November 27, 2023. The City had to submit the ERF grant application by January 31, 2024, in order to be considered for the grant. In order to conduct a fair and competitive selection process in time to submit a Funding Round 3 grant application, the City would have likely required a minimum of 120 to 180 days. Once a public agency identifies the need for professional services, it typically takes between 15 and 30 days to prepare a Request for Proposals or Request for Qualifications. In order to provide a meaningful procurement process, many agencies then allow up to 30 days for submission of proposals. Once proposals are received they must be reviewed and evaluated, which often takes another 15 to 30 days depending on the number of proposals received. Following review of the proposals, interviews may be conducted to select the most qualified firm. After the most qualified firm is identified, the parties must then negotiate contract terms and pricing, which for a complex project, can easily take from 30 to 45 days.

Finding No. F-06
The City of Ojai could not support its claim of insufficient time to conduct a fair and competitive selection process based on qualifications and competency prior to submitting its Encampment Resolution Funding grant application in January 2024.
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Response: Disagree. Please see response to Finding 5.

Finding No. F-07
The City of Ojai was required by law to conduct a fair and competitive selection process based on qualifications and competency when it awarded a contract to DignityMoves on May 27, 2025 Response: Agree. Please see response to Finding 2.

Finding No. F-08
The City of Ojai did not conduct a fair and competitive selection process based on qualifications and competency when it awarded a contract to DignityMoves on May 27, 2025.

Response: Agree.

Finding No. F-09
The City of Ojai issued a series of findings on page 20 of Resolution No. 25-19 dated May 27, 2025, to justify the awarding of a contract to DignityMoves as its sole source development manager on May 27, 2025, without conducting a fair and competitive selection process.

Response: Agree. The Resolution findings stated that the City Council found that the approval of a Development Agreement with DignityMoves as a sole source contract is justified as necessary because they are uniquely qualified to provide the product and services, based on its demonstrated experience delivering innovative, dignified interim and permanent housing solutions in California. They worked on similar projects for the County of Santa Barbara, San Francisco, and San Mateo County.

Finding No. F-10
The City of Ojai could not support its claims on page 20 of Resolution No. 25-19 dated May 27, 2025, that DignityMoves was uniquely qualified and that no other development managers could have been identified.

Response: Disagree. DignityMoves was uniquely qualified to provide the product and services, based on its demonstrated experience delivering innovative, dignified interim and permanent housing solutions in California. They worked on similar projects for the County of Santa Barbara, San Francisco, and San Mateo County.

Finding No. F-11
The City of Ojai could not support its claim on page 20 of Resolution No. 25-19 dated May 27, 2025, that it was obligated to award a contract to DignityMoves because DignityMoves was listed in the grant application.

Response: Disagree. The October 4, 2024, ERF Grant Agreement between the California Department of Housing and Community Development (“HCD”) and the City of Ojai requires the delivery of the project pursuant to the application. The Scope of Work section in Exhibit A stated: “Grantees will implement their ERF funded local proposals in compliance with the terms 166
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and conditions of this Agreement, the NOFA under which the Grantee applied, the representations contained in the Grantee’s application, HCD guidance and directives, and the requirements per the authorizing statute.” By incorporating a grant applicant’s application into the final grant agreement, HCD, effectively, contractually requires grantees to deliver the grantfunded activity in the manner articulated in the grant application.

Finding No. F-12
The City of Ojai could not support its claims on page 20 of Resolution No. 25-19 dated May 27, 2025, that it was obligated to award a contract to DignityMoves because it faced a short timeline to spend 50% of the grant due to delays leading up to the deadline.

Response: Partially agree. From a calendar standpoint, there was sufficient time between the date on which the City received the grant award and when the Development Management Agreement was approved to conduct a competitive selection process. However, the City was unaware at the time that HCD would consider changes to the City’s consultant identified in the City’s grant application. In support of this statement, the City had been repeatedly advised by HCD that the ERF grant awards were highly competitive, and that changes to an awardee’s application would only be considered where they would enhance or improve the Project in some way. For example, during this time period, the City underwent a process to evaluate alternative Project sites and the current Project location was only approved because it would facilitate an increase in the number of units and, therefore, in the number of people served by the Project.

Additionally, during this period of time, the City underwent a significant process to evaluate multiple Project sites. The City’s original application for the ERF grant proposed the project to be located on the City Hall property. On July 9, 2024, the City Council directed the City Manager to request that the Ojai Valley Board of Realtors serve as a task force to the City Council for the purpose of identifying proposed locations for the Project. On August 27, 2024, the Realtors released four potential site locations, including the Lower Public Works Yard. On March 25, 2025, the City Council approved the Public Works Yard as the Project location contingent on entering into a Development Management Agreement with Dignity Moves and approval of the site. On May 27, 2025, the City approved the Public Works Yard location and the Development Management Agreement with DignityMoves.

Finding No. F-13
The City of Ojai’s claims of insufficient time did not absolve the City of Ojai from conducting a fair and competitive selection process based on qualifications and competency when it awarded the contract to DignityMoves on May 27, 2025.

Response: Partially agree; partially disagree. The City agrees that the California Government Code does not provide exceptions from competitive contracting requirements where there is insufficient time to conduct a meaningful competitive process. The City received notice from HCD on April 18, 2024, that it was selected for the award of an ERF Grant in the amount of $12,667,461.04 to construct the project described in the City’s application. On October 4, 2024, the Grant agreement with HCD was executed. As originally approved, ERF Grant required that no less than 50% of grant funds be expended and 100% obligated by June 30, 2025 and that 100% of funds be expended by June 30, 2027. While this does not absolve the City of Ojai from 167
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the requirement to conduct a fair and competitive selection process, it does highlight that there were compressed schedules to secure contractors and consultants and work Finding No. F-14
There was significant turnover of staff and elected officials at the City of Ojai during this process which contributed to the issues in this report.

Response: Agree. The application window for the California Interagency Council on Homelessness’s ERF Round 3 grant was from November 3, 2023 to January 31, 2024. On January 23, 2024, the Ojai City Council voted to submit the ERF grant application. Current city Manager Ben Harvey was appointed to be the Ojai City Manager on January 29, 2024. Also during this time period the City experienced changes in other key leadership roles.

Finding No. F-15
There was a lack of full public transparency throughout the process of the City of Ojai selecting DignityMoves for the Encampment Resolution Funding grant application in January 2024 and awarding the contract in May 2025.

Response: Generally disagree. As noted above, the City agrees that DignityMoves was not selected through an open and competitive process. However, since late 2023, the City has conducted twenty-two (22) public meetings regarding the process and the project, providing significant opportunity for City Council deliberation and community input. The City has also maintained a project landing page, providing information and relevant documents for public review, including financial and project plan documents. Further, the City has actively cooperated with the media to answer questions and concerns regarding the project.

Finding No. F-16
There was a lack of alignment within the Ojai City Council, and between the city and local residents, resulting in delays that impacted the progress of the project.

Response: Partially agree; partially disagree. The City Council acknowledges that Council decisions related to the Project have not been unanimous, with many decisions being approved with a 3-2 vote. The City Council operates by a majority vote. Notwithstanding the Council voting history related to the Project, the most significant delays in project progress are attributable to evaluation of alternate Project locations. Over ten different potential locations were vetted, which added considerable time to the process. 168
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RECOMMENDATIONS
Recommendation No. R-01
By January 1, 2027, the City of Ojai should develop policies and procedures that support conducting a fair and competitive selection process in all cases moving forward. (F-01, F-02, F03, F-04, F-05, F-06, F-07, F-08, F-09, F-10, F-11, F-12, F-13, F-14) Response: Agree. In process. On July 14, 2026, the City Council has provided authority and direction to the City Attorney to prepare revisions to the City’s purchasing ordinance and solicitation templates in order to provide more robust direction to the City Manager and City staff. The updates to the City’s Municipal Code are expected to be completed by January 1, 2027.

Recommendation No. R-02
By January 1, 2027, the City of Ojai should implement a plan to improve its public transparency throughout the selection process in all cases moving forward. (F-15) Response: Agree. In process. As noted in the response to Recommendation No. 1, the City Attorney has received authorization and direction from the City Council to prepare updates and revisions to the City’s purchasing ordinances and other procurement documents. These revisions are expected to better ensure public transparency in City purchasing and contracting activities.

The updates to the City’s Municipal Code are expected to be completed by January 1, 2027.

Recommendation No. R-03
By January 1, 2027, the City of Ojai implement a plan to gain alignment among employees, elected officials, and local residents before initiating large and complex projects. (F-16) Response: Generally agree. Over the past year, the City Council has spent a significant amount of time developing City Council Goals in order to facilitate greater alignment among the City Council and identify key priorities that are common amongst all Council Members. With that being said, each City Council works to represent the many facets of a diverse community while recognizing that members of the community will not always agree on all issues. A key aspect of a democratic form of government includes consideration of differing opinions and perspectives, and at times, differing positions on significant issues by the Council. 169

Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: August 11, 2026
SUBJECT: Approval of Amendment to Development Management Agreement (Operational Need)

RECOMMENDATION
Approve a proposed Amendment to the Development Management Agreement, substantially in the form of Attachment A, with DignityMoves to allow acceptance of donations for specified purposes for the Ojai Permanent Supportive Housing Project.

DISCUSSION
On April 14, 2026, the Ojai City Council affirmed DignityMoves’ determination of the lowest responsive bidder for the Ojai Permanent Supportive Housing Project for a total project cost of $9.5M, including a 4% contingency, along with acceptance of the corresponding Development Budget and Schedule for the $9.5M project. As part of this decision, Council declined to accept a $1M donation offered for the Project, on the basis that, at the time, the donation would have been contingent on the designation of 5 of the 30 units in the Project being dedicated for participants in the Transitional Age Youth Program.

In order to achieve a $9.5M total project cost, the City and DignityMoves had to accept certain revisions to the Project design that resulted in removal of certain Project elements described in greater detail in the April 14, 2026, Council Administrative Report.

Since the April 14, 2026, City Council meeting, DignityMoves has continued discussions with possible donors and has identified the potential for Project donations that could be pursued without adding any constraints or requirements for the Project. If such donations were received by DignityMoves or the City, the Project contingency could be fully funded, Project elements not included in the $9.5M Project could be added back to the Project scope, and other currently unfunded Project-related costs could be funded without any additional cost to the City.

The City Manager requests that Council consider approval of the proposed amendment to the Development Management Agreement to allow DignityMoves to pursue and accept donations with City Manager approval, so long as such donations will not result in any additional Project constraints or financial expenditures for the City. In the event DignityMoves identifies donations that would be subject to additional Project requirements 170

or conditions, acceptance of the donation would require City Council approval.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 1 - Affordable Housing

OPTIONS

1. Take no action;

2. Provide alternative directions to staff.

FISCAL IMPACT
Approval of the proposed Amendment will not result in any additional cost to the City of Ojai and may, instead, result in a reduction to the cost required to complete the Project.

Prepared by: Bethany Burgess, City Attorney

ATTACHMENT(S)
A. Proposed Amendment to Development Management Agreement 171
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AMENDMENT NO. 2
TO

DEVELOPMENT MANAGEMENT AGREEMENT
THIS AMENDMENT NO. 2 TO THE DEVELOPMENT MANAGEMENT
AGREEMENT (“Amendment No. 2”) by and between the CITY OF OJAI, a California municipal corporation (“City”) and DIGNITYMOVES, a California non-profit corporation (“DignityMoves” or “Consultant”) is effective as of the ___ day of _____, 2026 (“Effective Date”).

RECITALS
A. City and Consultant entered into that certain Development Management Agreement dated May 30, 2025 (“Agreement”) whereby Consultant agreed to serve as the City’s Development Manager for the development of the Ojai Permanent Supportive Housing Project (“Project”) funded through a $12,667,461.00 Encampment Resolution Funding (“ERF”) grant awarded to the City by the California Department of Housing and Community Development.

B. On April 14, 2026, the Ojai City Council affirmed Consultant’s determination of the lowest responsive bidder for construction of the Project resulting in a total project cost of $9,500,000, including a 4% contingency and accepted the corresponding Development Budget and Schedule and authorized the City Manager to execute Amendment No. 1, with an effective date of April 15, 2026, to the DMA to incorporate such documents into the Agreement.

C. In order to keep the revised Development Budget approved as part of Amendment No. 1 within the maximum Development Budget established in the DMA (and as a result of construction cost increases identified following completion of a competitive bidding process), certain Project elements were eliminated as part of the construction bid alternatives evaluated by Consultant.

D. Consultant has identified donors willing to contribute funds towards construction of the Project and the City and Consultant desire to amend the Agreement to allow Consultant to accept such funds, subject to the limitations and requirements set forth in this Amendment No. 2.

TERMS

1. Agreement Changes. The Agreement is amended as provided herein (new text is identified in bold italics, deleted text in strike through).

A. The definition of “Development Budget” provided in Article 1 (Definitions) is hereby amended to read as follows:
“Development Budget” shall mean the budget for the Development Work to be agreed to in writing by the Parties in accordance with the terms of this Agreement, as it may be amended and/or updated from time to time as agreed to in writing by the Parties, setting forth the anticipated costs, expenses, and income and other relevant financial projections to perform 172
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and complete the Development Work. Development Budget is attached hereto as Exhibit “D” and shall not exceed $9,500,000, except as otherwise provided in this Agreement.

B. Section 3.1.1 (Approval of Development Budgets) is hereby amended to read as follows:

3.1.1 Approval of Development Budgets. The City and DignityMoves have agreed upon the Development Budget attached hereto as Exhibit D.

DignityMoves shall advise the City if DignityMoves determines that the amounts set forth in the applicable Development Budget will be exceeded.

All changes that will cause the Development Budget to be exceeded shall be subject to the City’s prior written approval. Notwithstanding anything set forth in this Section or otherwise provided in this Agreement to the contrary, in the event DignityMoves identifies funding opportunities that may be utilized for completion of the Project, DignityMoves may prepare an amendment to the Development Budget to reflect any donations accepted for such purpose subject to the following:

3.1.1.1 Acceptance of donations and the expenditure of funds resulting therefrom by DignityMoves pursuant to this Subsection 3.1.1 shall not result in any additional financial or operational obligations for the City or the Project, unless otherwise approved by the Ojai City Council in advance.

3.1.1.2 Amendments to the Development Budget necessitated by the acceptance of donations pursuant to and meeting the requirements of this Subsection 3.1.1 may be approved by the City Manager. All other amendments to the Development Budget that result in an increase to the Development Budget shall require the approval of the Ojai City Council in advance.

2. Continuing Effect of Agreement. Except as amended by this Amendment No. 2, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 2, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 2 to the Agreement.

3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Consultant each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided herein. Each party represents and warrants to the other that the Agreement is currently an effective, valid, and binding obligation.

Consultant represents and warrants to City that, as of the date of this Amendment No. 2, City is not in default of any material term of the Agreement and that there have been no events 173
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that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

City represents and warrants to Consultant that, as of the date of this Amendment No. 2, Consultant is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.

4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 2.

5. Authority. The persons executing this Amendment No. 2 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment No. 2, and (iv) the entering into this Amendment No. 2 does not violate any provision of any other agreement to which said party is bound.

6. Counterparts. This Amendment No. 2 may be executed in any number of counterparts and each of such counterparts shall for all purposes be deemed to be an original, whether the signatures are originals, electronic, facsimiles or digital. All such counterparts shall together constitute but one and the same Amendment No. 2.

7. Incorporation of Recitals. The recitals stated above are hereby incorporated by reference and made a part of this Agreement as if fully restated herein. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date and year first-above written.

CITY:

CITY OF OJAI, a municipal corporation
Ben Harvey, City Manager
ATTEST:

Weston Montgomery, Chief Deputy City Clerk
APPROVED AS TO FORM:

ALESHIRE & WYNDER, LLP
Bethany A. Burgess, City Attorney
CONSULTANT:

DIGNITYMOVES, a California non-profit
corporation
By:

Name: Elizabeth Funk
Title: Chief Executive Officer
By:

Name:

Title:

Two corporate officer signatures required when Consultant is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S SIGNATURES

SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS

MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY. 175
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF VENTURA
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________

TITLE OR TYPE OF DOCUMENT
___________________________________

NUMBER OF PAGES
___________________________________

DATE OF DOCUMENT
___________________________________

SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document. 176
01436.0001 2176824.2

CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF VENTURA
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

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Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: August 11, 2026
SUBJECT: Authorization to Release a Request for Proposals (RFP) for an Integrated Property Management and Supportive Services
Provider for the City’s Permanent Supportive Housing
Development (Operational Need)

RECOMMENDATION

1. Approve the Request for Proposals (RFP) for an Integrated Property Management and Supportive Services Provider for the City’s 30-unit Permanent Supportive Housing (PSH) development; and

2. Authorize the City Manager to release the RFP, conduct the competitive solicitation process, evaluate proposals, and return to the City Council with a recommended contract award for consideration.

DISCUSSION
The City of Ojai continues to advance development of its 30-unit Permanent Supportive Housing (PSH) project, which will provide long-term affordable housing coupled with voluntary supportive services for individuals experiencing or who have experienced homelessness. The project consists of 28 single room occupancy (SRO) units and two units designed for couples and is intended to operate in accordance with Housing First principles, trauma-informed care, and applicable federal, state, and local program requirements.

To ensure coordinated operations and long-term program success, staff has prepared an RFP seeking a qualified organization capable of providing both professional property management and supportive services under a single contract. This integrated service delivery model is intended to provide clear accountability, seamless coordination between housing operation and resident services, and consistent support for tenants throughout their tenancy. Respondents may utilize subcontractors or partner agencies; however, the lead organization will retain full contractual responsibility for all services.

The selected provider will be responsible for comprehensive property management functions, including leasing, rent administration, regulatory compliance, facility maintenance, tenant relations, financial management, and occupancy oversight. In addition, the provider will deliver voluntary supportive services including case management, behavioral health coordination, crisis intervention, benefit enrollment assistance, employment and income support, community integration activities, and 178

coordination with Ventura County Behavioral Health, the Ventura County Continuum of Care, and other partner agencies.

The RFP establishes clear performance expectations, including minimum housing retention rates, occupancy standards, HMIS data quality benchmarks, timely reporting requirements, and regular performance evaluation. The successful proposer must demonstrate experience operating permanent supportive housing in California, maintaining compliance with Housing First requirements, and coordinating services through Ventura County’s Coordinated Entry System and Continuum of Care.

Proposals will be evaluated using objective criteria that include organizational capacity, quality of the proposed service model, experience with Housing First and trauma informed care, staffing qualifications, data management capabilities, financial stability, and overall value to the City. Staff will conduct a competitive evaluation process and return to the City Council with a recommended contract award following completion of the solicitation.

Releasing the RFP at this time will allow for the City to identify a qualified operating partner well in advance of the facility’s anticipated occupancy, ensuring sufficient time for contract negotiations, operational planning, staff onboarding, coordination with funding partners, and implementation of resident services.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 1 - Affordable Housing

OPTIONS

1. Take no action;

2. Provide alternative direction to staff.

FISCAL IMPACT
Approval of the recommendation authorizes only the release of the RFP and does not obligate the City to award a contract or expend funds. Any future agreement resulting from the RFP process will be presented to the City Council for approval and will include the proposed scope of services, contract amount, funding sources, and any associated budget implications.

Prepared by: Norma Cervantes, Assistant to the City Manager

ATTACHMENT(S)
A. RFP – Integrated Service Provider and Property Management 179
401 S. Ventura Street, Ojai CA 932023
REQUEST FOR PROPOSALS NO. RFP 26-XXX

INTEGRATED SERVICE PROVIDER AND PROPERTY MANAGER FOR THE

OJAI PERMANENT SUPPORTIVE HOUSING PROJECT
ISSUED: MM/DD/YY
Mandatory Pre-Proposal Meeting: MM/DD/YY OR Not
Applicable
Prospective Consultant Questions Due: MM/DD/YY| 12:00 AM Proposals Due (Electronic Only): MM/DD/YY| 12:00 AM
NO LATE PROPOSALS WILL BE ACCEPTED. Proposals received after the due date and time will not be considered for this project. It is the policy of the City of Ojai to reject any proposal that is received late.

1. REGISTER AS A VENDOR AND SUBMIT ELECTRONIC PROPOSALS AT:
[public bidding website]

2. PLEASE NOTE THAT IN THE EVENT OF A CONFLICT BETWEEN ANY DETAILS CONTAINED WITHIN THIS RFP ____-____ DOCUMENT AND ANYTHING ELSE CONTAINED WITHIN THE [PUBLIC BIDDING] PORTAL, THIS RFP ____-____ DOCUMENT SHALL CONTROL AND GOVERN
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REQUEST FOR PROPOSALS RFP NO.26-0XX
Table of Contents
A. Summary 2
B. Project Overview 3
C. Mandatory Pre-proposal Meeting 4
D. Proposal Submittal 4
E. Questions and Addendums 6
F. Proposer Qualifications 6
G. Procurement Schedule 7
H. Other Requirements 7
I. Cost Proposal 7
J. Proposal Opening, Document Review, and Award of Contract 8 K. Insurance 8
Project Scope and Specifications 8

1. Appendix “A” X

2. Appendix “B” X
Contract Services Agreement X

ADDITIONAL DOCUMENTS AVAILABLE ON PLANETBIDS AS DOWNLOADS

1. Affidavit of Non-Federal Lobbyist Requirements

2. Certificate of Compliance with Labor Code Section 3700

3. Debarment and Suspension Certification

4. Affidavit of Non-Collusion and Non-discrimination

5. Client Reference List
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A. SUMMARY
The City of Ojai (“City") invites qualified firms to submit proposals to serve as the Integrated Service Provider and Property Manager for a 30-unit Permanent Supportive Housing (PSH) development located in Ojai, California, consisting of 28 Single Room Occupancy (SRO) units and 2 units designated for couples. The City requires a single organization to fulfill both property management and supportive services functions under one contract; proposals that address only one function will not be considered.

This development will provide permanent housing with voluntary, trauma-informed supportive services to individuals and families who are experiencing or have experienced homelessness, including those with serious mental illness, substance use disorders, chronic health conditions, and complex social needs.

The City is committed to a service delivery approach that eliminates barriers to housing entry and prioritizes rapid placement and housing stability. The selected provider(s) will be required to operate in full alignment with:
 Ventura County Continuum of Care (VC CoC) standards and protocols  Coordinated Entry System (CES) / Pathways to Home referral processes  Ventura County Behavioral Health (VCBH) and County Mental Health requirements
 California Department of Health Care Services (DHCS) CalAIM Enhanced Care Management (ECM) and Community Supports
 HUD CoC Program regulations (24 CFR Part 578)
 California Housing First Law (WIC §8255)
 Fair Housing Act and ADA requirements
 Any applicable California Mental Health Services Act (MHSA), California Behavioral Health Services Act (BHSA), California Homeless Housing, Assistance and Prevention Program (HHAP), or Homekey+ funder requirements (California Department of Housing and Community Development affordability requirements)
The City seeks a single, integrated organization capable of fulfilling both property management and supportive services functions under one contract. This unified model ensures seamless coordination, clear accountability, and continuity of care for tenants.

Respondents must demonstrate capacity to perform both roles. Organizations that can only perform one role are not eligible to apply; however, respondents are encouraged to describe formal partnership arrangements with subcontractors or affiliated agencies that strengthen their capacity, provided the lead applicant retains full contractual accountability to the City.

The City of Ojai reserves the right to make changes in the Request for Proposals (RFP) as it may deem appropriate. Any and all changes in the RFP shall be made by written addendum, which shall be issued to all prospective proposers who have been issued or obtained a copy of the RFP. No oral changes will be permitted. Addenda issued during 182
City of Ojai RFP Management of PSH

the proposal process will become a part of the original RFP. All proposals must be submitted by the date and time established herein. Proposals submitted after such required date and time will be returned unopened to the sender. The City of Ojai reserves the right to take any action considered to be in the best interest of the City of Ojai.

No proposal may be withdrawn for a period of one hundred twenty (120) days once proposals have been opened.

No contract exists on the part of the City until the City Council has made the award and a contract has been fully executed. The award, if made, will take place approximately within one hundred twenty (120) calendar days after the scheduled proposal opening date.

The City reserves the right to reject any and all proposals received or any parts therein, and to be the sole judge of the merits of each proposal received.

This RFP does not commit the City of Ojai to award a contract or to pay any cost incurred in the preparation of any response to the RFP. All responses to this RFP become the property of the City. When negotiations with the consultant to be awarded the contract are complete, all responses submitted become a matter of public record and shall be regarded as such, with the exception of those elements in responses which are trade secrets or proprietary, marked as such, and otherwise exempt from disclosure under the California Public Records Act.

Unless expressly stated otherwise, documents must be uploaded in PDF format. It is the Proposer’s responsibility to ensure their proposal documents are properly and timely uploaded onto the City’s online bid management system. Proposals that are missing pages, cannot be opened, etc. may be considered nonresponsive. It is the Proposer’s sole responsibility to contact the City’s online bid management provider (XXXX at XXXX) to resolve any technical issues related to electronic bidding, including (but not limited to) registering as a vendor, updating passwords, updating profiles, uploading/downloading documents, submitting an electronic bid/proposal, etc. All questions or requests for interpretation regarding this RFP solicitation must be submitted online through XXXX within the date and time specified. Proposers are not to contact City personnel or Elected Officials with any questions or clarifications concerning this RFP other than through XXXX. Any response for this RFP that is not posted through XXXX is unauthorized and will be considered invalid. Proposer is solely responsible for “on time” submission of its electronic proposal. The bid management system will not accept late bids and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those bids that were transmitted successfully.
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NOTE: E-proposals are sealed and cannot be viewed by the City until the closing date and time. If you need to withdraw your proposal, you may do so any time before the proposal submission deadline, by going back into the system and selecting “withdraw”.

B. PROJECT OVERVIEW
Ojai and the broader Ventura County region have experienced sustained increases in unsheltered homelessness. The 2026 Ventura County Point-in-Time Count identified significant numbers of individuals experiencing chronic homelessness, many with cooccurring mental health and substance use conditions. The City of Ojai is developing this 30-unit PSH site — comprising 28 SRO units and 2 couple units. All ADA compliant — to address this critical need with a deeply affordable, service-enriched housing model.

The Ojai Permanent Supportive Housing Project is being constructed at the City’s Lower Public Works Yard, located at 611 S. Montgomery Street. Construction is anticipated to be completed by July of 2027. Additional details regarding the project may be found at the City’s project landing page.

Detail Description
Total Units 28 Single Room Occupancy (SRO)
units + 2 units designated for couples
(larger SRO or studio configuration)
Target Population Adults experiencing or having
experienced homelessness; priority
for chronically homeless
Location Ojai, Ventura County, California
Affordability Tenants expected to pay no more
than thirty percent of adjusted gross
income (based upon project-based
voucher calculations)
Subsidy Type Any (all subsidies accepted – federal,
state or local)
Ownership City of Ojai
On-Site Office Yes — dedicated service provider
office suite, private meeting rooms for
resident case management sessions,
group/community meeting room, and
space for partnering agencies (VCBH,
ECM leads, health, legal, etc.) to meet
with residents on-site
ADA Compliance All 30 units are fully ADA compliant;
common areas, offices, and meeting
rooms meet ADA and Fair Housing
accessibility standards
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C. MANDATORY PRE-PROPOSAL MEETING
Pre-proposal meeting or job walk mandatory: YES
Pre-proposal meeting or job walk time: MONTH YYYY
Pre-proposal meeting or job walk location: Zoom
Pre-proposal meetings are held for the purpose of answering proposer questions. If a preproposal meeting is mandatory, then the City will not accept proposals from those who arrive late or do not attend. Arrive early, plan accordingly, and provide a business card to the City employee. A sign-in sheet will be available. Proposers are to meet at the location as listed, if applicable.

D. PROPOSAL SUBMITTAL
The proposals must be submitted electronically only.

Proposals must be submitted electronically on XXXX no later than MM/DD/YYYY at HH:00 PM. Please allow sufficient time to prepare and upload your documents into the electronic bid system prior to the deadline, as the system will lock and not allow entry of proposals after the designated deadline. Any technical questions regarding use of XXXX must be directed to XXXX.

The Proposal must include the following sections, numbered in accordance with the table below. Every Proposal must include the Proposer’s name and the City’s Request for Proposal No. 26-XXX.

Required Proposal Sections and Documents
1 Cover Letter
The cover letter must be signed by an officer of the firm authorized to execute a contract with the City. The primary contact should be identified and phone number, email, and mailing addresses provided.

Required
2 Company Certification and Personnel Verification
Certification, on company letterhead that the person submitting the proposal is authorized to contract on behalf of the prospective consultant. Examples of authorized persons include owner, partner, or corporate officer. Include name, title, address, and contact information. If proposer is a corporation, certification should include statement that corporation is in good standing with the California Secretary of State. Include general company information and resumes of personnel to be assigned to the engagement
Required
3 Organizational Overview and Capacity Required
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The Consultant shall provide an overview of the organization submitting the proposal and capacity to take on new projects like this project.
4 Team Qualifications and References
The Consultant shall provide a summary of the Consultant’s qualifications for this proposal. General information about the firm(s), location of office(s), years in business and areas of expertise is also requested. The Consultant shall provide a minimum of three examples of similar efforts prepared by the firm and proposed team members.

Required
5 Key Staff and Team
The Consultant shall identify key staff and include a description of their abilities, qualifications, and experience. Attach detailed resumes of key staff that will be assigned to this project with ½ page summaries of those proposed. Include a proposed project structure and organizational chart. Identify any portion of the scope of work that would be subcontracted.

Required
6 Project Understanding
Consultant shall describe its understanding of the project and the key goals and objectives. Consultant may expand on the scope of work to incorporate optional tasks.

Required
7 Project Approach
Consultant shall describe its detailed work approach and methodology for delivering the services required as part of the Scope of Work. Include all deliverables, assumptions about the number of regular meetings needed with City staff and regular meetings with tenants to complete the Scope of Work.

Required
8 Subcontractor List (if applicable)
Include the subcontractor’s qualifications and the nature and extent of work to be performed by each subcontractor. Include firm qualifications (be brief) and key personnel, telephone number, email address and contact person for all subcontractors in an appendix.

Required if
Applicable
9 Schedule
Consultant shall include a schedule of work and include primary deliverables and meetings.

Required
10 Cost Proposal
The cost proposal shall include all labor costs, overhead costs, subconsultant costs, and an itemized list for direct expenses. Costs must be shown in a matrix format by task, showing hours per staff member and labor rates. Include all pricing information relative to the engagement on Contract Services Agreement, Exhibit “C”.

Required
11 Small and Disadvantaged Business Enterprises (SBE/DBEs) Consultant shall include certified SBE and/or DBE firms as subconsultants, if sub-consultants are used. The percentage required is XX%.

Required
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12 Client Reference List
Governmental entities preferred. Include client contact information and a brief description of the service provided to each client.

Minimum of 3 references for work performed within the last 5 years.

Required
13 Modification, Changes or Exceptions to the City Contract of Service Agreement Template (if applicable)
Exceptions to the specifications of any proposed items, contract terms and conditions shall be fully described and stated in writing in Contract Service Agreement, Exhibit “B”. A failure to submit exceptions shall be deemed acceptance of the City’s Contract terms.

Required if
Applicable
14 Affidavit of Non-Collusion and Non-Discrimination (download from XXXX)
Required
15 Federal Lobbyist Requirements (download from XXXX) Required 16 Debarment and Suspension Certificate (download from XXXX) Required 17 Certificate of Compliance with Labor Code Section 3700 (download from XXXX)
Required if
Applicable
E. QUESTIONS AND ADDENDUM
All project scope questions must be posted to XXXX by the due date listed on the cover page of this RFP. The City will coordinate responses and post them to XXXX 5 days prior to the bid deadline for all interested proposers to review.

The City’s XXXX portal: [Web address]
If discrepancies or omissions are found in this document, the City reserves the right to make such changes as deemed appropriate. Any such changes will be by written addendum, which will be posted to PlanetBids no later than 3 days prior to the proposal deadline. The City reserves the right to extend the proposal deadline.

Type of Question Contact Contact Info
1 Those related to the
Project

XXXX XXXX
2 Use of XXXX XXXX XXXX
3 City’s Purchasing Process Norma Cervantes
Assistant to the City
Manager
[email protected]
(805) 646-5581 ext. 100
ONLY the point of contact identified above may be contacted regarding this solicitation. No other City officers, agents, employees, or representatives have authority to respond on behalf of the City. Contact with unauthorized City 187
City of Ojai RFP Management of PSH

personnel or elected officials during the selection process or may result in disqualification.

F. PROPOSER QUALIFICATIONS
Proposers who do not meet the minimum qualifications will be disqualified.

The awarded contractor and subcontractors (if applicable) must pay the City’s business license tax and submit required insurance documents prior to execution of the contract.

Proposing firms should demonstrate:
 At least 3 years of experience providing management services at any comparable projects
o Affordable housing and/or PSH strongly preferred
 Knowledge of:
o Public sector project delivery
o Affordable housing funding compliance and grant compliance  Proven ability to manage:
o Budget controls
o Scheduling
o Contractor oversight
G. PROCUREMENT SCHEDULE
Anticipated Procurement Schedule
1 RFP Release Date MM/DD/YYYY
2 Deadline for Questions MM/DD/YYYY
3 Proposal Due Date MM/DD/YYYY
4 Evaluation/Vendor Shortlist/Interview/Selection MM/DD/YYYY 5 City Council Award of Contract MM/DD/YYYY
6 Contract Execution & Notice to Proceed MM/DD/YYYY
7 Begin Engagement MM/DD/YYYY
8 Complete Engagement MM/DD/YYYY
The Anticipated Procurement Schedule dates are provided for general information.

The actual dates are subject to change depending on the City’s best interest.

H. OTHER REQUIREMENTS
The City’s form contract is required (see Contract Service Agreement). Specific requirements are outlined in the form contract.

Prevailing Wage Required: No
Performance Bond Required: Not Applicable
Payment Bond Required: Not Applicable
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The majority of the work as required herein must be performed by the awarded consultant. The work may not be subcontracted to another consultant unless the consultant has been included in the Proposal, or a substitution has been approved in writing by the City’s Contracting Officer in advance of work performed.

Additional Insurance Requirements (in addition to those in City’s Contract Service Agreement)
I. COST PROPOSAL
Consultants must provide everything necessary at their own expense including, but not limited to labor, materials, and equipment required to perform and complete the required work.

The proposal price must include all necessary labor, materials, and fees to complete the work required by Project Scope and Specifications. Permits, licenses and fees must be obtained at the awarded Consultant’s sole expense. Federal taxes must not be included, as the City is exempt from paying federal taxes. However, the City does pay Sales Tax on the purchase of items, which must be included as a separate line within the total proposal price. Costs shall exclude travel, meals, printing, and lodging.

The following costs will not be allowed: additional charges such as fuel surcharges and mileage rates, fines, entertainment, advertising, and any costs considered inappropriate for reimbursement from taxpayer money.

Consultant’s cost proposal shall include hourly rates for additional work which may be authorized by the City’s Contract Officer.

J. PROPOSAL OPENING, DOCUMENT REVIEW, AND AWARD OF CONTRACT All proposals will be opened publicly in the Office of the City Clerk on the date and time noted on the Notice of Request for Proposals. Proposals will be considered confidential until negotiations with the consultant to be awarded the contract are complete.

Proposal documents that are submitted on time and meet the minimum requirements outlined above will be reviewed by City staff, which will make a recommendation to the City Council to either reject all proposals or award a contract. Evaluation criteria will include qualifications, experience, price, familiarity with the City, and past performance; and will be based on guidelines in the City’s Municipal Code. (Ojai Municipal Code § 8-

4.21).

The City may hold interviews with respondents prior to a final selection of the project contractor. Such interviews may be conducted in person or by electronic means. The City 189
City of Ojai RFP Management of PSH

reserves the right to make such additional investigation as it deems necessary to establish the competence and financial stability of any firm submitting a proposal.

No contract exists until the City Council has made the award, and the contract has been fully executed.

The City of Ojai reserves the right to reject the proposals, request additional information or take any other action considered to be in the best interests of the City of Ojai.

Specific Evaluation Criteria For Award of Contract Will Be As Follows:

Proposals will be evaluated, scored, and weighted based on demonstrated competence, the professional qualifications necessary for satisfactory performance of the required services, and a fair and reasonable price, in accordance with Ojai Municipal Code § 8-

4.21. The factors and weight attributed to each factor are as follows:

No. DESCRIPTION WEIGHT
1 General Qualifications and References 10%
2 Key Staff 10%
3 Project Understanding 30%
4 Project Approach and Work Plan 30%
5 Cost Proposal 15%
6 Ability to collaborate locally 5%
Total 100%
K. INSURANCE
The selected consultant must comply with the insurance requirements detailed in the Contract Services Agreement and below. The Acknowledgement of Insurance Endorsements must also be signed and submitted as part of the bid. Failure to submit may result in City rejecting the bid as being materially non-responsive to this RFP.

If a consultant believes any of City’s proposed insurance is not appropriate for any reason and/or the requirements warrant an adjustment, City invites submission of a written request with explanation of the same to be submitted prior to 10 days before the bid deadline. City will review the request and if appropriate, will issue an amendment to the insurance requirements as a written addendum.

Certificate of Insurance:

Shows GL, Auto, Work Comp and Professional Liability coverages with valid effective dates
General Liability: Add’l Insured and Waiver of Subrogation must be checked.

Auto Liability: Add’l Insured and Waiver of Subrogation must be checked. 190
City of Ojai RFP Management of PSH

Workers Compensation: Waiver of Subrogation must be checked. * - if applicable Description of Operations:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured on GL and Auto policies.

2. GL is Primary and Non-Contributory.

3. Waiver of Subrogation endorsement in favor of City of Ojai OR in favor of additional insured.

Certificate Holder: City of Ojai, 401 South Ventura Street, Ojai, CA 93023 Insurance Carriers: AM Best rating A- VII or Better
General Liability Provisions:

Coverage form ISO CGL CG 00 01. Minimum limits $1MM per occurrence/$2MM aggregate
GL Endorsements:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured OR blanket additional insured endorsement.

2. Primary and Non-contributory endorsement.

3. Waiver of Subrogation endorsement in favor of City of Ojai.

Automobile Liability Provisions:

Coverage form ISO CGL CG 00 01. Minimum limits $1MM per occurrence/$2MM aggregate
Auto Insurance Endorsements:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured OR blanket additional insured endorsement.

2. Waiver of Subrogation endorsement in favor of City of Ojai.

Worker’s Compensation Provisions:

Coverage for statutory limits for workers compensation. Minimum limit of $1MM for Employer Liability.

WC Endorsements:

Waiver of Subrogation endorsement in favor of City of Ojai 191
City of Ojai RFP Management of PSH

PROJECT SCOPE AND SPECIFICATIONS

SCOPE OF SERVICES
Proposers must demonstrate capacity to deliver both property management and supportive services as an integrated model under a single contract. The full scope of both functions is described below. Proposers may utilize subcontractors or formal agency partnerships to strengthen service capacity, but the lead applicant is solely responsible for all contractual performance.

A. Property Management:

The Property Manager is responsible for all physical asset management, lease administration, and regulatory compliance functions for the 30-unit development (28 SRO units + 2 couple units), all of which are ADA compliant. The site includes dedicated on-site office space, private case management meeting rooms, a group/community meeting room, and shared space for partnering agencies to conduct on-site services and resident meetings. Additionally, the selected firm will be responsible for all of the following leasing-related activities:

1. Leasing and Occupancy
 Accept referrals through the Ventura County Coordinated Entry System (CES) / Pathways to Home, in compliance with VC CoC Written Standards and HUD 24 CFR §578.7(a)(8) consistent with State of California Encampment Resolution Funding (ERF)  Execute leases directly with tenants using standard lease agreements compliant with California landlord-tenant law and HUD requirements
 Conduct move-in inspections and maintain unit habitability per HQS/NSPIRE standards
 Maintain occupancy at or above 95% on an annual basis  Implement a non-discriminatory, Housing First admissions policy — no sobriety requirements, treatment participation mandates, or income minimums as conditions of tenancy
 Administer leases consistent with California SRO tenancy law (Civil Code §§1940–1954); all SRO units shall be offered under annual lease agreements (not month-to-month) to maximize tenant stability and Just Cause eviction protections; the 2 couple units shall be leased under standard residential lease
agreements accommodating two-person occupancy
 Describe in the proposal how lease structure ensures
compliance with Civil Code §§1940–1954 for SRO occupants, including notice requirements, habitability standards, and tenant 192
City of Ojai RFP Management of PSH

rights disclosures
 Maintain a clear unit designation policy distinguishing SRO units (single occupancy) from couple units (two-person occupancy); couple units shall be made available to households of two persons referred through CES, consistent with VC CoC
household prioritization policies
 Comply fully with the California Housing First Law (WIC §8255)

2. Rent and Financial Management
 Collect rents consistent with applicable subsidy contracts Process tenant rents (Tenant Rent Portions, or TRPs) and rental subsidies
 Manage security deposits in compliance with California Civil Code §1950.5
 Submit timely and accurate rent rolls, vacancy reports, and subsidy billing to the City and relevant housing authorities  Maintain tenant financial records and provide annual rent reasonableness documentation
 Assist tenants in accessing income supports: SSI/SSDI, CalFresh, CalWORKs, General Relief, and representative
payee services

3. Facilities Maintenance
 Provide 24/7 emergency maintenance response
 Conduct routine inspections (interior and exterior) on a scheduled basis (minimum quarterly)
 Maintain compliance with all local building codes, health and safety regulations, and ADA requirements
 Manage relationships with licensed vendors, contractors, and utilities
 Develop and implement a Capital Needs and Preventive
Maintenance Plan
 Maintain common areas including laundry, community room, outdoor spaces, and mail areas

4. Regulatory Compliance
 Participation in the regional Coordinated Entry System  Prioritization of referrals based on vulnerability indices  Collaboration with local homeless services providers

5. Supportive Services
 The selected Consultant shall provide comprehensive, on-site supportive services designed to promote housing stability, 193
City of Ojai RFP Management of PSH

health, and self-sufficiency for all program participants, including:
 Case management. Provide ongoing, individualized case management for each tenant, including intake assessment, development and regular updating of individualized service plans, housing stabilization planning, and crisis intervention as needed.
 Linkage to Medi-Cal. Assist tenants with applying for and maintaining Medi-Cal eligibility, and coordinate enrollment in CalAIM Enhanced Care Management (ECM) and Community
Supports where applicable.
 Linkage to income and mainstream benefits. Assist tenants in applying for and maintaining eligibility for income and mainstream benefit programs, including SSI/SSDI, CalWORKs, General Relief, CalFresh, and other public benefits for which they may qualify.
 Employment and volunteer opportunities. Connect tenants with employment readiness services, job training, and volunteer opportunities, and support referrals to workforce development and vocational rehabilitation programs as appropriate.
 Linkage to behavioral health assessment and services.

Coordinate referrals for behavioral health assessments and ongoing treatment through Ventura County Behavioral Health (VCBH) or other qualified providers, and support care
coordination between property management, on-site services staff, and external behavioral health providers.
 On-site activities. Plan and facilitate regular on-site activities and programming (e.g., life skills workshops, social/recreational activities, health and wellness programming) to promote community building and tenant engagement.

HMIS data entry. Maintain timely and accurate data entry into the Homeless Management Information System (HMIS) for all program participants, in compliance with HUD and CES data standards and reporting requirements.

RESERVATION OF RIGHTS
The City of Ojai reserves the right to:
 Reject any or all proposals
 Waive minor irregularities
 Negotiate terms with the selected vendor
 Cancel this RFP at any time
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CONTACT INFORMATION
Norma Cervantes
[email protected]
195

Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: August 11, 2026
SUBJECT: Authorization to Release a Request for Proposals for Owner’s Representative/Construction Management Services for the Permanent Supportive Housing Project (PSHP) (Operational Need)

RECOMMENDATION

1. Approve the Request for Proposals (RFP) for Owner’s Representative/Construction Management Services for the Permanent Support Housing Project (PSHP); and

2. Authorize the City Manager to release the RFP, conduct the competitive solicitation process, evaluate proposals, and return to the City Council with a recommended contract award for consideration.

DISCUSSION
The City is advancing the development of the Permanent Supportive Housing Project (PSHP), located at 611 S. Montgomery Street. As the project transitions into the construction phase, it is in the City’s best interest to retain an independent Owner’s Representative/Construction Management consultant to provide professional oversight and represent the City’s interests throughout construction. The RFP seeks a consultant that will act solely in an advisory and oversight role and will not perform construction work or hold construction contracts.

The selected consultant will serve as the City’s representative during construction and will provide independent oversight of the project while protecting the City’s interests related to budget, schedule, quality, regulatory compliance, and grant requirements. The consultant will coordinate with the developer and project team, monitor construction activities, review payment requests and change orders, identify project risks, provide recommendations to City staff, and present regular progress updates to the City Council. The consultant will not perform construction work or hold construction contracts, ensuring and independent oversight role on behalf of the City.

The RFP requests proposals from firms with demonstrated experience providing Owner’s Representative and/or Construction Management services on comparable public sector projects, with affordable housing and Permanent Supportive Housing experience strong preferred. The RFP also outlines the required proposal contents, consultant qualifications, evaluation criteria, and anticipated procurement schedule. The proposed schedule includes release of the RFP on August 12, 2026, proposal submissions due by September 196

11, 2026, and back to City Council for awarding on September 22, 2026.

Releasing the RFP will allow the City to identify and retain a qualified Owner’s Representative/Construction Management consultant before construction services intensify.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 8 - Financial Stability

OPTIONS

1. Take no action;

2. Provide alternative direction to staff.

FISCAL IMPACT
Approval of the recommendation authorizes only the release of the RFP and does not obligate the City to award a contract or expend funds. Any future agreement resulting from the RFP process will be presented to the City Council for approval and will include the proposed scope of services, contract amount, funding sources, and any associated budget implications.

Prepared by: Norma Cervantes, Assistant to the City Manager

ATTACHMENT(S)
A. RFP – Owner’s Representative/Construction Management Services 197
401 S. Ventura Street, Ojai CA 932023
REQUEST FOR PROPOSALS NO. RFP 26-XXX
OWNER’S REPRESENTATIVE/CONSTRUCTION MANAGEMENT SERVICES ISSUED: MM/DD/YY
Mandatory Pre-Proposal Meeting: MM/DD/YY OR Not Applicable Prospective Consultant Questions Due: MM/DD/YY| 12:00 AM Proposals Due (Electronic Only): MM/DD/YY| 12:00 AM
NO LATE PROPOSALS WILL BE ACCEPTED. Proposals received after the due date and time will not be considered for this project. It is the policy of the City of Ojai to reject any proposal that is received late.

1. REGISTER AS A VENDOR AND SUBMIT ELECTRONIC PROPOSALS AT:
[public bidding website]

2. PLEASE NOTE THAT IN THE EVENT OF A CONFLICT BETWEEN ANY DETAILS CONTAINED WITHIN THIS RFP ____-____ DOCUMENT AND ANYTHING ELSE CONTAINED WITHIN THE [PUBLIC BIDDING] PORTAL, THIS RFP ____-____ DOCUMENT SHALL CONTROL AND GOVERN
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REQUEST FOR PROPOSALS RFP NO.26-0XX
Table of Contents
A. Summary 2
B. Project Overview 3
C. Mandatory Pre-proposal Meeting 4
D. Proposal Submittal 4
E. Questions and Addendums 6
F. Proposer Qualifications 6
G. Procurement Schedule 7
H. Other Requirements 7
I. Cost Proposal 7
J. Proposal Opening, Document Review, and Award of Contract 8 K. Insurance 8
Project Scope and Specifications 8

1. Appendix “A” X

2. Appendix “B” X
Contract Services Agreement X

ADDITIONAL DOCUMENTS AVAILABLE ON PLANETBIDS AS DOWNLOADS

1. Affidavit of Non-Federal Lobbyist Requirements

2. Certificate of Compliance with Labor Code Section 3700

3. Debarment and Suspension Certification

4. Affidavit of Non-Collusion and Non-discrimination

5. Client Reference List
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A. SUMMARY
The City of Ojai (“City”) is seeking proposals from qualified firms to provide Owner’s Representative/Construction Management (CM) Services (“Consultant”) for the development of the Permanent Supportive Housing (PSH) Project (“Project”) located at 611 S. Montgomery Street, Ojai, CA 93023.

The selected firm will act solely in an advisory and oversight capacity on behalf of the City and will not perform construction work. The firm will work under a professional services agreement with the City, reporting to the City Manager and/or designee, but also providing regular project updates directly to the City Council at City Council meetings.

The selected firm will:
• Act as the City’s independent advisor
• Interface directly with the Development Manager, the General Contractor, and other contractors working on the Project on behalf of the City • Represent the City’s interests in ensuring budget, schedule, quality, and compliance
• Provide oversight regarding construction project change requests and the change management process more generally
• Not hold or perform any construction contract
• Not self-perform work or subcontract construction services • Maintain neutrality in contractor oversight and recommendations • Provide regular updates on the status of the construction project to the City, including City staff and City Council
The Project is funded by a roughly $12.6M Encampment Resolution Funding Grant awarded to the City by the California Department of Housing and Community Development.

The City of Ojai reserves the right to make changes in the Request for Proposals (RFP) as it may deem appropriate. Any and all changes in the RFP shall be made by written addendum, which shall be issued to all prospective proposers who have been issued or obtained a copy of the RFP. No oral changes will be permitted. Addenda issued during the proposal process will become a part of the original RFP. All proposals must be submitted by the date and time established herein. Proposals submitted after such required date and time will be returned unopened to the sender. The City of Ojai reserves the right to take any action considered to be in the best interest of the City of Ojai.

No proposal may be withdrawn for a period of one hundred twenty (120) days once proposals have been opened.
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No contract exists on the part of the City until the City Council has made the award and a contract has been fully executed. The award, if made, will take place approximately within one hundred twenty (120) calendar days after the scheduled proposal opening date.

The City reserves the right to reject any and all proposals received or any parts therein, and to be the sole judge of the merits of each proposal received.

This RFP does not commit the City of Ojai to award a contract or to pay any cost incurred in the preparation of any response to the RFP. All responses to this RFP become the property of the City. When negotiations with the consultant to be awarded the contract are complete, all responses submitted become a matter of public record and shall be regarded as such, with the exception of those elements in responses which are trade secrets or proprietary, marked as such, and otherwise exempt from disclosure under the California Public Records Act.

Unless expressly stated otherwise, documents must be uploaded in PDF format. It is the Proposer’s responsibility to ensure their proposal documents are properly and timely uploaded onto the City’s online bid management system. Proposals that are missing pages, cannot be opened, etc. may be considered nonresponsive. It is the Proposer’s sole responsibility to contact the City’s online bid management provider (XXXX at XXXX) to resolve any technical issues related to electronic bidding, including (but not limited to) registering as a vendor, updating passwords, updating profiles, uploading/downloading documents, submitting an electronic bid/proposal, etc. All questions or requests for interpretation regarding this RFP solicitation must be submitted online through XXXX within the date and time specified. Proposers are not to contact City personnel or Elected Officials with any questions or clarifications concerning this RFP other than through XXXX. Any response for this RFP that is not posted through XXXX is unauthorized and will be considered invalid. Proposer is solely responsible for “on time” submission of its electronic proposal. The bid management system will not accept late bids and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those bids that were transmitted successfully.

NOTE: E-proposals are sealed and cannot be viewed by the City until the closing date and time. If you need to withdraw your proposal, you may do so any time before the proposal submission deadline, by going back into the system and selecting “withdraw”.

B. PROJECT OVERVIEW
The City of Ojai is developing a 30-unit Permanent Supportive Housing Project comprising of 28 single resident occupancy units and 2 couple units, all of which are ADA compliant — to address this critical need with a deeply affordable, serviceenriched housing model. 201
City of Ojai RFP Management of PSH

The Ojai Permanent Supportive Housing Project is being constructed at the City’s Lower Public Works Yard, located at 611 S. Montgomery Street. Construction is anticipated to be completed by July of 2027. Additional details regarding the project may be found at the City’s project landing page.

Detail Description
Total Units 28 Single Room Occupancy (SRO)
units + 2 units designated for couples
(larger SRO or studio configuration)
Target Population Adults experiencing or having
experienced homelessness; priority
for chronically homeless
Location Ojai, Ventura County, California
Affordability Tenants expected to pay no more
than thirty percent of adjusted gross
income (based upon project-based
voucher calculations)
Subsidy Type Any (all subsidies accepted – federal,
state or local)
Ownership City of Ojai
On-Site Office Yes — dedicated service provider
office suite, private meeting rooms for
resident case management sessions,
group/community meeting room, and
space for partnering agencies (VCBH,
ECM leads, health, legal, etc.) to meet
with residents on-site
ADA Compliance All 30 units are fully ADA compliant;
common areas, offices, and meeting
rooms meet ADA and Fair Housing
accessibility standards
The purpose of the contract intended as a result of this RFP is to secure independent construction oversight and management services to provide oversight over the City’s Development Manager and the contractors and consultants engaged by the Development Manager to complete the Project.

C. MANDATORY PRE-PROPOSAL MEETING
Pre-proposal meeting or job walk mandatory: YES
Pre-proposal meeting or job walk time: MONTH YYYY
Pre-proposal meeting or job walk location: Zoom
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Pre-proposal meetings are held for the purpose of answering proposer questions. If a preproposal meeting is mandatory, then the City will not accept proposals from those who arrive late or do not attend. Arrive early, plan accordingly, and provide a business card to the City employee. A sign-in sheet will be available. Proposers are to meet at the location as listed, if applicable.

D. PROPOSAL SUBMITTAL
The proposals must be submitted electronically only.

Proposals must be submitted electronically on XXXX no later than MM/DD/YYYY at HH:00 PM. Please allow sufficient time to prepare and upload your documents into the electronic bid system prior to the deadline, as the system will lock and not allow entry of proposals after the designated deadline. Any technical questions regarding use of XXXX must be directed to XXXX.

The Proposal must include the following sections, numbered in accordance with the table below. Every Proposal must include the Proposer’s name and the City’s Request for Proposal No. 26-XXX.

Required Proposal Sections and Documents
1 Cover Letter
The cover letter must be signed by an officer of the firm authorized to execute a contract with the City. The primary contact should be identified and phone number, email, and mailing addresses provided.

Required
2 Company Certification and Personnel Verification
Certification, on company letterhead that the person submitting the proposal is authorized to contract on behalf of the prospective consultant. Examples of authorized persons include owner, partner, or corporate officer. Include name, title, address, and contact information. If proposer is a corporation, certification should include statement that corporation is in good standing with the California Secretary of State. Include general company information and resumes of personnel to be assigned to the engagement
Required
3 Organizational Overview and Capacity
The Consultant shall provide an overview of the organization submitting the proposal and capacity to take on new projects like this project.

Required
4 Team Qualifications and References
The Consultant shall provide a summary of the Consultant’s qualifications for this proposal. General information about the firm(s), location of office(s), years in business and areas of expertise is also requested. The Consultant shall provide a minimum of three Required
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City of Ojai RFP Management of PSH

examples of similar efforts prepared by the firm and proposed team members.
5 Key Staff and Team
The Consultant shall identify key staff and include a description of their abilities, qualifications, and experience. Attach detailed resumes of key staff that will be assigned to this project with ½ page summaries of those proposed. Include a proposed project structure and organizational chart. Identify any portion of the scope of work that would be subcontracted.

Required
6 Project Understanding
Consultant shall describe its understanding of the project and the key goals and objectives. Consultant may expand on the scope of work to incorporate optional tasks.

Required
7 Project Approach
Consultant shall describe its detailed work approach and methodology for delivering the services required as part of the Scope of Work. Include all deliverables, assumptions about the number of regular meetings needed with City staff and regular meetings with tenants to complete the Scope of Work.

Required
8 Subcontractor List (if applicable)
Include the subcontractor’s qualifications and the nature and extent of work to be performed by each subcontractor. Include firm qualifications (be brief) and key personnel, telephone number, email address and contact person for all subcontractors in an appendix.

Required if
Applicable
9 Schedule
Consultant shall include a schedule of work and include primary deliverables and meetings.

Required
10 Cost Proposal
The cost proposal shall include all labor costs, overhead costs, subconsultant costs, and an itemized list for direct expenses. Costs must be shown in a matrix format by task, showing hours per staff member and labor rates. Include all pricing information relative to the engagement on Contract Services Agreement, Exhibit “C”.

Required
11 Small and Disadvantaged Business Enterprises (SBE/DBEs) Consultant shall include certified SBE and/or DBE firms as subconsultants, if sub-consultants are used. The percentage required is XX%.

Required
12 Client Reference List
Governmental entities preferred. Include client contact information and a brief description of the service provided to each client.

Minimum of 3 references for work performed within the last 5 years.

Required
13 Modification, Changes or Exceptions to the City Contract of Service Agreement Template (if applicable)
Exceptions to the specifications of any proposed items, contract terms and conditions shall be fully described and stated in writing in Required if
Applicable
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City of Ojai RFP Management of PSH

Contract Service Agreement, Exhibit “B”. A failure to submit exceptions shall be deemed acceptance of the City’s Contract terms.
14 Affidavit of Non-Collusion and Non-Discrimination (download from XXXX)
Required
15 Federal Lobbyist Requirements (download from XXXX) Required 16 Debarment and Suspension Certificate (download from XXXX) Required 17 Certificate of Compliance with Labor Code Section 3700 (download from XXXX)
Required if
Applicable
E. QUESTIONS AND ADDENDUM
All project scope questions must be posted to XXXX by the due date listed on the cover page of this RFP. The City will coordinate responses and post them to XXXX 5 days prior to the bid deadline for all interested proposers to review.

The City’s XXXX portal: [Web address]
If discrepancies or omissions are found in this document, the City reserves the right to make such changes as deemed appropriate. Any such changes will be by written addendum, which will be posted to PlanetBids no later than 3 days prior to the proposal deadline. The City reserves the right to extend the proposal deadline.

Type of Question Contact Contact Info
1 Those related to the
Project

XXXX XXXX
2 Use of XXXX XXXX XXXX
3 City’s Purchasing Process Norma Cervantes
Assistant to the City
Manager
[email protected]
(805) 646-5581 ext. 100
ONLY the point of contact identified above may be contacted regarding this solicitation. No other City officers, agents, employees, or representatives have authority to respond on behalf of the City. Contact with unauthorized City personnel or elected officials during the selection process or may result in disqualification.

F. PROPOSER QUALIFICATIONS
Proposers who do not meet the minimum qualifications will be disqualified.

The awarded contractor and subcontractors (if applicable) must pay the City’s business license tax and submit required insurance documents prior to execution of the contract. 205
City of Ojai RFP Management of PSH

Proposing firms should demonstrate:
 At least 3 years of experience providing owner’s engineering and/or construction management services for comparable projects (or more complex projects).  Knowledge of:
o Public sector project delivery
o Affordable housing funding compliance and grant compliance  Proven ability to manage:
o Budget controls
o Scheduling
o Contractor oversight
G. PROCUREMENT SCHEDULE
Anticipated Procurement Schedule
1 RFP Release Date MM/DD/YYYY
2 Deadline for Questions MM/DD/YYYY
3 Proposal Due Date MM/DD/YYYY
4 Evaluation/Vendor Shortlist/Interview/Selection MM/DD/YYYY 5 City Council Award of Contract MM/DD/YYYY
6 Contract Execution & Notice to Proceed MM/DD/YYYY
7 Begin Engagement MM/DD/YYYY
8 Complete Engagement MM/DD/YYYY
The Anticipated Procurement Schedule dates are provided for general information.

The actual dates are subject to change depending on the City’s best interest.

H. OTHER REQUIREMENTS
The City’s form contract is required (see Contract Service Agreement). Specific requirements are outlined in the form contract.

Prevailing Wage Required: No
Performance Bond Required: Not Applicable
Payment Bond Required: Not Applicable
The majority of the work as required herein must be performed by the awarded consultant. The work may not be subcontracted to another consultant unless the consultant has been included in the Proposal, or a substitution has been approved in writing by the City’s Contracting Officer in advance of work performed.

Additional Insurance Requirements (in addition to those in City’s Contract Service Agreement)
I. COST PROPOSAL
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City of Ojai RFP Management of PSH

Consultants must provide everything necessary at their own expense including, but not limited to labor, materials, and equipment required to perform and complete the required work.

The proposal price must include all necessary labor, materials, and fees to complete the work required by Project Scope and Specifications. Permits, licenses and fees must be obtained at the awarded Consultant’s sole expense. Federal taxes must not be included, as the City is exempt from paying federal taxes. However, the City does pay Sales Tax on the purchase of items, which must be included as a separate line within the total proposal price. Costs shall exclude travel, meals, printing, and lodging.

The following costs will not be allowed: additional charges such as fuel surcharges and mileage rates, fines, entertainment, advertising, and any costs considered inappropriate for reimbursement from taxpayer money.

Consultant’s cost proposal shall include hourly rates for additional work which may be authorized by the City’s Contract Officer.

J. PROPOSAL OPENING, DOCUMENT REVIEW, AND AWARD OF CONTRACT All proposals will be opened publicly in the Office of the City Clerk on the date and time noted on the Notice of Request for Proposals. Proposals will be considered confidential until negotiations with the consultant to be awarded the contract are complete.

Proposal documents that are submitted on time and meet the minimum requirements outlined above will be reviewed by City staff, which will make a recommendation to the City Council to either reject all proposals or award a contract. Evaluation criteria will include qualifications, experience, price, familiarity with the City, and past performance; and will be based on guidelines in the City’s Municipal Code. (Ojai Municipal Code § 8-

4.21).

The City may hold interviews with respondents prior to a final selection of the project contractor. Such interviews may be conducted in person or by electronic means. The City reserves the right to make such additional investigation as it deems necessary to establish the competence and financial stability of any firm submitting a proposal.

No contract exists until the City Council has made the award, and the contract has been fully executed.

The City of Ojai reserves the right to reject the proposals, request additional information or take any other action considered to be in the best interests of the City of Ojai. 207
City of Ojai RFP Management of PSH

Specific Evaluation Criteria For Award of Contract Will Be As Follows:

Proposals will be evaluated, scored, and weighted based on demonstrated competence, the professional qualifications necessary for satisfactory performance of the required services, and a fair and reasonable price, in accordance with Ojai Municipal Code § 8-

4.21. The factors and weight attributed to each factor are as follows:

No. DESCRIPTION WEIGHT
1 General Qualifications and References 15%
2 Key Staff 10%
3 Project Understanding 30%
4 Project Approach and Work Plan 30%
5 Cost Proposal 15%
Total 100%
K. INSURANCE
The selected consultant must comply with the insurance requirements detailed in the Contract Services Agreement and below. The Acknowledgement of Insurance Endorsements must also be signed and submitted as part of the bid. Failure to submit may result in City rejecting the bid as being materially non-responsive to this RFP.

If a consultant believes any of City’s proposed insurance is not appropriate for any reason and/or the requirements warrant an adjustment, City invites submission of a written request with explanation of the same to be submitted prior to 10 days before the bid deadline. City will review the request and if appropriate, will issue an amendment to the insurance requirements as a written addendum.

Certificate of Insurance:

Shows GL, Auto, Work Comp and Professional Liability coverages with valid effective dates
General Liability: Add’l Insured and Waiver of Subrogation must be checked.

Auto Liability: Add’l Insured and Waiver of Subrogation must be checked.

Workers Compensation: Waiver of Subrogation must be checked. * - if applicable Description of Operations:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured on GL and Auto policies.

2. GL is Primary and Non-Contributory.

3. Waiver of Subrogation endorsement in favor of City of Ojai OR in favor of additional insured.

Certificate Holder: City of Ojai, 401 South Ventura Street, Ojai, CA 93023 208
City of Ojai RFP Management of PSH

Insurance Carriers: AM Best rating A- VII or Better
General Liability Provisions:

Coverage form ISO CGL CG 00 01. Minimum limits $1MM per occurrence/$2MM aggregate
GL Endorsements:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured OR blanket additional insured endorsement.

2. Primary and Non-contributory endorsement.

3. Waiver of Subrogation endorsement in favor of City of Ojai.

Automobile Liability Provisions:

Coverage form ISO CGL CG 00 01. Minimum limits $1MM per occurrence/$2MM aggregate
Auto Insurance Endorsements:

1. City of Ojai, its elected and appointed officers, employees, volunteers and agents are additional insured OR blanket additional insured endorsement.

2. Waiver of Subrogation endorsement in favor of City of Ojai.

Worker’s Compensation Provisions:

Coverage for statutory limits for workers compensation. Minimum limit of $1MM for Employer Liability.

WC Endorsements:

Waiver of Subrogation endorsement in favor of City of Ojai 209
City of Ojai RFP Management of PSH

PROJECT SCOPE AND SPECIFICATIONS

SCOPE OF SERVICES
Proposers must demonstrate capacity to deliver both property management and supportive services as an integrated model under a single contract. The full scope of both functions is described below. Proposers may utilize subcontractors or formal agency partnerships to strengthen service capacity, but the lead applicant is solely responsible for all contractual performance.

The successful firm shall provide, at minimum, the following services:

A. Project Administration
 Represent the City during construction
 Attend regular Project meetings on behalf of City
 Coordinate communications between all project stakeholders  Maintain project documentation
 Maintain action item logs
 Prepare status reports and project update presentations  Monitor consultant and contractor performance
 Provide recommendations to City staff
 Provide updates to the City Council
B. Construction Oversight
Monitor construction activities including:
 Schedule
 Budget
 Quality
 Safety coordination
 Compliance with plans and specifications
 Contractor performance
 Public impacts
 Utility coordination
 Conduct routine site visits sufficient to monitor project progress.  Change management oversight
C. Schedule Management
Review and monitor:
 CPM schedule
 Milestones
 Recovery schedules
 Delays
 Critical path impacts
 Provide recommendations to maintain project schedule. 210
City of Ojai RFP Management of PSH

D. Budget Management
Review:
 Construction costs, including draw down requests via progress payment packages from the developer
 Change orders
 Allowances
 Contingencies
 Applications for payment
 Cash flow projections
 Provide independent recommendations before City approval  Compliance with City’s Development Management Agreement and State Encampment Resolution Fund (ERF) Grant
E. Contract Administration
Assist the City with:
 RFIs
 Submittals
 Change orders
 Field directives
 Claims avoidance
 Contract interpretation
 Payment applications
F. Quality Assurance
Review contractor for compliance with:
 Approved plans
 Specifications
 Building codes
 Grant funding requirements
 Grant requirements
 Coordinate with special inspectors and testing laboratories.

G. Meetings
Schedule, attend, prepare meetings agendas and minutes and facilitate as necessary:
 Weekly construction meetings
 Owner-Architect-Contractor (OAC) meetings
 Funding agency meetings
 Utility coordination meetings
 Progress meetings
 Quarterly City Council progress presentations
.

H. Risk Management
Identify potential risks including:
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City of Ojai RFP Management of PSH

 Schedule delays
 Budget impacts
 Claims
 Utility conflicts
 Design issues
 Constructability concerns
 Provide recommendations for mitigation.

I. Project Reporting
Provide monthly and quarterly reports including:
 Budget status
 Schedule status
 Construction progress
 Change orders
 Risks
 Pending decisions
 Safety observations
J. Project Closeout
Assist with:
 Punch lists
 Substantial completion
 Final completion
 Operations manuals
 Record drawings
 Final inspections
 Occupancy coordination

RESERVATION OF RIGHTS
The City of Ojai reserves the right to:
 Reject any or all proposals
 Waive minor irregularities
 Negotiate terms with the selected vendor
 Cancel this RFP at any time

CONTACT INFORMATION
Norma Cervantes
[email protected]
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01436.0001 2070093.3 Page 1 of 1
Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Bethany Burgess, City Attorney
MEETING DATE: August 11, 2026
SUBJECT: City of Ojai Policy for Commemorative Naming and Donations (City Council Direction)

RECOMMENDATION
Approve proposed Policy for Commemorative Naming and Donations.

DISCUSSION
The City has a number of projects pending that may be appropriate for solicitation or receipt of financial contributions from local businesses, community organizations, and residents.

The City desires to maximize the opportunity to seek such contributions. In doing so, the City Manager recommends establishment of a policy to recognize contributions through a variety of means to include facility naming rights for the most significant contributions to commemorative plaques and monuments for other types of contributions. The proposed policy also contemplates the potential to name facilities after and recognize the nonmonetary contributions from community members who provide significant contributions to the City and community at large.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 8 - Financial Stability

OPTIONS

1. Take no action;

2. Provide alternative direction to staff.

FISCAL IMPACT
Having a documented policy for naming of facilities and programs and accepting donations will help facilitate the City’s efforts to obtain additional financial support for City projects and programs. The exact fiscal impact is unknown, but it is anticipated that any amounts received will offset the cost to the City of accepting such contributions.

Prepared by: Bethany Burgess, City Attorney

ATTACHMENT(S)
A. Proposed City of Ojai Policy for Commemorative Naming and Donations 213
01436.0001 2161210.1 1

CITY OF OJAI

POLICY FOR COMMEMORATIVE NAMING

AND DONATIONS
I. Purpose
The purpose of this policy is to establish the procedures and criteria for consideration of requests to name city facilities and programs. This policy also establishes a process for evaluating when it is appropriate for the City to accept donations of money, tangible personal property, and other donations from community members and other donors.

II. Naming of Facilities; Other Recognition of Contributions A. Policy Statement

1. The City of Ojai is a unique place with strong community engagement and civic participation by the City’s municipal government, other public agencies within the City and the Ojai Valley, community organizations and businesses, and community residents. The City desires to establish a formal policy to allow the City to better recognize the contributions from the community, including the naming of City facilities, and other ways of recognizing and commemorating such contributions. Contributions subject to recognition under this policy may include donations of money, donations of tangible personal property, in-kind contributions, volunteer service, or other significant contributions to the City or the Ojai community.

2. The City Council will have the exclusive authority to determine which City facilities, spaces, or features are eligible for naming or other commemorative recognition under this policy.

The City will retain ownership of all named property and the approval of naming rights under this policy is not intended to imply any endorsement of the persons or organizations recognized under this policy.

3. Naming rights for special purpose facilities and programs may be reserved for individuals or organizations who have had a significant impact or contribution to that facility or program. For example, naming rights for a facility or program dedicated to the arts may be based on an individual or organization’s contribution to the arts or artistic programming at that facility.

B. Facilities

1. For purposes of this Policy, “facility” or “facilities” shall mean and include all City-owned capital improvements, including, but not limited to City buildings, parks, trails, playgrounds, sports fields, streets, or portions of any of such buildings, parks, and streets.

2. Facility naming rights will generally be reserved for individuals who provide a significant financial contribution to the cost of constructing a new facility or the cost of renovating an existing facility. The level of contribution required to obtain a facility naming right shall be determined by the City Council on a project-by-project basis.
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01436.0001 2161210.1 2

3. At the discretion of the City Council, facilities may also be named after individuals who have consistently provided other significant contributions to the community over time such as community and civic leaders and volunteers.

4. In determining whether to approve the naming of a facility, the City Council shall consider the following:
a. The magnitude and significance of the proposed contribution; b. The extent to which the contribution directly supports construction, renovation, operation, or programming associated with the facility; c. The individual’s or organization’s service to the City or community; d. Historical significance;
e. Community support; and
f. Any other factors deemed relevant by the City Council.

5. Except in very unusual circumstances, no facility will be named after any current City employee or official or for a period of at least five (5) years after the retirement or other departure of an employee or at least five (5) years after an official leaves office.

6. The City shall comply with the requirements of Government Code § 34092 with respect to the naming of any street, boulevard, park, or place and will forward the Resolution providing any renaming of such facilities to the Board of Supervisors of the County of Ventura.

7. Facilities naming rights will typically be granted for the useful life of the facility unless otherwise provided in a Naming Rights Agreement. In the event the City determines it is necessary to perform a major capital project on a facility that is subject to a Naming Rights Agreement, the City will provide the named individual, or their successors in interest, the first opportunity to contribute to the cost of such capital project and, depending on the amount of the contribution, retain the naming rights for that facility. In the event the named individual is not able or willing to contribute to the cost of such capital project, the City Council shall reserve the right to terminate the Naming Rights Agreement and grant future naming rights to financial supporters for the project.

C. Commemorative Plaques, Monuments, and Signs; Design

1. In addition to establishing naming rights for all or a portion of a facility as described in this policy, the City Council may provide opportunities for public recognition of contributions to City facilities through installation of commemorative plaques, monuments, and signage, along with other means of recognizing such contributions. Such commemorative plaques, monuments, and signage will be authorized in the sole discretion of the City

2. Where the City Council establishes a formal campaign for donations or community contributions to a City project or facility, the City Council will identify the manner and type of recognition based on different funding or contribution levels before it begins solicitation of donations or contributions.
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3. The City reserves the right to approve the type, design, size, font, wording, location, and other similar elements of any commemorative signs, plaques, or monuments authorized under this Policy.

E. Naming Rights Agreement
All approved naming rights for facilities and ongoing programs approved by the City shall be documented in a formal agreement, which includes:

1. The name to be displayed.

2. The duration of recognition.

3. Financial terms and contribution details.

4. The location, size, and design of signage, if applicable.

5. Conditions for renewal or revocation.

6. Information regarding the proposed public communication plan.

7. The ability of the City to cover or remove signage for a limited period of time where the City has a legal obligation or operational need to do so.

A Naming Rights Agreement will not be required for commemorative plaques, monuments, and signs that are approved for tangible personal property or for temporary or seasonal naming rights for City programs.

F. Approval and Duration of Naming Rights and other Commemorative Recognition

1. Naming of facilities and the Naming Rights Agreement will be approved by City Council by Resolution.

2. Naming rights for parks and other City recreational facilities and programs will first be considered by the City’s Parks and Recreation Commission.

3. The duration of naming rights under this policy will generally be based on the life of the asset or program, the value of the contribution, and the duration of the contribution.

4. Where a program or facility is named based on something other than a financial contribution, the City reserves the right to change the naming of the facility based on any reasonable factor.
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G. Right to Deny or Withdraw Naming Rights

1. The City will not grant naming rights to and may withdraw naming rights or other recognition from individuals or entities where the City Council determines that the naming rights are inconsistent with City or community values, or if the continued recognition would expose the City to reputational, legal, or operational harm.

2. The City will not grant naming rights to political organizations of any political party, due to the appearance of impropriety that such naming rights may have and the chilling effect it may have on members of the community.

3. Naming rights and other recognition may be withdrawn if the named party’s reputation is significantly compromised, if the named party engaged in conduct that the City Council determines substantially undermines the purposes of the recognition, the promised contribution or any other term of a Naming Rights Agreement is breached by the named party, or the facility or program is decommissioned, repurposed, or otherwise terminated.
4 The City may avoid names that are cumbersome, profane, discriminatory, or derogatory; names that would result in the overt commercialization of City facilities unless in conjunction with a substantial financial contribution for construction or project costs; names that cause confusion due to duplication or that sound too similar to existing named locations within the City or surrounding areas; or names of businesses whose business is substantially derived from the sale of tobacco, firearms, pornography, products or services illegal in the state of California, or other products and services considered unsuitable or inappropriate.

III. Donations
A. Definitions
For purposes of this policy, the following terms shall have the following meanings:

1. A “donation” is a voluntary gift of money, property, goods, or services made to the City without the expectation of receiving compensation or any consideration in return, including an inkind donation. 2 An “in-kind donation” is a non-cash contribution of goods, services, or volunteer labor.

B. Evaluation Criteria
Each proposed donation shall be evaluated based on: alignment with City priorities and the benefit to the City and community from the donation; financial and operational impacts to the City; aesthetic and safety considerations; legal title or authority to provide the donation; maintenance and long-term obligations associated with the donation; ethical implications, including evaluation of conflicts of interest, of accepting a donation; compliance with applicable regulations and community standards; the associated costs or obligations associated with the donation, if any; potential liability to the City of accepting the donation. 217
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C. Procedures

1. Except where a donation is made as part of a formal fundraising campaign, prior to making a donation valued in excess of $1,000, the donor shall complete a donation application and submit the application to the City Manager. The City Manager and relevant City department(s) will review the application to determine if it is consistent with this policy. Incomplete applications will be returned to the applicant.

2. The City Manager may accept donations of unrestricted cash or tangible personal property if the donation is in compliance with this policy and also complies with applicable state and local laws pertaining to gifts and donations. Gifts in excess of the City Manager’s signature authority shall be submitted to the City Council for approval.

3. Donations or gifts of real property and donations of restricted funds or other items shall be submitted to the City Council for approval.

4. The City will not provide a valuation of a donation for tax purposes, but may acknowledge receipt of a donation and all valuation will be by the donor. The City Manager will work with the donor to complete any necessary tax paperwork.

D. Right to Reject

1. The City reserves the right to reject or refuse any donation. Additionally, the City shall reject donations that conflict with City values or policies; imply endorsement of a product, service, or viewpoint; place an undue burden on City resources; create an actual or perceived conflict of interest; or create an unacceptable risk of liability to the City.

E. Recognition of Donations

1. The City may recognize donors through issuance of thank you letters, certificates of appreciation, public acknowledgement at City events or meetings, printed recognition at City events, website or social media mentions, or other appropriate methods of recognition.

2. All recognition must be tasteful and consistent with City branding, avoid language implying endorsement, and be approved by the City Manager or his or her designee.

3. Recognition involving naming rights or similar other commemorative recognition shall be in accordance with Section II of this Policy.

4. Tiered recognition levels (e.g., Bronze, Silver, Gold) may be offered for donations in the form of a sponsorship of City events or programs in accordance with the parameters established by the City Council as part of a formal fundraising campaign established under Section II of this Policy.
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5. Recognition under this Policy does not create a property right, vested right, or contractual entitlement except as expressly provided in a written agreement approved by the City.

IV. Review and Policy Maintenance
This policy shall be reviewed biennially by the City Manager’s Office and may be amended by the City Council as necessary to remain current and appropriate. 219

Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Lucas Seibert, Community Development Director
MEETING DATE: August 11, 2026
SUBJECT: Furnished by Owner and Installed by Owner (FOIO) Items | Ojai Permanent Supportive Housing Project (OPSHP) 611
South Montgomery Street (Operational Need)

RECOMMENDATION

1. Review the Permanent Supportive Housing Project Furnished by Owner and Installed by Owner (FOIO) items list.

2. Authorize staff to proceed with solicitation of donations for items included on the FOIO List.

DISCUSSION
At the September 30, 2025 Special City Council Meeting, DignityMoves provided an informational presentation regarding the Ojai Permanent Supportive Housing project (the project) documents, with the City Council asking clarifying questions and offering feedback on the project documents prior to DignityMoves’ finalizing the design for bidding. During this informational presentation, discussion took place regarding items for the project that are to be furnished and installed by the owner (the City of Ojai). The City Council requested that a so-called “FOIO List” (Furnished by Owner and Installed by Owner List) be returned to the City Council at a future meeting. This FOIO List was brought back to City Council for discussion at the December 9, 2025, City Council meeting.

As discussed previously with the City Council, the acronym FOIO includes items and materials, equipment, furnishings, or systems a project owner purchases both directly and installs independently of the contractor’s scope. These items are excluded from the construction contract price and builder warranties and are delivered and installed by the owner or the owner’s vendors after the contractor completes required infrastructure. FOIO items are commonly used in public, nonprofit, or supportive housing projects for furniture, appliances, security systems, technology, and program-specific equipment, allowing owners to control procurement standards, reduce markup costs, or use specialized vendors who currently provide similar services to the agency.

The FOIO classification primarily impacts project coordination. Contractors must plan for rough-ins, schedule access, and avoid delays, while owners must deliver items on time and ensure their installers comply with site safety. FOIO decisions can affect project 220

sequencing, warranty coverage, risk allocation, and closeout timing. When properly defined in early documents FOIO classifications support clearer roles, reduce change orders, and help ensure both contractor and owner obligations are fully understood.

To support the procurement of FOIO items and to foster community involvement, the City recommends development of a City Permanent Supportive Housing Donations platform to celebrate efforts of individuals, groups, and organizations interested in contributing to the project. City staff proposes that any donations received related to this effort would be managed in accordance with the City’s Policy for Commemorative Naming and Donations, once approved. This means that the City Manager may accept donations up to the amount authorized in the policy with gifts in excess of that amount requiring City Council approval unless the Council provides otherwise. City staff recommends that this be treated as a formal fundraising campaign and that donations of items included on the FOIO List be allowed without submission of an application, regardless of dollar amount, as contemplated by Section III.C.1., of the policy.

The policy ensures that donor celebration and recognition are consistent with community values, avoid commercial advertising, and protect the visual integrity of public spaces. All donations must be reviewed and approved by the City Manager or designee prior to installation. In the event City staff determines it is appropriate to recognize donations through plaques or other more formal recognition, staff will return to City Council for approval of such recognition in advance.

Overall, the policy promotes transparency and ensures donor recognition is tasteful, equitable, and compatible with the long-term stewardship of the project.

The FOIO List is included as Attachment A.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 1 - Affordable Housing

OPTIONS

1. Take no action;

2. Provide alternative direction to staff.

FISCAL IMPACT
There is no fiscal impact associated with this action at this time. While FOIO items are necessary for the completion of the project, the intent is to secure funding through donations from individuals, foundations, and community organizations. Any items not received through donations will be funded through the City’s General Fund. Those items and impacts to the General Fund will be reviewed and identified after donations have been received.

Prepared by: Ben Harvey, City Manager

ATTACHMENT(S)
A. FOIO List
221
Attachment A
Ojai Permanent Supportive Housing Project
Furnished By Owner, Installed By Owner List
Updated December 4, 2025

1. Solar Panels (one variation to consider, it was suggested to maximize area of panels)

2. EV Chargers

3. Desk/closet, chair, bed, nightstand in the units

4. Gathering space tables and chairs

5. Office desks, chairs, shelving, casework, soft seating

6. In-unit appliances (mini-fridge, microwave)

7. Washing Machines (rough-in by GC)

8. Dryers (rough-in by GC, provision for dryer vent)

9. Shelving throughout the project

10. Countertop appliances in Gathering Space, coffee maker, microwave other

11. Dishes, cutlery, dish rack and other supplies for Gathering Space

12. Window Coverings (curtains and rods)

13. Site furnishings- chairs, benches and tables

14. Floor coverings (rugs, bath mats, etc)

15. Welcome mats at each unit entry

16. Linens and pillows- soft furnishings

17. Room decor, art, etc.

18. Desk and nightstand lamps

19. Security system

20. Barbeque

21. Umbrellas with base

22. Mailboxes

23. Signage

24. All networking, low voltage cabling, panels and associated equipment.

25. Pantry Freezer

26. Pantry Refrigerator

27. Gathering Space dishwashers

28. Some landscape scope

29. Decorative light fixtures

30. Bike racks

31. Bathroom mirrors, accessories

32. Other possible donor support for: a) Ojai Valley Sanitary Sewer Capacity and Connection fees b) Casitas Water Connection fees c) SCE Connection fees d) Other permit fees ie City of Ojai or Ventura County Fire
222

Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
MEETING DATE: August 11, 2026
SUBJECT: Professional Services Agreement with the Ojai Valley Chamber of Commerce

RECOMMENDATION
Approve the FY 2026‑27 Professional Services Agreement (PSA) between the City of Ojai and the Ojai Valley Chamber of Commerce for business development, economic consultancy, and community‑focused event management services.

DISCUSSION
The City of Ojai entered into a Professional Services Agreement (PSA) with the Ojai Valley Chamber of Commerce July 1, 2025 to pilot a short-term, three-month program focused on business development, tourism management, and economic support initiatives. The Chamber’s deliverables were incorporated as in that agreement, outlining targeted business recruitment, event support, and community outreach activities. City Council approved the amendment to the original agreement through June 30, 2026 on September 16, 2025.

Staff worked with the Chamber to update and expand the Scope of Work for FY26-27 to reflect Council priorities, community feedback, and the measurable needs observed during the pilot period. The proposed agreement (Exhibit A) continues and broadens the partnership, establishing a full fiscal-year scope and deliverables. The Agreement includes a not-to-exceed amount of $114,000 and will have a term ending July 1, 2027.

SUMMARY OF CHANGES FROM THE PREVIOUS AGREEMENT

1. Full Fiscal Year Term
The FY25-26 agreement covered July 1–September 30, 2025. The proposed FY26-27 PSA now sets a full-year term (July 1, 2026 – June 30, 2027) for continuity and expanded service delivery.

2. Updated and Expanded Scope of Work
The FY26-27 Scope of Work significantly expands City-requested tasks in the following areas:
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3. Business Development & Economic Diversification
 Expanded business-sector seminar schedule (e.g., cybersecurity, estate planning, senior tech, creative economy workshops).
 Increased consulting support for individual businesses and business districts, including Bryant Circle, Arcade Plaza, Fulton Street, Pirie Road, and Vons Shopping Plaza.

4. New Business Applicant Support
 More robust ombudsman services for new businesses, including review of CUP/TUP applications, assistance navigating City processes, and applying City zoning and permit standards earlier in the applicant’s process.

5. Support for City-Directed Consultants
 FY26-27 adds formal responsibilities to support City-retained consultants working on diversification strategies, including HDL Companies.

6. Increased Event Management Responsibilities
The FY25-26 agreement included management of three City events. The FY26-27 agreement increases Chamber responsibilities to:
 Seven established City events (e.g., Ojai Pixie Festival, Holiday Stroll, Ojai Lavender Festival).
 Four new mid-week and community-balanced events (e.g., “Hot Summer Night,” “Vintage Ojai,” “Night Riders,” “Harvest Week Wine Walk

7. Expanded Visitor Engagement & Marketing Services
New FY26-27 responsibilities include:
 Development of a tri-fold brochure and coordinated QR-code program.  Website improvements to better connect visitor dollars with local businesses.  Enhanced collaboration with travel writers and influencers.

8. Workforce Housing Support
FY26-27 adds participation in exploring workforce housing strategies and updates to City staff on local employer needs.

9. Reporting and Transparency Enhancements
The new agreement establishes:
 Bi-monthly public reporting requirements to the City Manager.  Council-meeting presentations at the City Manager’s request.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 6 - Diversifying Ecomony/Tourism Management
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OPTIONS

1. Take no action; or

2. Provide alternative direction.

FISCAL IMPACT
The recommended agreement with Ojai Valley Chamber of Commerce for a not-to exceed amount of $114,000 was included in the adopted fiscal year 26-27 non-departmental budget.

The Chamber of Commerce will bill the City bi-monthly for professional services in the amount of $4750.00
Prepared by:

ATTACHMENT(S)
A. Proposed FY26-27 Chamber PSA and Scope of Work
225
01436.0001 2072963.1

AGREEMENT FOR CONTRACT SERVICES
By and Between

CITY OF OJAI
and

OJAI VALLEY CHAMBER OF COMMERCE
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AGREEMENT FOR CONTRACT SERVICES

BETWEEN THE CITY OF OJAI AND

OJAI VALLEY CHAMBER OF COMMERCE
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this 11th day of August, 2026 (“Effective Date”) by and between the CITY OF OJAI, a California municipal corporation (“City”) and Ojai Valley Chamber of Commerce, Non-Profit Corporation – CA – Mutal Benefit (“Consultant”). City and Consultant are sometimes hereinafter individually referred to as “Party” and hereinafter collectively referred to as the “Parties.”

RECITALS
A. City has sought the performance of the services defined and described in Article 1 of this Agreement, as a sole source partnership with the Ojai Valley Chamber of Commerce for business development and economic consultancy services.

B. Consultant, following submission of a proposal and negotiation of the new Scope of Work, was selected by the City to perform those services.

C. Pursuant to the City of Ojai Municipal Code, City has authority to enter into and execute this Agreement.

D. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.

OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows:

ARTICLE 1. SERVICES OF CONSULTANT

1.1 Scope of Services.

In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services set forth in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by reference, which may be referred to herein as the “services” or “work.” As a material inducement to the City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all of the services described herein. Consultant covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials provided in the course of performing the services will be both of good quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean 227
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those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.

The Consultant shall provide the services set forth in Exhibit “A” (Scope of Services), including but not limited to:
 Conducting business sector and community resource seminars  Delivering consulting support to individual businesses and business zones  Supporting new business applicants and ombudsman services  Managing and promoting conferences/meeting spaces
 Developing signage/kiosk marketing plans
 Organizing and managing City events
 Facilitating discussions regarding signage and business support  Promoting local productions and performances
 Developing welcome programs for new residents
 Managing tourism and balancing local and visitor needs  Providing regular public reports and status updates to the City Manager (See Exhibit “A” for full details)

1.2 Consultant’s Proposal.

The Scope of Service shall include the Consultant’s scope of work which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.

1.3 Compliance with Law.

Consultant shall keep itself informed concerning, and shall render all services hereunder in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction over the services at the time they are rendered.

1.4 Licenses, Permits, Fees and Assessments.

Consultant shall obtain at its sole cost and expense all licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Unless otherwise provided herein, Consultant shall have the sole obligation to pay any and all fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Consultant’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents 228
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of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.

1.5 Additional Services.

City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Administrator to the Consultant, incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $25,000, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Administrator. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Consultant that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time-consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor.

City may in its sole and absolute discretion have similar work done by other contractors. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.

1.6 Familiarity with Work.

By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Consultant warrants that Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services.

Should the Consultant discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Consultant shall immediately inform the City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Administrator.

1.7 Care of Work.

The Consultant shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City’s own negligence.

1.8 Further Responsibilities of Parties.

Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, 229
01436.0001 2072963.1 -4-
prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.

1.9 Business License Compliance
Consultant shall ensure full compliance with the City of Ojai Municipal Code throughout the performance of all services under this Agreement. Consultant shall confirm that any business or business owner contacted, supported, advised, or otherwise engaged through Consultant’s activities holds a current and active City of Ojai business tax license, as required by the Ojai Municipal Code. Consultant shall verify licensure status prior to providing business-development assistance and shall direct any business lacking proper licensure to obtain a valid City business tax license before receiving continued support. Consultant shall provide confirmation of such license checks to the City upon request. City will provide Consultant with a “New Business” log at the start of each month for visibility of new business in the City.

ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.

2.1 Contract Sum.

Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “B” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed One Hundred and Fourteen Thousand Dollars and Zero Cents ($114,000.00) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.6

2.2 Method of Compensation.

Compensation for services under this Agreement shall be payable in twenty‑four (24) bi‑monthly installments over the term of the Agreement, unless otherwise modified in the Schedule of Compensation or by written amendment.

The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services; (iii) payment for time and materials based upon the Consultant’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub‑tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.

2.3 Reimbursable Expenses.

Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Administrator in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with City is a critical component of the services. 230
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If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending said meetings.

2.4 Invoices.

Consultant shall submit to City invoices for professional services pursuant to this Agreement on the fifteenth (15th) and thirtieth (30th) of each month during the term of the Agreement. Each invoice must be in a form satisfactory to the City Manager or their designee.

By submitting an invoice, Consultant certifies compliance with all provisions of this Agreement.

Consultant shall maintain an accurate log of all services delivered, time expended, and costs incurred, and City shall be entitled to inspect such records upon request.

Each invoice shall detail charges for all necessary and actual expenses by the following categories:
 travel,
 advertising/promotional cosrts,
 materials,
 equipment,
 supplies, and
 sub-contractor contracts (itemized by the same categories).

Consultant shall not invoice City for any duplicate services performed by more than one person.

City shall independently review each invoice to determine compliance with this Agreement. City agrees to pay the amount due on any correct and undisputed invoice within fourteen (14) days after City receives it in a form satisfactory to the City Manager or their designee. Consultant acknowledges that City cannot guarantee payment within this period due to its warrant-run procedures.

If any charges or expenses are disputed, City shall return the invoice to Consultant for correction and resubmission. Review or payment by City shall not constitute a waiver of any rights or remedies under this Agreement or applicable law.

2.5 Waiver.

Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

ARTICLE 3. PERFORMANCE SCHEDULE

3.1 Time of Essence.

Time is of the essence in the performance of this Agreement.

3.2 Force Majeure.

The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to 231
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unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of nature or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant shall within ten (10) days of the commencement of such delay notify the Contract Administrator in writing of the causes of the delay. The Contract Administrator shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Administrator such delay is justified. The Contract Administrator’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall Consultant be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement pursuant to this Section.

3.3 Term.

Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall begin on June 30, 2026 and shall continue in full force and effect until completion of the services on July 1, 2027, except as otherwise provided in the Schedule of Performance (Exhibit “D”).

ARTICLE 4. COORDINATION OF WORK

4.1 Representatives and Personnel of Consultant.

The following principals of Consultant (“Principals”) are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:

Carla Farrante di Ruffano Chief Executive Officer
(Name) (Title)
Victoria Adam Boad of Directors, OVCC
(Name) (Title)
(Name) (Title)
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement.

Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Consultant without the express written approval of City. Additionally, Consultant shall utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance. 232
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4.2 Status of Consultant.

Consultant shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.

4.3 Contract Administrator.

The Contract Administrator shall be Ben Harvey, City Manager, or as otherwise designated by the City Manager. It shall be the Consultant’s responsibility to assure that the Contract Administrator is kept informed of the progress of the performance of the services and the Consultant shall refer any decisions which must be made by City to the Contract Administrator.

Unless otherwise specified herein, any approval of City required hereunder shall mean the approval by the Contract Administrator. The Contract Administrator shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.

4.4 Independent Consultant.

Neither the City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Consultant shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with Consultant.

4.5 Prohibition Against Subcontracting or Assignment.

The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five percent (25%) of the present ownership and/or control of Consultant, taking all transfers into account on a cumulative 233
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basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Consultant or any surety of Consultant of any liability hereunder without the express consent of City.

ARTICLE 5. INSURANCE AND INDEMNIFICATION

5.1 Insurance Coverages.

The Consultant shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, the following policies of insurance which shall cover all elected and appointed officers, employees and agents of City:
(a) General Liability Insurance (Coverage Form ISO CGL CG 00 01 or equivalent). A policy of comprehensive general liability insurance written on a per occurrence basis for bodily injury, personal injury and property damage. The policy of insurance shall be in an amount not less than $1,000,000.00 per occurrence or if a general aggregate limit is used, then the general aggregate limit shall be twice the occurrence limit. (b) Worker’s Compensation Insurance. A policy of worker’s compensation insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for the Consultant against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by the Consultant in the course of carrying out the work or services contemplated in this Agreement, with Employer’s Liability insurance coverage limits of at least $1,000,000.00.
(c) Automotive Insurance (Coverage Form ISO CA 00 01 including “any auto” and endorsement CA 0025 or equivalent). A policy of comprehensive automobile liability insurance written on a per occurrence for bodily injury and property damage in an amount not less than $1,000,000. Said policy shall include coverage for owned, non-owned, leased, hired cars and any automobile.
(d) Reserved.
(e) Reserved.
(f) Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (g) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.
(g) Broader Coverages and Higher Limits. Notwithstanding anything else herein to the contrary, if Consultant maintains broader coverages and/or higher limits than the 234
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minimums shown above, the City requires and shall be entitled to the broader coverages and/or higher limits maintained by Consultant.

5.2 General Insurance Requirements.

All of the above policies of insurance shall be primary insurance and shall name the City, its elected and appointed officers, employees and agents as additional insureds and any insurance maintained by City or its officers, employees or agents may apply in excess of, and not contribute with Consultant’s insurance. The insurer is deemed hereof to waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents and their respective insurers. Moreover, the insurance policy must specify that where the primary insured does not satisfy the self-insured retention, any additional insured may satisfy the self-insured retention.

All of said policies of insurance shall provide that said insurance may not be amended or cancelled by the insurer or any party hereto without providing thirty (30) days prior written notice by certified mail return receipt requested to the City. In the event any of said policies of insurance are cancelled, the Consultant shall, prior to the cancellation date, submit new evidence of insurance in conformance with Section 5.1 to the Contract Administrator.

No work or services under this Agreement shall commence until the Consultant has provided the City with Certificates of Insurance, additional insured endorsement forms or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance or binders are approved by the City. City reserves the right to inspect complete, certified copies of and endorsements to all required insurance policies at any time. Any failure to comply with the reporting or other provisions of the policies including breaches or warranties shall not affect coverage provided to City.

All certificates shall name the City as additional insured (providing the appropriate endorsement) and shall conform to the following “cancellation” notice:

CANCELLATION:

SHOULD ANY OF THE ABOVE-DESCRIBED POLICIES BE

CANCELLED BEFORE THE EXPIRATION DATED THEREOF,
THE ISSUING COMPANY SHALL MAIL THIRTY (30)-DAY

ADVANCE WRITTEN NOTICE TO CERTIFICATE HOLDER
NAMED HEREIN.
[to be initialed] ______________
Consultant Initials
City, its respective elected and appointed officers, directors, officials, employees, agents and volunteers are to be covered as additional insureds as respects: liability arising out of activities Consultant performs; products and completed operations of Consultant; premises owned, occupied or used by Consultant; or any automobiles owned, leased, hired or borrowed by Consultant. The coverage shall contain no special limitations on the scope of protection afforded to City, and their respective elected and appointed officers, officials, employees or volunteers. Consultant’s 235
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insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects City or its respective elected or appointed officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. The Consultant agrees that the requirement to provide insurance shall not be construed as limiting in any way the extent to which the Consultant may be held responsible for the payment of damages to any persons or property resulting from the Consultant’s activities or the activities of any person or persons for which the Consultant is otherwise responsible nor shall it limit the Consultant’s indemnification liabilities as provided in Section 5.3.

In the event the Consultant subcontracts any portion of the work in compliance with Section 4.5 of this Agreement, the contract between the Consultant and such subcontractor shall require the subcontractor to maintain the same policies of insurance that the Consultant is required to maintain pursuant to Section 5.1, and such certificates and endorsements shall be provided to City.

5.3 Indemnification.

To the full extent permitted by law, Consultant agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
(a) Consultant will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Consultant for such damages or other claims 236
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arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys’ fees.

Consultant shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Consultant shall be fully responsible to indemnify City hereunder therefor, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Consultant in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Consultant and shall survive termination of this Agreement.

5.4 Sufficiency of Insurer.

Insurance required by this Agreement shall be satisfactory only if issued by companies qualified to do business in California, rated “A-” or better in the most recent edition of Best Rating Guide, The Key Rating Guide or in the Federal Register, and only if they are of a financial category Class VII or better, unless such requirements are waived by the Risk Manager of the City (“Risk Manager”) due to unique circumstances. If this Agreement continues for more than 3 years duration, or in the event the risk manager determines that the work or services to be performed under this Agreement creates an increased or decreased risk of loss to the City, the Consultant agrees that the minimum limits of the insurance policies may be changed accordingly upon receipt of written notice from the Risk Manager.

ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION

6.1 Records.

Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Administrator to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Administrator shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Consultant’s business, custody of the books and records may be given to City, and access shall be provided by 237
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Consultant’s successor in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.

6.2 Reports.

Consultant shall periodically prepare and submit to the Contract Administrator such reports concerning the performance of the services required by this Agreement as the Contract Administrator shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Consultant is providing design services, the cost of the project being designed, Consultant shall promptly notify the Contract Administrator of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Consultant is providing design services, the estimated increased or decreased cost estimate for the project being designed.

6.3 Ownership of Documents.

All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”) prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Administrator or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Consultant will be at the City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use, reuse or assignment. Consultant may retain copies of such documents for its own use.

Consultant shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting therefrom. Moreover, with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.

6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Administrator.
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(b) Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Administrator or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct. (d) Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.

ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION

7.1 California Law.

This Agreement shall be interpreted, construed and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Ventura, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.

7.2 Disputes; Default.

In the event that Consultant breaches any requirement of this Agreement or otherwise fails to perform the services in accordance with this Agreement, Consultant shall be considered in default. In the event Consultant is in default, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default and may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the default. This timeframe is presumptively ten (10) days, but may be extended, though not reduced, if circumstances warrant and in the City’s reasonable discretion. During the period of time that Consultant is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices 239
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during the period of default. If Consultant does not cure the default within the allotted timeframe or if the default reoccurs, the City may take necessary steps to terminate this Agreement under this Article upon provision of notice in writing stating the termination date and without providing any further opportunity to cure. Any failure on the part of the City to give notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.

7.3 Retention of Funds.

Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Consultant to insure, indemnify, and protect City as elsewhere provided herein.

7.4 Waiver.

Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement.

Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.

Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

7.5 Rights and Remedies are Cumulative.

Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.

7.6 Legal Action.

In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary 240
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provision herein, Consultant shall file a statutory claim pursuant to Government Code §§ 905, et. seq., and 910, et. seq., in order to pursue a legal action under this Agreement.

7.7 Termination Prior to Expiration of Term.

This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, without cause, upon thirty (30) days’ written notice to Consultant. In addition, Consultant may terminate this Agreement if and only if all of the following criteria are met: (i) City is in default under the terms of this Agreement; (ii) Consultant has given City 30 days’ written notice (or longer, if circumstances warrant) of the default and the reasons for the default; and (iii) City has failed to cure the default within said cure period. Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Administrator. Except where the Consultant has initiated termination, the Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Administrator thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Administrator, except as provided in Section 7.3. In the event the Consultant has initiated termination, the Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of City’s termination without cause pursuant to this Section, the City need not provide the Consultant with the opportunity to cure pursuant to Section 7.2.

7.8 Termination for Default of Consultant.

If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed the City as previously stated.

7.9 Attorneys’ Fees.

If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
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ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION

8.1 Non-liability of City Officers and Employees.

No officer or employee of the City shall be personally liable to the Consultant, or any successor in interest, in the event of any default by the City, for any amount which may become due to the Consultant or to its successor or for breach of any obligation of the terms of this Agreement.

8.2 Conflict of Interest.

Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the Contract Administrator. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.

No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Consultant warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

8.3 Covenant Against Discrimination.

Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.

8.4 Unauthorized Aliens.

Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by City. 242
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ARTICLE 9. MISCELLANEOUS PROVISIONS

9.1 Notices.

Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Administrator (with her/his name and City title), City of Ojai, 401 South Ventura Street, Ojai, CA 93023 and in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.

9.2 Interpretation.

The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

9.3 Counterparts.

This Agreement may be executed in any number of counterparts and each of such counterparts shall for all purposes be deemed to be an original, whether the signatures are originals, electronic, facsimiles or digital. All such counterparts shall together constitute but one and the same Agreement.

9.4 Integration; Amendment.

This Agreement including the attachments hereto is the entire, complete and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Consultant and by the City. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.

9.5 Severability.

In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 243
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9.6 Warranty & Representation of Non-Collusion.

No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “non-interests” pursuant to Government Code §§ 1091 or 1091.5. Consultant warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Consultant is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.

Consultant’s Authorized Initials _______

9.7 Incorporation of Recitals.

The recitals set forth above are incorporated herein by reference to the same extent as if fully restated in this Agreement.

9.8 Corporate Authority.

The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.

CITY:

CITY OF OJAI, a municipal corporation
Ben Harvey, City Manager
ATTEST:

Weston Montgomery, Chief Deputy City Clerk
APPROVED AS TO FORM:

ALESHIRE & WYNDER, LLP
Bethany A. Burgess, City Attorney
CONSULTANT:
_______________________________
By:

Name: Carla Farrante di Ruffano
Title: Chief Executive Officer
By:

Name:

Title:

Address:

Two corporate officer signatures required when Consultant is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S SIGNATURES

SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS

MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY. 245
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF VENTURA
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
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SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
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A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document. 246
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CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT

STATE OF CALIFORNIA

COUNTY OF VENTURA
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature: _____________________________________

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT

INDIVIDUAL

CORPORATE OFFICER
_______________________________

TITLE(S)

PARTNER(S) LIMITED

GENERAL

ATTORNEY-IN-FACT

TRUSTEE(S)

GUARDIAN/CONSERVATOR
OTHER_______________________________
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SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
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TITLE OR TYPE OF DOCUMENT
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A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document. 247
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EXHIBIT “A”

SCOPE OF SERVICES
Referencing Goal 6C- Diversifying Economy & Managing Tourism Goal 6C(i) Diversifying Economy
(a) Conduct regular business sector and community resource seminars to support existing local businesses and enrich residential life.

1. Finalize scheduled Q1 business sector seminars, including but not limited to:
i. “Leaving a Lasting Legacy; Charitable Estate Planning Seminar” (August 19, 2026);
ii. “Cybersecurity for Small Businesses” (September 2, 2026); iii. “Family Businesses: Planning for Generations” & “Medicare 101” (Sept. 22, 2026);
iv. “iPhone Tech for Seniors” (September 29, 2026);
v. “Creative Economy: Create Your On-Line Studio” (October 13, 2026); and vi. “Seasons of Life Service Providers: Ojai’s Death & Dying Collaborative” (Sept. 22, 2026);
vii. “Meditation for Seniors” (October 1, 2026); and
viii. “Fire Insurance for Your Businesses” (October 3 2026).

2. Develop additional business sector and community resource seminars for each Quarter in collaboration with residents, businesses and City staff, e.g. canine services, student extracurricular/service hour offerings, alternative healthy lifestyles, including:
i. Business Economic Forum (January 2027)
ii. Creative Economy Workshop (March 2027)

3. Draft and publish press releases, articles and similar sector seminar linkages to further support diversified sectors and enrich residential life. (b) Deliver consulting support to individual businesses and by business zones to address their unique challenges, and to shore up critical services and sectors.

1. Continue to meet with individual business owners to identify their individual challenges and needs, including but not limited to CUPs, TUPs, signage, foot traffic, staff turnover and housing, seasonality of profits. Determine relevant Chamber programs and local resources to support same. Report discussion points to City staff as appropriate. 248
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2. Continue to meet with local business owners to identify their specific zone challenges and needs, including but not limited to Bryant Circle, the Arcade and Arcade Plaza District, Fulton Street, Pirie Road complexes, Vons Shopping Plaza, and similar. Note rent issues, open leases, trash, parking, marketing, signage and similar concerns. Report discussion points to City staff after each event, and jointly prioritize relevant action points.

3. Initiate events along the Matilija corridor of the Arcade and in the Bryant Street corridor and to draw foot traffic to businesses and improve event accessibility for residents in those zones.

4. Continue to link local businesses to City resources by distributing fliers, highlighting fliers in Chamber newsletters, and referencing resources in presentations and individual business consults, including but not limited to the MyOjai app to report concerns impacting businesses and their customers and the A-Frame Signage FAQ.

5. Solicit action points from City staff for additional progress. (c) Continue to serve as a resource for the City to assist consultants as identified by the City with the planning and implementation of economic diversification strategies and programs.

1. Continue to provide input from local businesses to consultants including HDL Companies regarding potential diversification concepts and current challenges for local businesses by sector and by zone.

2. Facilitate access and networking between local businesses and consultants.

3. Meet regularly with consultants and City staff to determine and update diversification priorities.

4. Solicit feedback from local businesses in regard to progress over fiscal year 2026-2027. (d) Continue to serve as a resource to support new business applicants.

1. Pro-actively contact new business applicants.

Assess proposed business development concepts, applications for business permits, CUPs, TUPS, and similar. Provide recommendations to applicants, including input on traffic, parking, dark night ordinances and similar, prior to business applicant’s submittal to City in furtherance of City ordinances and zoning requirements. 249
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2. Serve as ombudsman throughout the permit application, review and licensing process.

3. Assist new businesses regarding community engagement and service, press releases, networking and related City events.

4. Track metrics from initial inquiry to completion or abandonment.

5. Conduct survey of applicants engaged in prior fiscal year 2025-2026 to inform City staff for process improvement planning.
(e) Continue consulting and ombudsman service for development concepts presently underway in order to provide increased economic diversity, namely:

1. “Workspace/IT Tech Incubator”
Offers IT tech skills development and community for entrepreneurs, businesses and local youth.

2. “Meadery Tasting Room”
Offers new experience-based business for culinary tourism sector.

3. “Community Village Container Park”
Offers community village activity space targeting youth/seniors, low-cost retail space for artists, home-based entrepreneurs, and event space for dance and performing arts.

4. “Tiny Homes By & For Ojai”
Offers flexible housing option with artistic flair to stimulate construction sector while contributing to solutions for affordable workforce housing and housing for disadvantaged. (f) Contribute to development of programs to address need for affordable workforce housing

1. Continue to assess workforce status of individual businesses, and provide update reports to City staff.

Continue to explore options for workforce housing programs together with local employers. Present optional programs to City for continued research and program development.

2. Continue to explore use of tiny homes and ADUs as an alternate means to provide incremental workforce housing while supporting new local construction sector. (g) Continue identification and recruitment of new businesses in order to reduce existing 250
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commercial space vacancies and to enrich residential life.

1. Continue to research and recruit possible tenants for 417 Bryant Circle professional services commercial property and former Suzanne’s Restaurant location.

2. Solicit business and community leaders, Council members and City staff’s recommendations each month for potential new business targets to research, vet with realtors, and prioritize into recruitment initiative.
(h) Development support for conferences/meeting space bookings and activities as support for existing businesses and new sector.

1. Continue to manage Ojai Women's Club business and event meeting space, including rental tours, calls, applications, contracts, calendar, billing and accounting. Both Chamber staff conduct bilingual rental tours and provide customer support in Spanish.

2. Chamber continues to identify, catalogue and promote conference/meeting space inventory, related event rentals businesses, and local business resources for group activities (e.g. team building hikes) throughout City.

3. Provide consulting to local businesses to refresh their conference/meeting offering and marketing, including customized business-to-business forums

4. Develop Chamber promotional pieces targeting mid-week corporate events and customer profiles/events which do not overly add to traffic or weekend tourism.

5. Continue to issue press releases to conference organizers, Amgen, similar off-site corporate clients.
(i) Assist efforts to address existing business signage in collaboration with City staff, and potential proposed new signage ordinance if so determined by City Council. (j) Design and organize events supporting the local Creative Economy in partnership with Ojai arts organizations and schools.

1. Continue to promote local productions and performances in Chamber newsletters.

2. Continue to integrate performance opportunities for local artists in Chamber organized events.

3. Continue to support Ojai performing arts leaders and organizations with the development and marketing of “Ojai’s Got Talent” (Spring 2027), a first-annual event to spotlight local youth talent in public and private schools as well as adult talent. 251
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4. Develop and organize the Creative Economy Workshop March, 2027.

5. Continue to integrate opportunities for additional performance and arts classes, productions, art exhibits and displays into the development concept for the Community Village Mixed Usage Container Project.

6. Continue to research long-term opportunities for a local arts complex. (k) Continue development of the Welcome Doorknob Piece and Fulfillment Welcome Bag for New Residents, in partnership with Ojai Valley Association of Realtors.

1. Solicit participation from local realtors and local businesses with Chamber staff promoting the opportunity to local businesses through newsletters, fliers and direct calls.

2. Recruit local businesses to provide welcome basket products or offers in (10) item increments throughout the life of the program, non-profits and clubs print materials regarding their offerings for enrichment of residential life.

3. Emphasize resources available for new businesses, home businesses, building permits and fire resilience resources.

4. Collaborate with Ojai Valley Association of Realtors to measure fulfillment metrics and business-related support metrics.

Goal 6C(ii) Managing Tourism
(a) Continued interface with local businesses and residents to assess impact of tourism on daily business operations and resident life, support statistical analysis and surveys, and convey local business input to City staff, including continuing efforts regarding:

1. Bryant Street and east end businesses’support for linked trolley route;

2. Dialogue regarding A-Frame signage in the Arcade Plaza area;

3. Signage in pedestrian corridors reminding visitors Ojai is designated smokefree;

4. Improved signage to public restrooms; and

5. Integrating additional opportunities for local musicians and artists in support of Ojai’s Creative Economy.
(b) Develop and operate (4) new, additional City events focused on balancing attendance by local residents with tourism, namely:

1. “Hot Summer Night" (July 24, 2026),
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- spotlights Bower’s Garage, Bryant St. businesses and local car enthusiasts;

2. “Vintage Ojai” (September 19, 2026);
- spotlights local thrift stores and home-based craft entrepreneurs;

3. “ Night Riders (October 23, 2026), celebrating Ojai’s bicycling lifestyle

4. “Harvest Week Wine Walk” fall date to be determined. - spotlights Ojai’s unique wine sector.
i. Provide event and logistical planning related to local businesses, clubs, non-profit organizations and vendors, including but not limited to all vendor communications, applications, review for local Ojai content, vendor payments, certificates of insurance, local business permits, set-up, vendor removal and clean-up. ii. Produce and manage all branding, marketing, promotion and publicity for the established City events, including but not limited to entertainment recruiting and contracting, with emphasis on local Ojai talent, press releases, graphic design of event fliers, design of social media content, regular social media and event calendar postings, and local promotional campaigns.
iii. Provide event supervision with Chamber staff on-site at the event during load-in, set-up, event hours and break-down, ensuring readiness to respond to emergencies, public works issues, and similar. Event hours are typically 10am to 4pm for vendors, 8am to 6 pm for Chamber staff.
iv. Coordinate events with City Parks & Recreation Department, Public Works and similar as needed.
v. Review parking plan(s) and advance communications to attendees and community. vi. Place notices and promotions as needed in local community forums, including advertisements in the local newspaper, the Ojai Valley News. (c) Organize and manage seven (7) established City events, namely:

1. Ojai Local Musicians (September 5, 2026);

2. Holiday Lights in Libbey/Downtown Lighting Celebration - In partnership with Ojai Public Works (November 21, 2026);

3. Holiday Stroll & Faire (December 5, 2026);

4. Winter Wine Walk (February 27, 2027);

5. Ojai Pixie Celebration (April, 2027); date to be determined pending harvest

6. Tails, Trails & Puppy Love (April 17, 2027); and

7. Ojai Lavender Festival (June 19, 2027).
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i. Provide event and logistical planning related to local businesses, clubs, non-profit organizations and vendors, including but not limited to all vendor communications, applications, review for local Ojai content, vendor payments, certificates of insurance, local business permits, set-up, vendor removal and clean-up. ii. Produce and manage all branding, marketing, promotion and publicity for the established City events, including but not limited to entertainment recruiting and contracting, with emphasis on local Ojai talent, press releases, graphic design of event logos, graphic design of event fliers, design of social media content, regular social media and event calendar postings, and local promotional campaigns. iii. Provide event supervision with Chamber staff on-site at the event during load-in, set-up, event hours and break-down, ensuring readiness to respond to emergencies, public works issues, and similar. Event hours are typically 10am to 4pm for vendors, 8am to 6 pm for Chamber staff.
iv. Coordinate events with City Parks & Recreation Department, Public Works and similar as needed.
v. Review parking plans and advance communications to attendees and community. vi. Place notices and promotions as needed in local community forums, including advertisements as needed in the local newspaper, the Ojai Valley News. (d) Build collective marketing and advertising opportunities for signature Ojai events, including but not limited to Ojai Wine Festival, Taste of Ojai, Art in the Park, Ojai Day and similar.

1. Assess current marketing and advertising spend and reach.

2. Determine options for collective marketing and advertising to reduce individual expenditures while increasing the profitability of each event.

3. Explore tickets/stay bundles to reduce car traffic over signature event weekends.
(e) Interface with requests by travel writers and influencers to impact interest in Ojai.

1. Respond to requests from travel writers, bloggers, wine influencers and similar requesting contact with local businesses.
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2. Provide support to local businesses to assist them in limiting the number of complimentary stays and meals requested by travel writers and similar to preserve Ojai’s cache and the profitability of local businesses. (f) Develop new tri-fold brochure/map/window sticker with linked QR code program. to inform visitors of calendar of events, enable them to explore all local businesses, interest them in investing locally, and direct visitor traffic.

1. Design tri-fold brochure including map, business directory and QR code.

2. Design sticker with QR code replicated for concierge stands, window stickers and signage frames.

3. Design QR code to link with Chamber website landing page, as detailed below in (g).

4. Distribute tri-fold brochure with map to businesses and hotels on regular basis. (g) Develop improved utility for “OjaiValleyChamber.com" website with visitor-based subpages to connect visitor spend with local businesses.

1. Develop and regularly refresh QR code landing page and specific search tools to capture visitors’ potential and regularly update Chamber website landing page to reflect updated calendar of events, business directory, linkage to commercial and real estate listings, linkage to City trolley and parking information, and visitor interest summaries, including but not limited to activities and experiences, kid-friendly activities, meeting and wedding venues, dog-friendly businesses and similar

2. Continue to analyze visitor profiles and visitor platforms for like-cities challenged by traffic and local residents’ concerns.

3. Develop improvement plans and build in appropriate measurement analytics.

4. Integrate suggestions from HDL Companies and consultants as identified by City, and design linkages to City web-based resources.
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EXHIBIT “B”

SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:

Bi-Monthly Rate TIME SUB-BUDGET
A. $4750.00 FY25-26 N/A
II. N/A.

III. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:

A. Line items for all materials and equipment are properly charged to the Services.

B. Line items for all other approved reimbursable expenses claimed, with supporting documentation.

C. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.

IV. The total compensation for the Services shall not exceed $114,000.00 annually as provided in Section 2.1 of this Agreement.
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Administrative Report
TO: Honorable City Council
FROM: Ben Harvey, City Manager
Bridget Mara, Administrative Analyst I
MEETING DATE: August 11, 2026
SUBJECT: Amendment No. 3 to Secural Security Corporation Agreement – Contract Extension and Not-to-Exceed Increase

RECOMMENDATION
Approve Amendment No. 3 to the agreement for contract services with Secural Security Corporation, revising the contract’s not-to-exceed (NTE) amount to $767,000 and extending the termination date to June 30, 2027.

DISCUSSION
The City of Ojai entered into an agreement for contract services with Secural Security Corporation on July 1, 2024, under the City Manager’s not-to-exceed (NTE) spending authority, to provide security services at the Kent Hall Parking Lot/Unhoused Encampment (Ojai Tent Town/OTT) located at 111 West Santa Ana Street, Ojai, CA. The agreement has been amended twice. Amendment No. 1 to the Agreement was entered into on August 27, 2024 to extend the termination date to February 28, 2025 and increase the not to exceed amount to $247,500. Amendment No.  2 was approved on November 18, 2025 and extended the termination date to June 30, 2026, and increased the not-to-exceed amount to $542,400. Amendment No. 3 proposes a revised not-to-exceed (NTE) amount of $767,000 (an increase of $224,600 for FY 2026-27) and extends the contract term through June 30, 2027, ensuring continued security services and accommodating projected operational needs for the upcoming year. All other terms and conditions of the original agreement remain unchanged.

Amendment No. 3 reflects the City’s ongoing need for security services at the designated site. The revised (NTE) amount is based on anticipated expenditures for FY 2026–27 and aligns with prior amendments and contract practices. The extension of the contract term will allow uninterrupted service and provide flexibility for future adjustments if needed. All other terms and conditions of the original agreement remain unchanged. Extending the current agreement with Secural Security Corporation will allow for a continued partnership with a trusted partner of which has a track record of cooperation with the City staff and the Ventura County Sherrif’s Department.
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Furthering the contract end date aligns with the anticipated completion date of the Ojai Permanent Supportive Housing Project, after which time the City anticipates no longer requiring the current scope of services.

CITY COUNCIL GOALS ALIGNMENT
Goal No. 5 - Public Safety

OPTIONS

1. Take no action.

2. Provide alternate direction to staff.

FISCAL IMPACT
The updated not-to-exceed (NTE) amount of $224,600 for the current fiscal year is higher than the $180,000 budgeted for FY2026‑27 under Misc. Community Support (010‑1110‑0132‑005). Staff will return at mid-year if an additional appropriation is necessary.

Prepared by: Bridget Mara, Administrative Analyst I

ATTACHMENT(S)
Attachment A – Amendment No. 3
Attachment B – Amendment No. 2
Attachment C – Amendment No. 1
Attachment D – Original Agreement
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Exhibit A
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Exhibit A
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Exhibit A
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CITY OF OJAI

PROFESSIONAL SERVICES AGREEMENT
(Engagement: Security Guard Services)
(Parties: Secural Corporation and the City of Ojai)

1. IDENTIFICATION
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into July 1, 2024 by and between the City of Ojai, a California municipal corporation ("City"), and SECURAL CORPORATION (hereinafter "Contractor"). For the purposes of this Agreement, City and Contractor may be referred to collectively by the capitalized term "Parties". The Capitalized term "Party" may refer to the City or Contractor interchangeably, as appropriate.

2. RECITALS

2.1 The City has determined that it requires the following professional services from a contractor for Security Services at the City premises of the Kent Hall Parking Lot / Unhoused Encampment located at: 111 West Santa Ana Street, Ojai, CA 93023.

2.2 Contractor represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees. Contractor further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, City and Contractor agree as follows:

3. DEFINITIONS

3.1 "Scope of Services" means such professional services as are set forth in Contractor's July 3, 2024 proposal to City contracting for Class II+ Security Officer, attached hereto as "Exhibit A" and fully incorporated herein.

3.2 "Approved Fee Schedule" means such compensation rates as are set forth in Contractor's "Exhibit B — Pricing Matrix" attached hereto and fully incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

3.3 "Commencement Date" means July 1, 2024.

3.4 "Termination Date" means August 31, 2024 (anticipated to be extended by contract amendment by the City of Ojai City Council at their August 27, 2024 meeting).

3.5 "City Agreement Administrator" means Ben Harvey, City Manager or Carl Alameda, Assistant City Manager.

3.6 "Contractor Project Administrator" means A.J. Scola, Executive Vice President. 265
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As a government agency, the City of Ojai is subject to the California Public Records Act (Government Code § 6250 et seq.). Please be advised that all communications submitted to City oicials and sta are subject to public disclosure under the California Public Records Act. There are limited exceptions that allow the City to redact personal information under the California Public Records Act. If you have concerns regarding privacy, please do not include your personal identifying information, such as your name, e-mail, phone number, and home address in your correspondence to the City, including, but not limited to, public comment.

TO: Honorable City Council
FROM: Weston Montgomery, Chief Deputy City Clerk
MEETING DATE: August 11, 2026
SUBJECT: Written Public Comments
The attached public comments were submitted to the City Clerk prior to 3:00 p.m. the date before the meeting (referenced above) and are being posted to the City’s website for public access.

Posted: August 10, 2026

PUBLIC COMMENT FOR CITY COUNCIL MEETINGS
Written/emailed public comments must be submitted no later than 3:00 p.m. on the day before the meeting.

The City encourages public participation. Members of the public who wish to make public comments may do so in person at the meeting, comment live via telewebinar software, or submit written public comments in advance of the meeting. Written public comment emails should be sent to [email protected].

Communications to the City Council are public records and will become part of the City’s electronic records, which are accessible through the City’s website. Please note: e-mail addresses, names, addresses, and other contact information are not required, but if included in any communication to the City Council, will become part of the public record. If you do not want your e-mail address or any other contact information to be made public, you may deliver communications to the City Clerk’s Office at 401 S Ventura St, Ojai Ca, 93023, or you may email the comment as an attached PDF to the email and request in the email to only include the attachment. If you do not want your contact information included in the public record, please do not include that information in your communication.
, August 14, 2026
284
1 Weston Montgomery
From: Clay Creasey <[email protected]>
Sent: Saturday, August 8, 2026 11:46 AM
To: Andy Gilman; Andrew Whitman; Rachel Lang; Kim Mang; Leslie Rule Cc: Bethany Burgess; City Clerk
Subject: August 11 Discussion Item 8 - County of Ventura Grand Jur4y Report Response City CouncilRe: Draft Response to Grand Jury Report
Below is my assessment of the draft responses to the Grand Jury report, as supplied by your counsel.

Findings
/ Recs
City Response My Comment
F-01 Agree None.

F-02 Generally Agree None.

F-03 Agree None.

F-04 Agree None.

F-05 Partially Agree The City states that the Notice of Funding Availability (NOFA) for the Encampment Resolution Funding Round 3 grant was released on November 27, 2023. That is not correct – it was issued on November 3. Moreover, the City’s claim that it “had to submit the ERF grant application by January 31, 2024, in order to be considered for the grant” is blatantly false. The Round 3 NOFA stated “Applications will be accepted on a rolling basis until June 30, 2024, or until funds are
depleted.” In fact, the grant application filed by the City clearly showed three windows for the ERF-3-R application, the latest of which closed on June 30. The truth is Ojai skipped the competitive services procurement process because it felt pressure to do something about the homeless encampment, and it thought an early application had a greater chance for success. So the city should amend its response to be an unambiguous “agree”.

F-06 Disagree The City’s recitation of the various steps needed to conduct a “fair and competitive selection process” is not
convincing. There were 89 days between the NOFA issuance and the first grant submission window, and 239 days between the NOFA and the final grant submission date. While it is true that the shortest window would have required a focused
effort, the City made absolutely no effort whatsoever to identify any potential development manager other than
DignityMoves. Moreover, there was no contract with
DignityMoves until May 27, 2025.
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2 F-07 Agree None.

F-08 Agree None.

F-09 Agree None.

F-10 Disagree Many other firms have designed and constructed projects like this, as demonstrated by the dozens of such projects that have been built in California in the past several years. If the City continues to insist that DignityMoves was uniquely qualified, it will not convince anyone of anything other than the City’s unreasonable adherence to a false contention.

F-11 Disagree It is true that DignityMoves was listed in the grant application for a project of 20 prefabricated trucked-in living units (without showers or toilets), and an extensive renovation project for Kent Hall, all slated to be done by January 15, 2025. If that project had been retained, it would have been reasonable to retain DignityMoves as the project
manager. However, when the project changed to a bespoke construction of 30 ensuite units in a completely different style and location with a greatly expanded timeline, the retention of DignityMoves as the project developer was no longer a
requirement.

F-12 Partially Agree The City’s statement asserts that they were “unaware at the time that HCD would consider changes to the City’s consultant identified in the grant application”. The City was advised several times by me, well before the May 27 date, that it needed to do a competitive process. Their failure to pick up the phone and ask HCD if this was okay was and is inexcusable.

F-13 Partially Agree;
partially disagree
The City’s rambling non-response to this finding is
embarrassing. A simple “agree” is all that is necessary.

F-14 Agree None.

F-15 Generally
Disagree
Transparency is not demonstrated merely by holding
meetings. It is demonstrated by what information is shared in those meetings. The core failures of transparency have been revealed in emails that were produced through Public Records Act requests. They show that the City Manager was in favor of moving the project to the public works yard from a very early date, and that DignityMoves worked with him to make that happen, and that he considered the selection of DignityMoves as the development manager to have been decided many
months before the May 27 City Council vote.

F-16 Partially agree;
partially disagree
None.

R-01 Agree; in process None.

R-02 Agree; in process None.

R-03 Generally agree. None.
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1 Weston Montgomery
From: Clay Creasey <[email protected]>
Sent: Saturday, August 8, 2026 1:10 PM
To: Andy Gilman; Andrew Whitman; Rachel Lang; Kim Mang; Leslie Rule Cc: Bethany Burgess; publisher; Andra; City Clerk
Subject: Permanent Supportive Housing Project Status
City CouncilBelow are comments from the last five DignityMoves draw requests:

Draw #8 (Monthly Summary for January, 2026)
"Building permit submittal occurred on 11/07/25, second round of permit comments have been submitted, building department final review occurring now."
Draw #9 (Monthly summary for February, 2026)
"Building permit submittal occurred on 11/07/25, second round of permit comments have been submitted, building department final review occurring now."
Draw #10 (Monthly summary for March, 2026)
"Building permit submittal occurred on 11/07/25, second round of permit comments have been submitted, building department final review occurring now."
Draw #11(Monthly summary for April, 2026)
"Building permit submittal occurred on 11/07/25, second round of permit comments have been submitted, building department final review occurring now."
Draw #12 (Monthly summary for May, 2026)
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2 "Building permit submittal occurred on 11/07/25, second round of permit comments have been submitted, building department final review occurring now."
If you have an eagle eye, you can detect a certain sameness in all these comments.

It has now been three months since the May 8 completion of the toxic removal project, and still no progress on the actual construction of the Permanent Supportive Housing project. Meanwhile, our homeless residents swelter in their tents.

A recent discreet inquiry revealed that there may be some permitting hang-up with Ventura County Fire. That would not surprise me, since I told the City Manager back in January that the project plan for the driveway was not in compliance with the fire code. He brushed my concern aside, saying that they will handle that issue with a change order, if necessary.

Whatever the reason for the holdup, in the interests of transparency to the community, an explanation is owed regarding why the same permit status comment has now persisted for so long, and why nothing has happened on that site for now over three months.

Somebody needs to take this project by the horns and get it going. Or pull the plug. But this incredible slow-motion ballet of the incompetents has to come to a close.

Respectfully,
Clay Creasey
288
1 Weston Montgomery
From: Clay Creasey <[email protected]>
Sent: Saturday, August 8, 2026 1:48 PM
To: Andy Gilman; Andrew Whitman; Rachel Lang; Kim Mang; Leslie Rule Cc: Bethany Burgess; City Clerk
Subject: August 11 City Council Agenda Item #9 - DMA Amendment City Council -
If you recently had the chance to see the movie Odyssey, then you will recognize this proposed amendment for the Trojan Horse that it is.

First, there is absolutely no need for an amendment to the DMA to give permission to DignityMoves to source third-party donations to help support the project. The current DMA anticipates just such a process, as spelled out in Section 3.5 of the agreement.

In fact, the Trojan Horse in this proposed amendment is the final paragraph of Section 3 of the Terms, which reads as follows:
"City represents and warrants to Consultant that, as of the date of this Amendment No. 2, Consultant is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement."
Well, howdy-do!
So, in return for needless permission to (maybe) get us a few donations, Ojai exonerates DignityMoves for all past sins, including but not limited to their failure to secure the "agreed in writing" budget required by the DMA, and any potential challenges to the validity of the agreement which might surface based on the findings of the Grand Jury.
289
2 My suggestion: tell DignityMoves you agree to the amendment, but without that final paragraph in Section 3. That will tell you if their heart is in the right place or not.

I have to say, I admire their chutzpah.

Respectfully,
Clay Creasey
290
1 Weston Montgomery
From: Clay Creasey <[email protected]>
Sent: Saturday, August 8, 2026 3:18 PM
To: Andy Gilman; Andrew Whitman; Rachel Lang; Kim Mang; Leslie Rule Cc: Bethany Burgess; City Clerk
Subject: August 11 City Council Agenda Item 11 - RFP for Owner's Rep / Construction Management Services
City Council MembersDid you ever get the feeling you were in the Twilight Zone? Or maybe on Candid Camera?
So, now you are being asked to approve an RFP for the City to hire someone to do the job DignityMoves is already being paid $0.5 million to do. And you are being told to not worry about the cost, because an RFP is free.

If DignityMoves will pay for our Owner's Rep out of their development fee, then this will be an easy decision. But if not, it raises a huge issue.

First, let's talk about timing. The potential bid award from this proposed RFP is six weeks away, with the potential contract signing taking up to another 120 days. That would put us into 2027. Are we really talking about construction not starting until that time frame?!? Second, let's talk about need. Why do we think we need to hire someone to do the job DignityMoves was already hired to do? (Reread section 2.1 of the DMA if you don't believe me.) What you are observing is the melting down of the administration of the affairs of Ojai. We are now on our 4th Finance Director in less 291
2 than two years (Pam Greer, Christie Billings, Brenda Cho, and now Leah Palmer), many months late with the financial reports for the 2024-25 fiscal year, a damning Grand Jury report, lawsuits galore, and a $12.7 million project that can't seem to launch.

A month ago I offered to meet with the Finance Director and our outside auditor to help get the 2024-25 audit over the finish line. No response. I repeated my offer at a City Council meeting in July. Again, no reply. It's as if the city staff is committed to flying this plane nosedown into the ground.

And you wonder why I decided not to run for mayor?
I don't envy you.

Respectfully,
Clay Creasey
292
1 Weston Montgomery
From: Larry Steingold <[email protected]>
Sent: Sunday, August 9, 2026 11:50 AM
To: Andy Gilman; Andrew Whitman; Kim Mang; Rachel Lang; Leslie Rule Cc: Bethany Burgess; Weston Montgomery
Subject: Agenda Item 5 MOA Ventura County Watershed Protection Re: Item 5 Consent Consent Calendar
To All City Council
Regarding the MOA, while the increase is small in relation to our budget it’s the attitude of the staff to just pay it that concerns me. We are being asked to pay more for less with no facts as to why. This attitude needs to be changed.

I realize that none of you were part of the original agreement, so that provides you the opportunity to ask real questions regarding these monitoring costs. Regardless of the amount, please scrutinize every item that comes before you to ensure that we are paying the right amount for the right reasons and that the amount is justified.

It is a classic local government staff maneuver to state that it’s easier to just keep paying rather than ask them to do anything else. By presenting the alternative as "staff will have to do all this extra work," they successfully frame a nearly 85% cost increase as the "safest" and "easiest" option, making it very difficult for anyone keeping an eye on the bottom line to push back.

Before approving this agreement please consider asking the questions. 1 Who is responsible, at the County, for soliciting the contract? Did the County actually put this out to a competitive bid for this new term, or did they simply roll over the existing consultant at a drastically higher rate?

2. Since we are paying a share, shouldn’t our staff have an opportunity to review the RFP, if there was one? Even if it’s just to ensure that the qualifications are not so tailored as to promote a certain vendor.

3. Who changed the contract time from 5 years to 3 years and why? When did the MOA parties decide to shorten the term, and when was Ojai notified?

4. Since the original contract was in 2020, who and how was it decided how much our share was going to be?

5. Why did the yearly price go up 84.78%?
a. The staff report vaguely mentions 'new regulatory requirements.' What exactly are these new requirements, and what is the specific line-item cost attributed to them? Do they truly justify an 85% spike?
293
2 b. Did someone drop out of the 6 or is refusing to pay their pr determined share? c. What other prices went up specifically?
d. Has staff looked at their spending for this monitoring?

6. The MOA notes (Section 6.A) that the County is charging a 10% contingency fee and a 2% administrative fee. It is entirely fair to ask if the County is properly scrutinizing the consultant's rates when the County's own administrative cut grows as the contract price grows.

While we understand that we still have to fund this, getting clear answers to questions like these, will help the public feel more confident that those on City Council are effective stewards of Ojai’s finances.

Respectfully
Larry
Larry Steingold
Ojai, CA
Larry Steingold
Ojai, CA
401-529-3829
[email protected]
294
1 Weston Montgomery
From: Craig Walker <[email protected]>
Sent: Monday, August 10, 2026 6:56 AM
To: City Clerk; Shari Herbruck; Aida Lawrence
Subject: Civil Grand Jury Response
August 11th, 2026 Agenda. Discussion Item #8: Grand Jury Report Dear Mayor and Members of the Ojai City Council:

Government procedures matter. Competitive bidding, CEQA reviews, public hearings, commission reviews, public notices, and other procedural requirements can sometimes seem cumbersome. But they were not created simply to make government slower. They exist to protect taxpayers, applicants, public officials, and the community itself.

The recent Ventura County Civil Grand Jury report concerning Ojai's Permanent Supportive Housing Project illustrates why these safeguards are so important.

The Grand Jury was careful to recognize that addressing homelessness is an important goal shared by City employees, elected officials, and the County. It stated that its concerns were not about the good intentions behind the project, but about its execution and management. That distinction is critical. A worthy objective does not eliminate the need to follow proper procedures.

The Grand Jury found that Ojai was not required to obtain competitive bids based simply on the lowest price for the development-management services. But California law did require a fair and competitive selection process based on qualifications and competency. The Grand Jury found that the City did not conduct that process before selecting DignityMoves and later awarding it the contract.

According to the report, the City did not seek a Request for Information, Request for Qualifications, or Request for Proposals from DignityMoves or competing firms. The Grand Jury also found that the City's claims of insufficient time did not excuse that omission and that the City had opportunities to conduct proper due diligence.

Perhaps most troubling, the Grand Jury specifically found "a lack of full public transparency" during the selection and contracting process. It has now recommended that Ojai establish procedures ensuring fair and competitive selections and improve public transparency in future cases.

This lesson extends beyond contracting.

CEQA is based on the same fundamental principle: government should understand and disclose the consequences of its actions before committing itself to them. California describes CEQA as a process intended to inform decision-makers and the public about environmental effects and to prevent or reduce significant environmental harm where feasible.

Much of this process involves Commission review: Planning Commission hearings, Historic Preservation Commission review, Parks and Rec Commission discussions, competitive procurement, public notice, and the Brown Act. Procedures provide opportunities to ask questions, identify problems, hear contrary 295
2 evidence, and correct mistakes before they become expensive or irreversible. Too often, projects covered by CEQA are exempted without adequate review by related commissions, local experts, and the public.

Although arbitrary or unsupported exemptions of projects are rarely challenged in court, they do erode public confidence in city decision-making.

The lesson from the Grand Jury report should therefore be larger than one housing project or one contractor.

When government decides that a deadline is too pressing, a project too important, or a particular outcome too desirable to follow established procedures, the safeguards themselves become meaningless.

Ojai residents should not have to rely solely upon assurances that City officials made the right decision.

They should be able to see how that decision was made and be a part of the decision-making process.

Following the rules does not prevent the City from accomplishing important things. It gives those accomplishments legitimacy. Process matters because public trust matters. And once public trust is lost, it is much harder to rebuild than it was to follow the proper procedure in the first place.

Thank you,
Craig Walker
296
1 Weston Montgomery
From: Kelly McDonagh <[email protected]>
Sent: Monday, August 10, 2026 11:57 AM
To: City Clerk
Subject: Sept. Meeting agenda
Hello,
I’m writing to ask that you add Libbey Bowl Legacy Date review to the September meeting agenda.

Thank you,
Kelly
Kelly McDonagh
297
1 Weston Montgomery
From: Kristi Schoeld <[email protected]>
Sent: Monday, August 10, 2026 12:16 PM
To: City Clerk
Subject: Ojai film society: Libbey bowl legacy date
I am in support of local non-profit and school use of the Libbey bowl on a legacy schedule to use the bowl for scheduled events annually. At the very least on an opt out basis with an 6- 12 month deadline to confirm.

Others can book around legacy events. The bowl is open/ unscheduled many evenings during the summer. If one Friday OR one Saturday OR one Sunday each weekend were available for commercial use- plus weekdays- that would be plenty of space for them as well.

Thank you,
Kris Schoeld
298
1 Weston Montgomery
From: Nicholas Weissman <[email protected]> Sent: Monday, August 10, 2026 12:28 PM
To: City Clerk
Cc: Weston Montgomery; treasurer
Subject: Public Comment Submission: August 11, 2026 Meeting Attachments: 20260806_Joint_Org_Appeal_LIbbey_Bowl_Legacy_Dates.pdf Hello City Clerk and Council Members,
Thank you for your continued support of local organizations. In a joint effort with longstanding community organizations, The Ojai Film Society, Ojai Band, Ojai Storytelling Festival, and Ojai Pops Orchestra want to ensure continued nonprofit community access to Libbey Bowl. We would like to encourage the council to add Libbey Bowl Legacy Date review to the September meeting agenda.

Please find attached signed formal request outlining the Joint Organization Ask.

Thank you for your time and continued work on behalf of our city.

Best,
Nick
Nicholas Weissman
President | Ojai Film Society
www.ojaifilmsociety.org
c. 818-219-0111
Ojai Film Society
A 501c3 Non Profit
Website | Instagram | Facebook
Founded in 1988, the mission of the Ojai Film Society (OFS) is to present quality independent, foreign, documentary, and classic films to the Ojai Valley, outdoors, in community for free. To learn more or to make a donation, visit ojaifilmsociety.com.
____________________________________________________
The content of this email is intended for the person or entity to which it is addressed only. This email may contain confidential information. If you are not the person to whom this message is addressed, be aware that any use, reproduction, or distribution of this message is strictly prohibited. 299
Aug 6, 2026
Ojai City Council
City of Ojai
401 South Ventura Street
Ojai, CA 93023
Re: Joint NonProfit Request For Review of the Libbey Bowl Challenge Date System | Ojai Film Society (38 Years) | Ojai Storytellers Festival (26 Years) | Ojai Band (35 Years) | Ojai Pops (10 Years) | Dear Members of the Ojai City Council:

We collectively write to you regarding Section E of the Management and Operating Agreement between the City of Ojai and Ojai Valley Music (“OVM”) governing the “Challenge Date System” for booking Events at Libbey Bowl.

Section E.ii of the Agreement provides that the parties will assess the performance and efficacy of the Challenge Date System before the commencement of the third year of the term, but no later than November 15, 2026, and that either party may initiate a renegotiation of the Challenge Date System before that time upon (1) a material change in market conditions, or (2) significant feedback from the community that justifies a reevaluation of the current model, or direction from the City Council to modify the system.

We respectfully submit that the difficulty our four organizations have experienced under the current Challenge Date System - specifically, our inability to reliably obtain and confirm dates far enough in advance to plan and promote our programming - constitutes the “significant feedback from the community” contemplated by Section E.ii(2). The current Tier 1 process, under which a date is not opened up until OVM has failed to confirm talent 60 days out, and OVM then retains a further 48-hour right of refusal once an application is received, was not designed with the advance-planning needs of community organizations in mind.

We therefore respectfully request that the City Council:
● Formally treat this letter, together with our organizations' prior correspondence regarding a request for Legacy Status, as the community feedback described in Section E.ii(2), and direct that a review and, as appropriate, renegotiation of the Challenge Date System with OVM begin now, rather than waiting until the November 15, 2026 deadline.
● Review and consider granting Legacy Status and annual fee waiver for (20) total dates to these four longstanding nonprofit organizations and allowing them to continue their legacy of good stewardship to both the community and the publicly owned arts venue.
● Include a designated representative of each of the four undersigned organizations - the Ojai Band, the Ojai Story Telling Festival / Performances to Grow On, the Ojai Film Society, and Ojai Pops / Music 4 Kids - as active participants in that review and any resulting renegotiation with OVM, with advance notice of relevant meetings and an opportunity to review and comment on proposed changes before they are finalized, rather than as members of the public commenting after the fact.

For reference, our organizations' current annual requests are:
• Ojai Band: (8) Wednesday Evenings | July 3 through Labor Day | Libbey Park Bandstand • Ojai Storytelling Festival: (Fri-Sun) The Last Full Weekend of October | Libbey Bowl • Ojai Film Society: (6) Fridays BiWeekly | Starting Third Week of July | Libbey Bowl • Ojai Pops Orchestra: (6) Sundays | September 1 through November 7 | Libbey Bowl Our organizations are not parties to the Agreement between the City and OVM, nor do we have the ability within the current contract to form an agreement with OVM or the City, but we are the parties most directly affected by Docusign Envelope ID: 9EF31AE2-B8E2-89B8-800F-58CE579F9E7E 300
how Section E operates in practice, and we believe our operational experience can meaningfully inform whatever changes the City and OVM ultimately negotiate.

Thank you for your consideration of this request.

Respectfully submitted,
_______________________________
Nicholas Weissman | President
Ojai Film Society
_______________________________
Brady Hahn | Vice President
Ojai Film Society
_______________________________
Scott Weiss | Executive Director
Ojai Pops / Music 4 Kids
_______________________________
Joe Boccali | Co-Manager
Ojai Band aka Ojai Summer Band / Rotary Club of Ojai West _______________________________
Kara Lakes | Executive & Artistic Director
Ojai Storytelling Festival / Performances to Grow On
Docusign Envelope ID: 9EF31AE2-B8E2-89B8-800F-58CE579F9E7E 8/10/2026
8/6/2026
8/7/2026
8/6/2026
8/6/2026
301
1 Weston Montgomery
From: Summer van Houten <[email protected]>
Sent: Monday, August 10, 2026 1:01 PM
To: City Clerk
Subject: Public Comment Submission: August 11, 2026 Meeting Hello City Clerk and Council Members,
Thank you for your continued support of local organizations. In a joint effort with longstanding community organizations, The Ojai Film Society, Ojai Band, Ojai Storytelling Festival, and Ojai Pops Orchestra want to ensure continued nonprofit community access to Libbey Bowl. We would like to encourage the council to add Libbey Bowl Legacy and Challenge Date System Date review to the September, 2026 Council Regular Meeting agenda.

Thank you for your time and continued work on behalf of our city.

Summer van Houten
Teacher, Rock Tree Sky
Ojai Film Society Board Member
302
1 Weston Montgomery
From: Leadership Ojai Film Society <[email protected]> Sent: Monday, August 10, 2026 1:01 PM
To: City Clerk
Subject: Public Comment Submission 2: August 11, 2026 Meeting Attachments: 20260806_Joint_Org_Appeal_LIbbey_Bowl_Legacy_Dates.pdf Hello City Clerk and Council Members,
Thank you for your continued support of local organizations. In a joint effort with longstanding community organizations, The Ojai Film Society, Ojai Band, Ojai Storytelling Festival, and Ojai Pops Orchestra want to ensure continued nonprofit community access to Libbey Bowl. We would like to encourage the council to add Libbey Bowl Legacy Date review to the September Council Regular Meeting agenda.

Please find attached signed formal request outlining the Joint Organization Ask.

Thank you for your time and continued work on behalf of our city.

Brady
--
Brady Hahn
Vice President | Ojai Film Society
--
To help protect your privacy, Microsoft Office prevented automatic download of this picture from the Internet.

Ojai Film Society
A 501c3 Non Profit
Website | Instagram | Facebook
Founded in 1988, the mission of the Ojai Film Society (OFS) is to present quality independent, foreign, documentary, and classic films to the Ojai Valley, outdoors, in community for free. To learn more or to make a donation, visit ojaifilmsociety.org. ____________________________________________________
The content of this email is intended for the person or entity to which it is addressed only. This email may contain confidential information. If you are not the person to whom this message is addressed, be aware that any use, reproduction, or distribution of this message is strictly prohibited. 303
Aug 6, 2026
Ojai City Council
City of Ojai
401 South Ventura Street
Ojai, CA 93023
Re: Joint NonProfit Request For Review of the Libbey Bowl Challenge Date System | Ojai Film Society (38 Years) | Ojai Storytellers Festival (26 Years) | Ojai Band (35 Years) | Ojai Pops (10 Years) | Dear Members of the Ojai City Council:

We collectively write to you regarding Section E of the Management and Operating Agreement between the City of Ojai and Ojai Valley Music (“OVM”) governing the “Challenge Date System” for booking Events at Libbey Bowl.

Section E.ii of the Agreement provides that the parties will assess the performance and efficacy of the Challenge Date System before the commencement of the third year of the term, but no later than November 15, 2026, and that either party may initiate a renegotiation of the Challenge Date System before that time upon (1) a material change in market conditions, or (2) significant feedback from the community that justifies a reevaluation of the current model, or direction from the City Council to modify the system.

We respectfully submit that the difficulty our four organizations have experienced under the current Challenge Date System - specifically, our inability to reliably obtain and confirm dates far enough in advance to plan and promote our programming - constitutes the “significant feedback from the community” contemplated by Section E.ii(2). The current Tier 1 process, under which a date is not opened up until OVM has failed to confirm talent 60 days out, and OVM then retains a further 48-hour right of refusal once an application is received, was not designed with the advance-planning needs of community organizations in mind.

We therefore respectfully request that the City Council:
● Formally treat this letter, together with our organizations' prior correspondence regarding a request for Legacy Status, as the community feedback described in Section E.ii(2), and direct that a review and, as appropriate, renegotiation of the Challenge Date System with OVM begin now, rather than waiting until the November 15, 2026 deadline.
● Review and consider granting Legacy Status and annual fee waiver for (20) total dates to these four longstanding nonprofit organizations and allowing them to continue their legacy of good stewardship to both the community and the publicly owned arts venue.
● Include a designated representative of each of the four undersigned organizations - the Ojai Band, the Ojai Story Telling Festival / Performances to Grow On, the Ojai Film Society, and Ojai Pops / Music 4 Kids - as active participants in that review and any resulting renegotiation with OVM, with advance notice of relevant meetings and an opportunity to review and comment on proposed changes before they are finalized, rather than as members of the public commenting after the fact.

For reference, our organizations' current annual requests are:
• Ojai Band: (8) Wednesday Evenings | July 3 through Labor Day | Libbey Park Bandstand • Ojai Storytelling Festival: (Fri-Sun) The Last Full Weekend of October | Libbey Bowl • Ojai Film Society: (6) Fridays BiWeekly | Starting Third Week of July | Libbey Bowl • Ojai Pops Orchestra: (6) Sundays | September 1 through November 7 | Libbey Bowl Our organizations are not parties to the Agreement between the City and OVM, nor do we have the ability within the current contract to form an agreement with OVM or the City, but we are the parties most directly affected by Docusign Envelope ID: 9EF31AE2-B8E2-89B8-800F-58CE579F9E7E 304
how Section E operates in practice, and we believe our operational experience can meaningfully inform whatever changes the City and OVM ultimately negotiate.

Thank you for your consideration of this request.

Respectfully submitted,
_______________________________
Nicholas Weissman | President
Ojai Film Society
_______________________________
Brady Hahn | Vice President
Ojai Film Society
_______________________________
Scott Weiss | Executive Director
Ojai Pops / Music 4 Kids
_______________________________
Joe Boccali | Co-Manager
Ojai Band aka Ojai Summer Band / Rotary Club of Ojai West _______________________________
Kara Lakes | Executive & Artistic Director
Ojai Storytelling Festival / Performances to Grow On
Docusign Envelope ID: 9EF31AE2-B8E2-89B8-800F-58CE579F9E7E 8/10/2026
8/6/2026
8/7/2026
8/6/2026
8/6/2026
305
1 Weston Montgomery
From: Beth <[email protected]>
Sent: Monday, August 10, 2026 1:24 PM
To: City Clerk
Subject: Public Comment Submission: August 11, 2026 Meeting Hello City Clerk and Council Members,
Thank you for your continued support of local organizations. In a joint effort with longstanding community organizations, the Ojai Film Society, Ojai Band, Ojai Storytelling Festival, and Ojai Pops Orchestra want to ensure continued nonprofit community access to Libbey Bowl. We would like to encourage the council to add Libbey Bowl Legacy and Challenge Date System Date review to the September 2026 Council Regular Meeting agenda.

Thank you for your time and continued work on behalf of our city.

Beth O'Rourke
Filmmaker
--
View projects and case studies
LinkedIn
Vimeo
Instagram
Contact
306
1 Weston Montgomery
From: Helena Pasquarella <[email protected]>
Sent: Monday, August 10, 2026 1:39 PM
To: City Clerk
Subject: Films at the Bowl
Please add the film series issue to the agenda.

Thank you,
Helena Pasquarella.

Sent from the all new AOL app for iOS
307
1 Weston Montgomery
From: Gillian McManus <[email protected]>
Sent: Monday, August 10, 2026 3:23 PM
To: City Clerk
Subject: Public Comment Submission - August 11, 2026 Meeting Hello City Clerk and Council Members,
Thank you for your continued support of local organizations. In a joint effort with longstanding community organizations, The Ojai Film Society, Ojai Band, Ojai Storytelling Festival, and Ojai Pops Orchestra want to ensure continued nonprofit community access to Libbey Bowl. We would like to encourage the council to add Libbey Bowl Legacy and Challenge Date System Date review to the September, 2026 Council Regular Meeting agenda.

Thank you for your time and continued work on behalf of our city.

Gillian McManus
Ojai Film Society Board Member
323-314-7357
308
1 Weston Montgomery
From: Diane Treanor <[email protected]>
Sent: Monday, August 10, 2026 7:18 PM
To: City Clerk
Subject: Libbey Bowl Legacy dare
Please consider adding the Libbey Bowl Legacy to your September calendar 309
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