Agenda packet, special meeting — Oroville City Council, January 7, 2025 (part 1 of 2)

January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 1 of 7

OROVILLE CITY COUNCIL
Council Chambers
1735 Montgomery Street
Oroville, CA. 95965
January 07, 2025

SPECIAL MEETING
CLOSED SESSION 5:00 PM
OPEN SESSION 6:00 PM
AGENDA

PUBLIC ACCESS AND PARTICIPATION
Please review the options below for ways to participate or observe the Council Meetings.

To Observe the Meeting:

1. Live Feed: https://www.youtube.com/channel/UCAoRW34swYl85UBfYqT7IbQ/

2. Zoom Link: https://zoom.us/j/96870319529?pwd=dW9kMGRZSFo5MFFNQk5wVDUzRkRrZz09

3. Zoom Application: Meeting ID: 968 7031 9529 Passcode: 67684553

4. By Phone: Telephone: 1-669-900-6833 Meeting ID: 968 7031 9529 Passcode: 67684553 To Provide Comment to the Council:

1. Attend the meeting in person

2. Send an Email by 2:00 PM the day before the meeting to [email protected]. All comments emailed will be provided to the Council Members for their consideration.

If you would like to address the Council at this meeting, you are requested to complete the blue speaker request form (located on the wall by the agendas) and hand it to the City Clerk, who is seated on the right of the Council Chamber. The form assists the Clerk with minute taking and assists the Mayor or presiding chair in conducting an orderly meeting. Providing personal information on the form is voluntary. For scheduled agenda items, please submit the form prior to the conclusion of the staff presentation for that item. Council has established time limitations of three (3) minutes per speaker on all items and an overall time limit of thirty minutes for non-agenda items.

If more than 10 speaker cards are submitted for an item, the time limitation would be reduced to one and a half (1.5) minutes per speaker for that item. If more than 15 speaker cards are submitted for non-agenda items, the first 15 speakers will be randomly selected to speak at the beginning of the meeting, with the remaining speakers given an opportunity at the end. (California Government Code §54954.3(b)).

Pursuant to Government Code Section 54954.2, the Council is prohibited from taking action except for a brief response from the Council or staff to statements or questions relating to a non-agenda item.

CALL TO ORDER / ROLL CALL
Council Members: Tracy Johnstone, Krysi Riggs, Scott Thomson, Janet Goodson, Shawn Webber, Vice Mayor Eric Smith, Mayor David Pittman

CLOSED SESSION
The Council will hold a Closed Session on the following:

1. Pursuant to Government Code section 54956.9(d)(2), the Council will meet with City Administrator and City Attorney regarding potential exposure to litigation – two cases. 1 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 2 of 7

2. Pursuant to Government Code section 54957, the Council will meet with Personnel Officer to discuss Public Employee Performance Evaluations. Position Title: Department Heads and Contract Employees.

OPEN SESSION

1. Announcement from Closed Session

2. Pledge of Allegiance

3. Adoption of Agenda

PRESENTATIONS AND PROCLAMATIONS
None this meeting.

PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
This is the time to address the Council about any item not listed on the agenda. If you wish to address the Council on an item listed on the agenda, please follow the directions listed above.

REPORTS / DISCUSSIONS

1. Council Announcements and Reports

2. Administration Reports

CONSENT CALENDAR
Consent calendar items 1 - 10 are adopted in one action by the Council. Items that are removed will be discussed and voted on immediately after adoption of consent calendar items.

1. AMENDMENT NO. 1 TO THE CONTRACT WITH BUTTE CONSTRUCTION COMPANY

FOR THE MISSION ESPERANZA PROJECT
The City Council shall consider amending the construction contract with Butte Construction Company to cover the additional costs of the construction phase of the Mission Esperanza project

ACTION REQUESTED -
APPROVE RESOLUTION NO. 9337- A RESOLUTION OF THE OROVILLE CITY

COUNCIL AUTHORIZING AND DIRECTING THE MAYOR TO APPROVE AN AMENDMENT TO AGREEMENT NO. 3467 BUTTE CONSTRUCTION COMPANY TO

COMPLETE THE MISSION ESPERANZA PROJECT IN AN AMOUNT NOT TO EXCEED $2,970,000, PLUS A 10% CONTINGENCY FOR A TOTAL AMOUNT OF $3,300,000.
2 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 3 of 7

2. PROFESSIONAL SERVICES AGREEMENT WITH ADAMS ASHBY GROUP FOR

ANNUAL LONG-TERM MONITORING REPORTS FOR HOME MULTI-FAMILY

RENTAL HOUSING PROJECTS
The City Council shall consider a Professional Services Agreement with Adams Ashby Group in the amount of $42,000 for the preparation of HOME Investment Partnerships Program annual monitoring documentation reports for four (4) multi-family rental housing projects, for three (3) years.

ACTION REQUESTED -
ADOPT RESOLUTION NO. 9338 – A RESOLUTION OF THE OROVILLE CITY COUNIL

AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE A PROFESIONAL

SERVICES AGREEMENT WITH ADAMS ASHBY GROUP, INC, IN THE AMOUNT OF $42,000, TO PREPARE THE ANNUAL LONG-TERM MONITORING REPORT FOR HOME MULTI-FAMILY RENTAL HOUSING PROJECTS, FOR THREE (3) YEARS.

3. MOTOROLA RADIO ENCRYPTION LICENSING
The City Council shall consider authorizing the purchase of encryption licensing for public safety radios to meet current Department of Justice (DOJ) requirements, in the amount of $98,201.22.

ACTION REQUESTED -

AUTHORIZE THE CHIEF OF POLICE TO PURCHASE THE ENCRYPTION LICENSING IN THE AMOUNT OF $98,201.22.

4. AT&T MAINTENANCE AGREEMENT FOR 911 CALL TAKING EQUIPMENT The City Council shall consider authorizing the Police Department to extend the maintenance contract with AT&T by one year. This extension will cost $59,585.80, however will be reimbursed by the California Office of Emergency Services (CalOES).

ACTION REQUESTED -
AUTHORIZE THE CHIEF OF POLICE TO ENTER INTO A 1-YEAR MAINTENANCE

AGREEMENT WITH AT&T AND RECEIVE REIMBURSEMENT FUNDS FROM CALOES.
3 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 4 of 7

5. INCREASE LICENSE FOR BODY CAMERAS AND TASERS
The City Council shall consider authorizing the Police Department to increase the contract with Axon to add additional body cameras and Tasers. This increase will cost $84,670.28 over 25 months.

ACTION(S) REQUESTED -

1. AUTHORIZE THE CHIEF OF POLICE TO ENTER INTO A 25 MONTH

AGREEMENT WITH AXON FOR THE PURCHASE OF THE ADDITIONAL BODY

WORN CAMERAS, TASERS, LICENSING AND MISCELLANEOUS
HARDWARE; AND

2. AUTHORIZE THE CHIEF OF POLICE, WITH THE APPROVAL OF THE CITY

ADMINISTRATOR, TO ADD ADDITIONAL CAMERAS AND TASERS TO THE

AGREEMENT DURING THE TERM OF THE AGREEMENT PROVIDED
FUNDING IS AVAILABLE.

6. PUBLIC WORKS COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM AND

BUDGET ADJUSTMENT
The City Council shall consider approving an Agreement with Websoft Developers for their MobileMMS Computerized Maintenance Management System (CMMS).

ACTION(S) REQUESTED -

1. APPROVE THE AGREEMENT WITH WEBSOFT DEVELOPERS AND
AUTHORIZE THE CITY ADMINISTRATOR TO SIGN; AND

2. APPROVE BUDGET ADJUSTMENT (5/7 VOTE REQUIRED) FROM SEWER FUND AND CONTINGENCY.

7. STREETLIGHT DATA SOFTWARE SUBSCRIPTION – FUNDING SOURCE

CORRECTION BUDGET ADJUSTMENT
The City Council shall consider approving a change to the funding source for the StreetLight Data subscription, from Traffic Impact Fees to existing appropriation included in the Fiscal Year 2024/25 budget

ACTION REQUESTED -

APPROVE BUDGET ADJUSTMENT TO ADD IN ANNUAL SUBSCRIPTION

AGREEMENT STREETLIGHT DATA (PREMIUM PLANNING SOLUTIONS) IN THE AMOUNT OF $30,999, USING EXISTING APPROPRIATES IN THE FISCAL YEAR 2024/25 BUDGET (5/7 VOTE REQUIRED).
4 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 5 of 7

8. SUBSCRIPTION TO RIB SPECLINK
The City Council shall consider approving a subscription to RIB SpecLink, a cloud-based software for the efficient creation of engineering project specifications.

ACTION REQUESTED -
APPROVE AN ANNUAL SUBSCRIPTION TO RIB SPECLINK.

9. RESOLUTION TO DELEGATE MAYOR TO SIGN AGREEMENTS WITH CALTRANS AND TO SIGN PROGRAM SUPPLEMENT NO. F009 TO ADMINISTERING AGENCYSTATE AGREEMENT FOR FEDERAL-AID PROJECT NO. 03-5142F15 The City Council shall consider authorizing the Mayor to be the authorized person to sign agreements with Caltrans on the City’s behalf. The Council will also consider authorizing the Mayor to sign Program Supplement No. F009 to Administering Agency-State Agreement for Federal-aid Projects No. 03-5142F15.

ACTION REQUESTED -
ADOPT RES. NO. 9339 - A RESOLUTION OF THE OROVILLE CITY COUNCIL

AUTHORIZING THE MAYOR TO SERVE AS THE AUTHORIZED SIGNATORY FOR

AGREEMENTS WITH CALTRANS ON BEHALF OF THE CITY, AND DIRECTING THE MAYOR TO SIGN PROGRAM SUPPLEMENT NO. F009 TO THE ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECT NO. 03-5142F15.

10. APPROVAL OF THE 12.03.2024 and 12.17.2024 CITY COUNCIL REGULAR MEETING

MINUTES
The City Council shall consider approving the drafted 12.03.2024 and 12.17.2024 City Council Regular Meeting Minutes.

ACTION REQUESTED -
APPROVE MINUTES AND AUTHORIZE THE MAYOR TO SIGN.

REGULAR BUSINESS

11. PROFESSIONAL SERVICES AGREEMENT WITH THE FERGUSON GROUP FOR

FEDERAL LEGISLATIVE ADVOCACY SERVICES
The City Council shall consider Professional Services Agreement with The Ferguson Group for Federal legislative advocacy services.

ACTION REQUESTED -

APPROVE PROFESSIONAL SERVICES AGREEMENT WITH THE FERGUSON

GROUP FOR FEDERAL LEGISLATIVE ADVOCACY SERVICES AND AUTHORIZE THE MAYOR AND STAFF TO SIGN.
5 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 6 of 7

12. PROFESSIONAL SERVICES AGREEMENT WITH SHAW, YODER, SCHMELZER,

ANTWIH & LANGE FOR STATE LEGISLATIVE ADVOCACY SERVICES
The City Council shall consider Professional Services Agreement with Shaw, Yoder, Antwih, Schmelzer and Lange for State legislative advocacy services.

ACTION REQUESTED -

APPROVE PROFESSIONAL SERVICES AGREEMENT WITH SHAW, YODER,

SCHMELZER, ANTWIH & LANGE FOR STATE LEGISLATIVE ADVOCACY SERVICES AND AUTHORIZE THE MAYOR AND STAFF TO SIGN.

13. ISSUANCE OR SALE OF DUTY FIREARM TO RETIRED POLICE CHIEF BILL

LAGRONE
The City Council shall consider issuing or selling retired Police Chief Bill LaGrone’s service firearm to him as a token of the City’s appreciation for his twenty-two plus years of service to the City of Oroville.

ACTION(S) REQUESTED -

1. APPROVE THE ISSUANCE OF THE DUTY FIREARM TO RETIRED CHIEF BILL

LAGRONE AND DIRECT STAFF TO WORK WITH LAGRONE ON THE
TRANSFER OF OWNERSHIP; OR

2. APPROVE THE SALE OF THE DUTY FIREARM TO RETIRED CHIEF BILL

LAGRONE DIRECT STAFF TO WORK WITH LAGRONE ON THE TRANSFER OF OWNERSHIP; OR

3. RETAIN THE DUTY FIREARM AS A RESERVE FIREARM.

14. BUDGET ADJUSTMENT FOR ELECTION COSTS
The City recently conducted an election on November 5, 2024, incurring expenses totaling $136,405.22. These expenses include costs for election administration, equipment, staffing, printing, and other necessary services. Although the election costs were anticipated, they exceeded the budgeted allocation due unanticipated total cost of the Measures that were printed. As a result, a budget adjustment is required to ensure all obligations are met, and the General Fund remains balanced.

ACTION REQUESTED –
ADOPT RESOLUTION NO. 9340 - APPROVING THE BUDGET ADJUSTMENT AS RECOMMENDED (5/7 VOTE REQUIRED).
6 January 07, 2025~4:00 PM Oroville City Council Meeting Agenda Page 7 of 7 PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
This is the time to address the Council about any item not listed on the agenda. If you wish to address the Council on an item listed on the agenda, please follow the directions listed above.

Under Government Code 54954.3, the time for each presentation may be limited. - Speakers are requested to provide a speaker card to the City Clerk - Public comment session is closed and then the Council will debate and take action - Those wishing to speak at the public hearings below, but unable to attend before 5pm, may request that the council consider holding the public hearing after 5pm by emailing [email protected] or calling 530-538-2535. Please submit request 24 hours before the meeting.
- Individuals may email comments for council consideration to [email protected]
-
No Public Hearings this meeting.

FUTURE AGENDA ITEMS / CORRESPONDENCE

1. Future Agenda Items

2. Correspondence
i. Fire Department - December Statistic Report

ADJOURN THE MEETING
The meeting will be adjourned. A regular meeting of the Oroville City Council will be held on January 21, 2025 at 4:00 p.m.

Accommodating Those Individuals with Special Needs – In compliance with the Americans with Disabilities Act, the City of Oroville encourages those with disabilities to participate fully in the public meeting process. If you have a special need in order to allow you to attend or participate in our public meetings, please contact the City Clerk at (530) 538-2535, well in advance of the regular meeting you wish to attend, so that we may make every reasonable effort to accommodate you. Documents distributed for public session items, less than 72 hours prior to meeting, are available for public inspection at City Hall, 1735 Montgomery Street, Oroville, California.

Recordings -PECIAL All meetings are recorded and broadcast live on cityoforoville.org and YouTube. 7 8
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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: AMY BERGSTRAND, BUSINESS ASSISTANCE AND HOUSING

DEVELOPMENT DIRECTOR
RE: AMENDMENT NO. 1 TO THE CONTRACT WITH BUTTE

CONSTRUCTION COMPANY FOR THE MISSION ESPERANZA

PROJECT
DATE: JANUARY 7, 2025

SUMMARY
The Council may consider amending the construction contract with Butte Construction Company to cover the additional costs of the construction phase of the Mission Esperanza project

DISCUSSION
In October 2021, the California Homeless Coordinating and Financing Council released a request for application for Encampment Resolution Funding with applications due in December of 2021. This funding was established to assist local jurisdictions initiate innovative and replicable efforts to resolve encampment concerns and to support individuals in accessing safe and stable housing. In December 2021, the City partnered with the Oroville Rescue Mission to submit an application that would address the needs of a known encampment in the city.

On October 27, 2022, the City of Oroville was awarded $2,733,374.11 in Encampment Resolution Funding (ERF-2-L) Program grant funds from the California Interagency Council on Homelessness (Cal ICH). The project is titled “Mission Esperanza.” This funding is budgeted for both services and capital improvements.

On May 8, 2023, a Request for Proposals (RFP) was published and posted for the preparation of engineered drawings and construction of the site to convert the existing shop building into an intake/navigation center, office space, and congregate shelter, including grading and preparing pads to erect (20) non-congregate pallet shelters (15 in Phase I and 5 ADA units in Phase II), and the installation of utilities and infrastructure to accommodate all upgrades to the facility to accommodate up to 40 persons in non-congregate units and 40 persons in congregate interim shelter. The construction contract covers Phase I, which includes all infrastructure for fifteen (15) pallet shelters, forty (40) congregate beds and offices for service providers. Although the contract does not include construction costs for Phase II which the city has a bid 10 Item 1.

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for, once funding is secured, staff will amend the agreement to include the items included in Phase II of the bid which include five (5) concrete shelter pads, pedestals for ADA compliant shelter units, a concrete pad for the community building/intake shelter/security shed, perimeter fencing and exterior lighting.

In the fall of 2023, the ERF-2-R application was funded, and we guided Butte Construction Company (BCC) to prepare change orders to include Phases II & III.

Phase III to include an additional twenty (20) concrete pads for twenty noncongregate shelter units, resulting in the addition of thirty-five non-congregate beds bringing the number of interim shelter beds up to 105.

The original contract with Butte Construction Company to complete Phase I of the work was estimated at $1,968,000.00, plus a 10% contingency budgeted for unforeseen issues, additions, etc., bringing the total contract to $2,164,800. Since the contract was originally executed and the change orders for additional phases added in, there have been a couple of dozen additional change orders approved for the project. It is now time to amend the BCC contract to account for the change orders and the project size, which we anticipated needing to do if the project was awarded additional funds.

To support the project’s construction costs and the increase to the BCC contract, funding will come from:

ERF 2L: $1,721,000 Total grant award: $2,733,373.71
ERF 3L: $329,000 Total grant award: $1,730,450
ARPA County: $500,000
ARPA City: $750,000
Amendment No.1 to the Butte Construction Contract will increase the contract to a not to exceed amount of $2,970,000, plus a 10% contingency bringing the total contract up to $3,300,000. There may be a need to increase the agreement in the future, if there are additional costs to the project that we are unaware of at this time.

FISCAL IMPACT
There is no General Fund Impact.

Mission Esperanza project costs are fully supported with grant revenue awarded to the city and to the county and encumbered to this project.

RECOMMENDATION

1. Approve Resolution No. 9337- A RESOLUTION OF THE OROVILLE CITY

COUNCIL AUTHORIZING AND DIRECTING THE MAYOR TO APPROVE AN AMENDMENT TO AGREEMENT NO. 3467 BUTTE CONSTRUCTION

COMPANY TO COMPLETE THE MISSION ESPERANZA PROJECT IN AN 11 Item 1.

Page 3 ends

AMOUNT NOT TO EXCEED $2,970,000, PLUS A 10% CONTINGENCY FOR A TOTAL AMOUNT OF $3,300,000.

ATTACHMENTS
Resolution No. 9337
Agreement No. 3467-1
12 Item 1.

Agreement No. 3467-1
Administering Agency: City of Oroville
Agreement No. 3467-1 ,
This First Amendment to the Agreement between the City of Oroville and Butte Construction Company (“First Amendment”) in entered into by and between the City of Oroville, a municipal corporation (“Owner/City”) and Butte Construction Company (“Contractor”). City and Contractor may be referred to herein collectively as the “Parties”.

RECITALS
WHEREAS City and Contractor entered into an Agreement on August 1, 2023, for Contractor to provide professional construction services in the development of the property located at 4250 Lincoln Blvd, Oroville, known as Mission Esperanza; and
WHEREAS the City has applied for and received funds from the California Business, Consumer Services and Housing Agency under the third round of Encampment Resolution Funding (23-ERF-3-L00009) and from the city of Oroville and the County of Butte under the federal ARPA program which has provided additional revenue to the project; and
WHEREAS the City has approved several change orders for work/tasks that have increased the scope of work for the Contractor and the current contract does not provide adequate compensation for those increases in work; and
WHEREAS both City and Contractor agree that this agreement supports the coordinated efforts of both parties on the Mission Esperanza project regardless of funding source.

AGREEMENT
NOW THEREFORE, in consideration of the recitals contained herein, the Parties mutually agree to extend the Contract Price, and to increase the amount of the contract not to exceed Three Million Three Hundred Thousand dollars ($3,000,000), including the 10% contingency.

All of the terms and conditions not specifically modified amended by this First Amendment shall remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this First Amendment as of the last date signed below.

CITY OF OROVILLE/CITY (First Party):

By: ____________________________________ Date: ______________ Brian Ring, City Administrator
BUTTE CONSTRUCTION COMPANY/CONTRACTOR (Second Party):

By: ___________________________________ Date: ______________ Nick Starnes, President
13 Item 1.

Agreement No. 3467-1
APPROVED AS TO FORM:

By: ____________________________________
Dave Ritchie, City Attorney
14 Item 1.
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27 CITY OF OROVILLE
RESOLUTION NO. 9337

A RESOLUTION OF THE OROVILLE CITY COUNCIL AUTHORIZING AND DIRECTING THE MAYOR TO APPROVE AN AMENDMENT TO AGREEMENT NO. 3467 BUTTE

CONSTRUCTION COMPANY TO COMPLETE THE MISSION ESPERANZA PROJECT IN AN AMOUNT NOT TO EXCEED $2,970,000, PLUS A 10% CONTINGENCY FOR A TOTAL AMOUNT OF $3,300,000.

NOW, THEREFORE, BE IT RESOLVED by the Oroville City Council as follows:

1. The Mayor is hereby authorized and directed to approve an amendment to agreement no. 3467 with Butte Construction Company to complete the Mission Esperanza Project in an amount not to exceed $2,970,000 plus a 10% contingency for a total amount of $3,300,000.

2. The City Clerk shall attest to the adoption of this Resolution.

PASSED AND ADOPTED by the City Council of the City of Oroville at a regular meeting on January 7, 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

David Pittman, Mayor
APPROVED AS TO FORM: ATTEST:

Scott E. Huber, City Attorney Kayla Reaster, Assistant City Clerk 15 Item 1.

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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN & COUNCIL MEMBERS
FROM: AMY BERGSTRANG, BUSINESS ASSISTANCE AND HOUSING

DEVELOPMENT DIRECTOR
RE: 2025 ANNUAL LONG-TERM MONITORING REPORTS FOR HOME

MULTI-FAMILY RENTAL HOUSING PROJECTS
DATE: JANUARY 7, 2025

SUMMARY
The Council may consider a Professional Services Agreement with Adams Ashby Group in the amount of $42,000 for the preparation of HOME Investment Partnerships Program annual monitoring documentation reports for four (4) multi-family rental housing projects, for three (3) years.

DISCUSSION
The City of Oroville, as a State recipient, is responsible to the State Department of Housing and Community Development (HCD) for long-term monitoring of HOME-assisted rental projects for the entire period of affordability. HCD, as a participating jurisdiction, is responsible to the federal Department of Housing and Urban Development (HUD) to ensure that State Recipients are monitoring appropriately for continued compliance with federal and state regulations. Any State recipient that fails to maintain the affordability requirements for HOME-assisted rental housing projects will be required to repay the Department in full (including any required interest). The City, as a State Recipient, must have sufficient written policies and procedures to monitor HOME-assisted rental projects to ensure continued compliance with federal regulations by confirming that the monitoring staff is following established policies and procedures; and verifying that monitoring, recordkeeping, and retention is in compliance with the HOME Final Rule. The Federal minimum period of affordability has expired for this project for the Oroville Family Housing, Grant No. 94-HOME-0102 project, therefore a monitoring schedule has been revised to monitor every other year.

The City multi-family projects are listed below:

1.Oroville Manor, Grant No. 03-HOME-0684 (71 units)

2.Hillview Ridge I, Grant No. 06-HOME-2407 (71 units)

3.Hillview Ridge II, Grant No. 08-STBG-4482 (51 units)
16 Item 2.

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4. Sierra Heights, Grant No. 16-HOME-10991 (40 units)
In order to comply with the long-term monitoring of the City’s three HOME grant funded multi-family rental projects the City staff requested quotes from four (4) consultants; receiving only two (2) responses:

Consultant Quote Amount
Adams Ashby Group
Lorie Ann Adams, Principal
$14,000 annually, $42,000 for 3 years
Housing-Tools
James Coles
$17,200 annually, $51,600 for 3 years
R. L. Hastings and Associates No response
Joanne Anders No response
Staff recommends entering into an agreement with Adams Ashby Group, Inc. to provide services of completing the monitoring and submitting the reports to HCD on the City’s behalf, with errors and omissions insurance waived.

FISCAL IMPACT
Funding will be allocated from fund 229 (HOME RLF), fund 220 (Hsg Prg) and fund 221(HOME) and determined annually based on current balances.

ACTION REQUESTED -
Adopt Resolution No. 9335– A RESOLUTION OF THE OROVILLE CITY COUNIL

AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE A PROFESIONAL

SERVICES AGREEMENT WITH ADAMS ASHBY GROUP, INC, IN THE AMOUNT OF $42,000, TO PREPARE THE ANNUAL LONG-TERM MONITORING REPORT FOR HOME MULTI-FAMILY RENTAL HOUSING PROJECTS, FOR THREE (3) YEARS.

ATTACHMENTS
A – Resolution No. 9338
B – Agreement No. 3533
17 Item 2.

CITY OF OROVILLE
RESOLUTION NO. 9338

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OROVILLE, CALIFORNIA

AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE A PROFESSIONAL SERVICE AGREEMTN WITH ADAMS ASHBY GROUP, IN THE AMOUNT OF $42,000, TO PREPARE THE ANNUAL LONG-TERM MONITORING REPORT FOR HOME MULTIFAMILY RENTAL HOUSING PROJECTS, FOR THREE (3) YEARS.

BE IT HEREBY RESOLVED by the Oroville City Council as follows:

1. The Mayor is authorized and directed to execute a Professional Services Agreement between the City of Oroville and Adams Ashby Group for HOME Multifamily Long Term Monitoring in the amount of $42,000 for three years. A copy of the Agreement is attached hereto as Exhibit “A.”

2. The City Clerk shall attest to the adoption of this Resolution.

PASSED AND ADOPTED by the City Council of the City of Oroville at a regular meeting on January 7, 2025 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

David Pittman, Mayor
APPROVED AS TO FORM: ATTEST:

David Ritchie City Attorney Kayla Reaster, Assistant City Clerk 18 Item 2.

A-3533

AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of January 7, 2025, by and between the City of Oroville, a municipal corporation (“City”) and Adams Ashby Group, 1000 Lincoln Road, Suite H-212, Yuba City CA 95991(“Consultant”).

RECITALS
1) Consultant is specially trained, experienced and competent to provide the services as required by this Agreement; and
2) Consultant possesses the skill, experience, ability, background, license, certification, and knowledge to provide the services described in this Agreement on the terms and conditions described herein; and
3) City desires to retain Consultant to prepare HOME Investment Partnerships Program annual monitoring documentation reports for multi-family rental housing projects.

AGREEMENT
1) SCOPE OF SERVICES. The Consultant shall furnish the following services in a professional manner:

Consultant shall complete the Annual HOME Project Compliance Report for Assisted Rental Projects: 1) Oroville Manor - 71 units 2) Hillview Ridge - 71 units, 3) Hillview Ridge II – 51 units, 4) Sierra Heights - 40 units.

The Scope of work entails the inspection of each property and the corresponding number of units at each property and the completion of all required documentation including the following six (6) documents for each project and their submittal on behalf of the City of 19 Item 2.

A-3533
Oroville to the California Department of Housing and Community Development by March 1, 2025, 2026 and 2027.
 The Original Annual Monitoring Report.
 A copy of the Annual Project Compliance Report.
 A copy of a completed Form HUD-52667 “Allowances for Tenant Furnished Utilities and Other Services”
 A Copy of the last long-term monitoring Summary Letter  A Copy of the last long-term monitoring Clearance Letter  A Copy of the last the Annual Affirmative Marketing Analysis Report TIME OF PERFORMANCE. The services of Consultant are to commence upon execution of this Agreement and shall be completed by Date.

3. COMPENSATION. Compensation to be paid to Consultant is set forth as follows:

Year 1 $14,000
Year 2 $14,000
Year 3 $14,000
Payment by City under this agreement shall not be deemed a waiver of defects in Consultant’s services, even if such defects were known to the City at the time of payment.

4. METHOD OF PAYMENT. Consultant shall invoice to City describing the work performed. Consultant’s invoice shall include a brief description of the services performed, the dates the services were performed, and a description of any reimbursable expenditures.

City shall pay Consultant no later than 30 days after approval of the invoice by City staff. 20 Item 2.

A-3533

5. EXTRA WORK. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of Consultant’s services, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without prior written authorization from City.

6. TERMINATION. This Agreement may be terminated by the City immediately as provided in section 1 or for cause or by either party without cause upon fifteen days’ written notice of termination. Upon termination, Consultant shall be entitled to compensation for services properly performed up to the effective date of termination.

7. OWNERSHIP OF DOCUMENTS. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents, and other writings to City within three (3) days after written request.

8. LICENSING OF INTELLECTUAL PROPERTY. This Agreement creates a nonexclusive and perpetual license for City to copy, use, modify, reuse, or sub-license any and all copyrights, designs, and other intellectual property embodied in documents or works of authorship fixed in any tangible medium of expression, including but not limited to, data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to 21 Item 2.

A-3533
be prepared by Consultant under this Agreement (“Documents and Data”). Consultant shall require all subcontractors to agree in writing that City is granted a nonexclusive and perpetual license for any Documents and Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents and Data. Consultant makes no such representation and warranty in regard to Documents and Data which may be provided to Consultant by City.

City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

9. CONFIDENTIALITY. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other documents and data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the services under this Agreement. Nor shall such materials be disclosed to any person or entity not connected with the performance of the services under this Agreement. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City’s name or insignia, photographs relating to project for which Consultant’s services are rendered, or any publicity pertaining to the Consultant’s services under this Agreement in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
22 Item 2.

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

11. CONSULTANT’S BOOKS AND RECORDS.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, expenditures and disbursements charged to City for a minimum period of four (4) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement. b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Administrator, City Attorney, City Finance Director, or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when its practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant’s address indicated for receipt of notices 23 Item 2.

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in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained by City Hall.

12. INDEPENDENT CONTRACTOR. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City’s employees, and Consultant hereby expressly waives any claim it may have to any such rights.

13. INTEREST OF CONSULTANT. Consultant (including principals, associates, and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant’s services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.

Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
24 Item 2.

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a. will conduct research and arrive at conclusions with respect to its rendition of information, advice, recommendation, or counsel independent of the control and direction of the City or any City official, other than normal agreement monitoring; and
b. possess no authority with respect to any City decision beyond rendition of information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).)

14. PROFESSIONAL ABILITY OF CONSULTANT. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. All work under this Agreement shall be performed by Consultant and shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant’s field of expertise.

15. COMPLIANCE WITH LAWS. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.

16. LICENSES. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are required by the City for its business.

17. INDEMNITY. Consultant agrees to defend, indemnify and hold harmless the City, its officers, officials, agents, employees and volunteers from and against any and all claims, 25 Item 2.

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demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all costs and expenses in connection therein), arising from its performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement, except for any such claim arising from the sole negligence or willful misconduct of the City, its officers, agents, employees or volunteers.

18. INSURANCE REQUIREMENTS. Consultant, is documenting the monitoring and submitting the reports to Housing and Community Development (HCD, on the city’s behalf, therefore the City is waiving the errors an omissions insurance.

19. NOTICES. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first-class mail. Any such notice shall be addressed to the other party at the address set forth below. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.

If to City: City Administrator/Housing Director
City of Oroville-Housing
1735 Montgomery Street
Oroville, CA 95965-4897
If to Consultant:

Adams Ashby Group
1000 Lincoln Rd., Suite H-212
Yuba City CA 95991

20. ENTIRE AGREEMENT. This Agreement constitutes the complete and exclusive statement of agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations are superseded in total by this Agreement.

21. AMENDMENTS. This Agreement may be modified or amended only by a written 26 Item 2.

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document executed by both Consultant and City and approved as to form by the City Attorney.

22. ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express prior written consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the prior written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law.

23. WAIVER. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.

24. SEVERABILITY. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

25. CONTROLLING LAW VENUE. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Butte.

26. LITIGATION EXPENSES AND ATTORNEY’S FEES. If either party to this 27 Item 2.

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Agreement commences any legal action against the other part arising out of this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys’ fees.

27. MEDIATION. The parties agree to make a good faith attempt to resolve any disputes arising out of this Agreement through mediation prior to commencing litigation. The parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. If the parties are unable to agree upon a mediator, the dispute shall be submitted to American Arbitration Association (AAA) or its successor in interest. AAA shall provide the parties with the names of five qualified mediators. Each party shall have the option to strike two of the five mediators selected by AAA and thereafter the mediator remaining shall hear the dispute.

If the dispute remains unresolved after mediation, either party may commence litigation.

28. EXECUTION. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

29. AUTHORITY TO ENTER AGREEMENT. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.

30. PROHIBITED INTERESTS. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that 28 Item 2.

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it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

31. DISCRIMINATION ACTS AND ASSURANCES The Consultant during the performance of this Agreement assures that no otherwise qualified person, shall be excluded from participation or employ, denied program benefits, or be subjected to discrimination based on race, color, national origin, sex, age, or handicap, under any program or activity funded by this Agreement, as required by Title VI of the Civil Rights Act of 1964, Title I of the Housing and Community Development Act of 1974, as amended, and the Age Discrimination Act of 1975, and all implementing regulations.

32. SECTION 3 REQUIREMENTS The work to be performed under this Agreement is on a project providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 170lu. Section 3 requires that to the greatest extent feasible, opportunities for training and employment be given lower income residents of the project area and agreements for work in connection with the project be awarded to business concerns which are located in or owned in substantial part by persons residing in the area of this project. The parties to this Agreement will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary 29 Item 2.

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of Housing and Urban Development set forth in 24 CFG Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this Agreement.

The parties to this Agreement certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. The City at direction from the State, will take appropriate action pursuant to this agreement upon a finding that the Consultant or its subcontractor(s) is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135.

33. NONDISCRIMINATION CLAUSE. During the performance of this Agreement, Consultant and its subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age (over 40) or sex. Consultant shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et. seq.) And the applicable regulations promulgated thereunder (California Code of Regulation, Title 2, Section 7258.0 et. seq.) The applicable regulations of the Fair Housing Commission implementing the California Code of Regulations are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Consultant shall give written notice of their obligation under this clause to labor organizations with which they may have a collective bargaining or other agreement. Consultant shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this Agreement.

34. EQUAL EMPLOYMENT OPPORTUNITY. In rendering the services contemplated by this agreement with CITY, Consultant shall not discriminate against any employee or applicant for employment because of race, color, creed, sex, age, or national origin. 30 Item 2.

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Consultant shall comply with Title IV of the Civil Rights Act of 1964 and shall provide such reports as may be required to carry out the intent of this section. Consultant shall also comply with Executive Order 11246, as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41 CFR, Part 60).

Furthermore:
a. Consultant shall take affirmative action to ensure that job applicants are employed and that employees are treated during employment without regard to race, religion, sex, color, age, national origin, or physical handicap. The term "affirmative action" shall include, but not be limited to: employment, upgrading, demotion or transfer; recruitment advertisement; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
b. Consultant agrees to post such notices, to be provided, setting forth the provisions of this equal employment opportunity and affirmative action program.
c. Consultant shall in all solicitations or advertisements for employees placed by or on behalf of the Consultant state that all qualified applicants will receive consideration to employment without regard to race, religion, sex, color, age, national origin, or physical handicap. Notification that Consultant is an "Equal Opportunity Employer" or "EOE" constitutes satisfaction in this notice requirement.

35. FAIR EMPLOYMENT PRACTICES. Consultant will permit access to records of employment, employment advertisements, application forms, and other pertinent data and 31 Item 2.

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records by the State Fair Employment Practices Commission, or any other agency of the State of California designated by awarding authority, for the purposes of investigation to ascertain compliance with the Fair Employment Practices Provision. In the event of any violations by the Consultant of state fair employment laws, the State of California shall have the right to terminate this Agreement either in whole or in part. In the event of such termination, any loss or damage sustained by the State of California and/or the City in securing the goods or services hereunder shall be borne and paid for by the Consultant and by their surety under performance bond, if any, and, in addition to other remedies, the State of California and the City may deduct from any monies due or that thereafter become due to the Consultant the difference between the price named in the particular agreements and the actual cost thereof to the State of California and the City.

36. COMPLIANCE WITH LABOR CODE OF STATE OF CALIFORNIA Pursuant to the provisions of Section 3700 of the Labor Code, Consultant will require every employer to be insured against liability for workman's compensation, or to undertake self-insurance in accordance with the provisions of that code and will comply with such provisions before commencing the performance of the work of a particular agreement. Furthermore, Consultant shall also provide evidence of workmen's compensation insurance, unemployment insurance and disability insurance to cover all of Consultant's employees.

37. THE CIVIL RIGHTS ACT, HCD, AGE DISCRIMINATION AND REHABILITATION ACTS ASSURANCE During the performance of this Agreement the Consultant assures that no otherwise qualified person shall be excluded from the participation or employment, denied program benefits, or be subject to discrimination based on race, color, national origin, sex, age or handicap, under any program or activity funded by this Agreement, as required 32 Item 2.

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by Title VI of the Civil Rights Act of 1964, Title I, of the Housing and Community Development Act of 1974, as amended, the Age Discrimination Act of 1975 and the Rehabilitation Act of 1973, and all implementing programs.

38. THE TRAINING, EMPLOYMENT AND CONTRACTING OPPORTUNITIES FOR

BUSINESS AND LOWER INCOME PERSONS ASSURANCE OF COMPLIANCE a. The work to be performed under this Agreement is on a project assisted under a program providing direct federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C., 1701 u. Section 3 requires that to the greatest extent feasible, opportunities for training and employment be given to lower income residents of the project area and agreements for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project.
b. The parties to this Agreement will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this Agreement. The parties to this Agreement certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements.
c. The Consultant will send to each labor organization or representative of workers with which there is a collective bargaining agreement or other 33 Item 2.

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agreement or understanding, if any, a notice advertising the said labor organization or worker's representative of the commitment under this Section 3 Clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. d. The Consultant will include this Section 3 Clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of federal financial assistance, take appropriate action pursuant to the subcontract upon finding the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided a preliminary statement of ability to comply with the requirements of these regulations.
e. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of the Agreement, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractor or subcontractors, its successors, and assigns to those sanctions specified by the grant or loan agreement or agreement through which federal assistance is provided, and to such sanctions as are specified by 24 CFR Part 135.

39. STATE NONDISCRIMINATION CLAUSE
a. During the performance of this Agreement, Consultant and its subcontractors 34 Item 2.

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shall not lawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age (over 40), or sex. Contractors and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination.

Contractors and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code Section 12900 et seq.) and the applicable regulations promulgated thereunder (California Administrative Code Section 12990), set forth in Chapter 5 of Division 4 of Title 2 of the California Administrative Code, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. Consultant and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
b. This Consultant shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this agreement. 35 Item 2.

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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.

CITY OF OROVILLE
___________________________________
Dave Pittman, Mayor

CONSULTANT
___________________________________
Lori Ann Adams, Principal
APPROVED AS TO FORM: ATTEST:

By:______________________________ By:___________________________ David Ritchie, City Attorney Kayla Reaster, Assistant City Clerk 36 Item 2.

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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: TYSON PARDEE, IT MANAGER
RE: MOTOROLA RADIO ENCRYPTION LICENSING
DATE: JANUARY 7, 2025

SUMMARY
The Council will consider authorizing the purchase of encryption licensing for public safety radios to meet current Department of Justice (DOJ) requirements, in the amount of $98,201.22.

DISCUSSION
The primary radio infrastructure for the Oroville Police Department is Motorola equipment.

Based on the proven record of reliability and durability, and our prior commitment to this radio infrastructure, Motorola equipment is identified as the preferred radio manufacturer for the Oroville Police Department.

The Police Department presented an agenda item for 50 new vehicle radios and additional accessories on September 6, 2022. The agenda item was approved, and the purchase was made. During the time of the purchase Motorola had a supply issue, and the order did not get fulfilled for over a year. One of the items listed as an “additional accessory” was encryption licensing for 45 existing handheld radios. During the installation of the licenses staff found that the encryption was missing from the order. An attempt was made to correct the issue with Motorola however too much time had passed since the initial order. The City had also closed out the purchase order with a remaining amount of $89,927.21.

This purchase will also include the necessary encryption licensing for three dispatch consoles.

The Police Department would like to purchase the needed encryption licensing and bring all radios to meet DOJ requirements. Motorola is offering these licenses at contract pricing that has previously been bid. Motorola is the sole source of this specified product. The pricing provided is within normal pricing parameters.

FISCAL IMPACT
Funding will be from Fund 152, Police Supplemental Law Enforcement Fund and Fund 151.1660.6420, Public Safety Augmentation Fund.
37 Item 3.

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RECOMMENDATION
City Council approve the Chief of Police to purchase the encryption licensing in the amount of $98,201.22.

ATTACHMENTS
1) Motorola Solutions Quote
38 Item 3.

Billing Address:

OROVILLE POLICE DEPT
2055 LINCOLN ST
OROVILLE, CA 95966
US
Shipping Address:

Sutter Buttes Comm, Inc
Re: Oroville PD
445 N Palora Ave
Yuba City, CA 95991
US
Quote Date:11/20/2024
Expiration Date:01/20/2025
Quote Created By:

Bill Corey
Public Safety Acct. Rep
[email protected]
530-682-8899
End Customer:

OROVILLE POLICE DEPT
Tyson Pardee
[email protected]
530-538-2493
Delivery Address:

Sutter Buttes Comm, Inc.
445 N Palora Ave
Yuba City, CA 95991
US
End Customer Address:

Oroville Police Department
2055 Lincoln St
Oroville, CA 95966
US
Contract: 17724 - HGAC (TX) - RA05-21
AGREEMENT: STATE OF CALIFORNIA
Payment Terms:30 NET
-Flashport: Add Multikey w/OTAR to (45) APX8000
-Flashport: Add AES Encryption Algorithm to (45) APX8000 -Add ADP Encryption Algorithm to (1) KVL5000
-Cable Assortment for KVL5000 and APX radios
-OPD Dispatch - Add AES & ADP Encryption x3 positions
-Add Qty 45 RM Offline licenses
Line # Item Number Description Qty List Price Sale Price Ext. Sale Price FLASHport Series APX8000FLASHPORT
1 T8627A TDMA 1 $0.00 $0.00 $0.00
1a Q498AX ENH: ASTRO 25 OTAR W/

MULTIKEY
45 $936.00 $748.80 $33,696.00
After Market Encryption
Upgrades
2 T7936A APX UCM UPGRADE CD 1 $57.50 $51.75 $51.75
2a CA00182AR ADD: AES ENCRYPTION

SOFTWARE
45 $696.00 $626.40 $28,188.00
KVL 5000
3 T8500A KVL 5000 UPGRADE 1 $100.00 $90.00 $90.00
QUOTE-2838457
OPD Upgrades
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

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39 Item 3.

Line # Item Number Description Qty List Price Sale Price Ext. Sale Price 3a CA01641AB ADD: ADP ENCRYPTION 1 $330.00 $297.00 $297.00 4 CB000262A01 CABLE,MICRO USB

PROGRAMMING CABLE
1 $11.00 $8.80 $8.80
5 HKN6182B CABLE KEYLOADING ADAPTER
CGAI
1 $225.40 $180.30 $180.30
6 WPLN6904A ASSY:KIT,KEYLOAD CABLE 1 $118.80 $86.72 $86.72 7 TKN8531C CABLE, KEYLOAD 1 $358.16 $286.49 $286.49
After Market Encryption
Upgrades
8 T8063A MCC 7500 SECURE VPM

ALGORITHM UPGRADE FOR
KVL
1 $250.00 $200.00 $200.00
8a CA00182AB ADD: AES ALOGRITHM 3 $990.00 $792.00 $2,376.00 9 BLN1304A SECURE OPERATION FIELDADD LICENSE3 $3,900.00 $3,120.00 $9,360.00 After Market Encryption
Upgrades
10 T8063A MCC 7500 SECURE VPM

ALGORITHM UPGRADE FOR
KVL
1 $250.00 $200.00 $200.00
10a CA00245AA ADD: ADP ALGORITHM 3 $990.00 $792.00 $2,376.00 11 BLN1304A SECURE OPERATION FIELDADD LICENSE3 $3,900.00 $3,120.00 $9,360.00 APX™ Radio Management RADIO MANAGEMENT
12 T7913A RADIO MANAGEMENT

OFFLINE
1 $0.00 $0.00 $0.00
12a UA00048AA ADD: RADIO MANAGEMENT

LICENSES OFFLINE
45 $110.00 $88.00 $3,960.00
Subtotal $90,717.06
Estimated Tax $7,484.16
Grand Total $98,201.22(USD)
Notes:
● (1) This proposal is for equipment/parts only. Labor/Services not included. If desired, please request a separate labor quote from Sutter Buttes Communications, Inc.

QUOTE-2838457
OPD Upgrades
Any sales transaction following Motorola's quote is based on and subject to the terms and conditions of the valid and executed written contract between Customer and Motorola (the ""Underlying Agreement"") that authorizes Customer to purchase equipment and/or services or license software (collectively ""Products""). If no Underlying Agreement exists between Motorola and Customer, then Motorola's Standard Terms of Use and Motorola's Standard Terms and Conditions of Sales and Supply shall govern the purchase of the Products.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

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40 Item 3.
(2) Customer KVL5000 SN# 201CYZ3119
(3) Please CLOSELY follow PO instructions on last page of this quote. Delivery address should be our shop address in Yuba City.

Motorola Solutions, Inc.: 500 West Monroe, United States - 60661 ~ #: 36-1115800

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41 Item 3.

Purchase Order Checklist
Purchase Order Checklist
Marked as PO/ Contract/ Notice to Proceed on Company Letterhead (PO will not be processed without this)
PO Number/ Contract Number
PO Date
Vendor = Motorola Solutions, Inc.

Payment (Billing) Terms/ State Contract Number
Bill-To Name on PO must be equal to the Legal Bill-To Name Bill-To Address
Ship-To Address (If we are shipping to a MR location, it must be documented on PO) Ultimate Address (If the Ship-To address is the MR location then the Ultimate Destination address must be documented on PO )
PO Amount must be equal to or greater than Order Total
Non-Editable Format (Word/ Excel templates cannot be accepted) Bill To Contact Name & Phone # and EMAIL for customer accounts payable dept Ship To Contact Name & Phone #
Tax Exemption Status
Signatures (As required)
42 Item 3.

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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: TYSON PARDEE, IT MANAGER
RE: AT&T MAINTENANCE AGREEMENT FOR 911 CALL TAKING

EQUIPMENT
DATE: JANUARY 7, 2025

SUMMARY
The City Council will consider authorizing the Police Department to extend the maintenance contract with AT&T by one year. This extension will cost $59,585.80, however will be reimbursed by the California Office of Emergency Services (CalOES).

DISCUSSION
The Police Department’s 911 call taking infrastructure is supported by AT&T and the maintenance contract has recently expired. A complete refresh of the call taking infrastructure is in progress however will not be complete until sometime next year. AT&T is willing to extend their support contract for the current system for another year while the process of the refresh is taking place. CalOES has requested the Police Department to process the extension to the maintenance contract and then submit for reimbursement from the state.

FISCAL IMPACT
Contract cost for the extension is $59,585.80 and will be reimbursed by CalOES.

RECOMMENDATION
City Council approve the Chief of Police to enter into a 1-year maintenance agreement with AT&T and receive reimbursement funds from CalOES.

ATTACHMENTS
1) AT&T Maintenance Agreement Quote
43 Item 4.

DATE 10/30/2024
AT&T Contact Jeff Reeve
Phone (714) 227-1268
Email [email protected]
Address 1452 Edinger Ave.

Tustin, CA 92780
9-1-1 CPE BASIC TURN-KEY STAND-ALONE SYSTEM
Turn-key System
12 Months Maintenance $ 39,466.77
Backroom UPS Replacement Quantity 2 14,274.00 $
Position UPS Replacement Quantity 3 4,485.00 $
UPS $ 18,759.00
Tax 7.25% 1,360.03 $
SYSTEM MAINTENANCE TOTAL 39,466.77 $
This Quote Valid until 2/27/2025 TOTAL 59,585.80 $
In the event the customer declines to authorize such replacement, AT&T will cease providing Service for such Equipment.

AT&T will continue to provide Service under the Maintenance Plan for as long as parts are available on a commercially reasonable basis.

In the event repair parts are not readily available:

AT&T will advise customer and customer will have the option to replace the Equipment with a similar product.

Maintenance Term: 11/18/24 to 11/7/2025
Maintenance Quote
Oroville PD
Extended Maintenance
3 Position VIPER
44 Item 4.

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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: TYSON PARDEE, IT MANAGER
RE: INCREASE LICENSE FOR BODY CAMERAS AND TASERS
DATE: JANUARY 7, 2025

SUMMARY
The City Council will consider authorizing the Police Department to increase the contract with Axon to add additional body cameras and Tasers. This increase will cost $84,670.28 over 25 months.

DISCUSSION
The Police Department currently uses video and audio technology to maintain its commitment to transparency and accountability. One of the tools currently deployed is body-worn cameras (BWC). BWC’s are issued to all sworn personnel and manually activated/utilized in situations where officers are engaging with members of the public. The Police Department is expanding and is requesting additional body cameras and tasers to meet current numbers of sworn officers as well as extra body cameras to outfit all non-sworn Municipal Law Enforcement (MLE) personnel.

FISCAL IMPACT
Contract cost for 25 months for the addition of BWC, tasers, licensing and miscellaneous hardware is $84,670.28. Funding will be from Fund 152, Police Supplemental Law Enforcement Fund and Fund 151.1660.6420, Public Safety Augmentation Fund.

Fiscal year 2024/2025 – $42,335.14
Fiscal year 2025/2026 – $42,335.14

RECOMMENDATION
City Council approve the Chief of Police to enter into a 25 month agreement with Axon for the purchase of the additional body worn cameras, tasers, licensing and miscellaneous hardware.

City Council authorize the Chief of Police, with the approval of the City Administrator, to add additional cameras and tasers to the agreement during the term of the agreement provided funding is available.
45 Item 5.

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ATTACHMENTS
1) Axon Quote
46 Item 5.

Page 1 ends

Q-603759-45656.992DB
Issued: 12/30/2024
Quote Expiration: 01/15/2025
Estimated Contract Start Date: 03/01/2025
Account Number: 113458
Payment Terms: N30
Delivery Method:

SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Oroville Police Dept. - CA
2055 Lincoln St
Oroville,
CA
95966-5325
USA
Oroville Police Dept. - CA
2055 Lincoln St
Oroville
CA
95966-5325
USA
Email:

Daniel Birt
Phone:

Email: [email protected]
Fax:

Tyson Pardee
Phone: (530) 538-2493
Email: [email protected]
Fax:

Quote Summary Discount Summary
Program Length 25.4667 Months Average Savings Per Year $3,664.88 TOTAL COST $81,142.40
ESTIMATED TOTAL W/ TAX $84,670.28 TOTAL SAVINGS $7,777.70 Axon Enterprise, Inc.
17800 N 85th St.

Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737
47 Item 5.

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Payment Summary
Date Subtotal Tax Total
Feb 2025 $40,571.20 $2,105.06 $42,676.26
Feb 2026 $40,571.20 $1,422.82 $41,994.02
Total $81,142.40 $3,527.88 $84,670.28
48 Item 5.

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Quote Unbundled Price: $88,920.10
Quote List Price: $74,113.85
Quote Subtotal: $81,142.40
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total Program
73352 TRUE UP - BWC HARDWARE FINANCING 16 4 $23.30 $23.30 $1,491.20 $123.02 $1,614.22 20245 TRUE UP - TASER 7 CERTIFICATION PLAN TRUE UP 3 1 $52.55 $1,786.70 $5,360.10 $442.21 $5,802.31 BWCamTAP Body Worn Camera TAP Bundle 16 25 $43.38 $32.47 $33.08 $13,232.17 $960.38 $14,192.55 C00018 BUNDLE - TASER 7 CERTIFICATION 3 25 $216.23 $77.00 $78.45 $5,883.57 $460.51 $6,344.08 A la Carte Hardware
11706 AXON BODY - MOUNT - RAPIDLOCK FOLDING 2 $34.00 $0.00 $0.00 $0.00 $0.00 74035 AXON BODY - MOUNT - RAPIDLOCK ANCHOR VERTICAL 10 $34.00 $0.00 $0.00 $0.00 $0.00 100775 AXON BODY 4 - MAGNETIC DISCONNECT CABLE 10 $39.00 $0.00 $0.00 $0.00 $0.00 100681 AXON SIGNAL - SIDEARM SENSOR ONLY 16 $269.00 $269.00 $4,304.00 $355.08 $4,659.08 H00001 AB4 Camera Bundle 16 $899.00 $899.00 $14,384.00 $1,186.68 $15,570.68 A la Carte Software
73449 AXON RESPOND - LICENSE 16 25 $5.11 $5.31 $2,125.76 $0.00 $2,125.76 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 16 25 $10.22 $10.63 $4,251.52 $0.00 $4,251.52 73686 AXON EVIDENCE - STORAGE - UNLIMITED (AXON
DEVICE) 16 25 $25.56 $26.58 $10,632.96 $0.00 $10,632.96 ProLicense Pro License Bundle 16 25 $40.90 $48.69 $19,477.12 $0.00 $19,477.12 A la Carte Services
100610 AXON SIGNAL - INSTALLATION SERVICE - VIRTUAL 1 $1,500.00 $0.00 $0.00 $0.00 $0.00 Total $81,142.40 $3,527.88 $84,670.28
Delivery Schedule
Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date AB4 Camera Bundle 100147 AXON BODY 4 - CAMERA - NA US FIRST RESPONDER BLK RAPIDLOCK 16 1 02/01/2025
AB4 Camera Bundle 100466 AXON BODY 4 - CABLE - USB-C TO USB-C 18 1 02/01/2025 AB4 Camera Bundle 74022 AXON BODY - MOUNT - SM POCKET 4 IN RAPIDLOCK 4 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 100591 AXON TASER - CLEANING KIT 1 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 100623 AXON TASER - TRAINING - ENHANCED HALT SUIT V2 1 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 20008 AXON TASER 7 - HANDLE - HIGH VIS GRN LASER CLASS 3R YLW 3 1 02/01/2025
BUNDLE - TASER 7 CERTIFICATION 20018 AXON TASER - BATTERY PACK - TACTICAL 3 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 20063 AXON TASER 7 - HOLSTER - SAFARILAND RH 3 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 22175 AXON TASER 7 - CARTRIDGE - LIVE STANDOFF (3.5-DEGREE) NS 15 1 02/01/2025
BUNDLE - TASER 7 CERTIFICATION 22176 AXON TASER 7 - CARTRIDGE - LIVE CLOSE QUART (12- 15 1 02/01/2025 49 Item 5.

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Hardware
Bundle Item Description QTY Shipping Location Estimated Delivery Date

DEGREE) NS
BUNDLE - TASER 7 CERTIFICATION 22177 AXON TASER 7 - CARTRIDGE - HALT STANDOFF NS 6 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 22178 AXON TASER 7 - CARTRIDGE - HALT CLOSE QUART NS 6 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 22179 AXON TASER 7 - CARTRIDGE - INERT STANDOFF (3.5- DEGREE) NS 3 1 02/01/2025
BUNDLE - TASER 7 CERTIFICATION 22181 AXON TASER 7 - CARTRIDGE - INERT CLOSE QUART (12- DEGREE) NS 3 1 02/01/2025
BUNDLE - TASER 7 CERTIFICATION 70033 AXON - DOCK WALL MOUNT - BRACKET ASSY 1 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 71019 AXON BODY - DOCK POWERCORD - NORTH AMERICA 1 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 74200 AXON TASER - DOCK - SIX BAY PLUS CORE 1 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 80087 AXON TASER - TARGET - CONDUCTIVE PROFESSIONAL RUGGEDIZED 1 1 02/01/2025
BUNDLE - TASER 7 CERTIFICATION 80090 AXON TASER - TARGET FRAME - PROFESSIONAL 27.5 IN X 75 IN 1 1 02/01/2025
A la Carte 100681 AXON SIGNAL - SIDEARM SENSOR ONLY 16 1 02/01/2025 A la Carte 100775 AXON BODY 4 - MAGNETIC DISCONNECT CABLE 10 1 02/01/2025 A la Carte 11706 AXON BODY - MOUNT - RAPIDLOCK FOLDING 2 1 02/01/2025 A la Carte 74035 AXON BODY - MOUNT - RAPIDLOCK ANCHOR VERTICAL 10 1 02/01/2025 BUNDLE - TASER 7 CERTIFICATION 22175 AXON TASER 7 - CARTRIDGE - LIVE STANDOFF (3.5-DEGREE) NS 6 1 02/01/2026
BUNDLE - TASER 7 CERTIFICATION 22176 AXON TASER 7 - CARTRIDGE - LIVE CLOSE QUART (12- DEGREE) NS 6 1 02/01/2026
Body Worn Camera TAP Bundle 73309 AXON BODY - TAP REFRESH 1 - CAMERA 16 1 03/15/2027 BUNDLE - TASER 7 CERTIFICATION 22175 AXON TASER 7 - CARTRIDGE - LIVE STANDOFF (3.5-DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22175 AXON TASER 7 - CARTRIDGE - LIVE STANDOFF (3.5-DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22175 AXON TASER 7 - CARTRIDGE - LIVE STANDOFF (3.5-DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22176 AXON TASER 7 - CARTRIDGE - LIVE CLOSE QUART (12- DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22176 AXON TASER 7 - CARTRIDGE - LIVE CLOSE QUART (12- DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22176 AXON TASER 7 - CARTRIDGE - LIVE CLOSE QUART (12- DEGREE) NS 6 1 04/01/2027
BUNDLE - TASER 7 CERTIFICATION 22177 AXON TASER 7 - CARTRIDGE - HALT STANDOFF NS 6 1 04/01/2027 BUNDLE - TASER 7 CERTIFICATION 22178 AXON TASER 7 - CARTRIDGE - HALT CLOSE QUART NS 6 1 04/01/2027 Software
Bundle Item Description QTY Estimated Start Date Estimated End Date BUNDLE - TASER 7 CERTIFICATION 101180 AXON TASER - DATA SCIENCE PROGRAM 3 03/01/2025 04/14/2027 BUNDLE - TASER 7 CERTIFICATION 20248 AXON TASER - EVIDENCE.COM LICENSE 3 03/01/2025 04/14/2027 BUNDLE - TASER 7 CERTIFICATION 20248 AXON TASER - EVIDENCE.COM LICENSE 1 03/01/2025 04/14/2027 Pro License Bundle 73683 AXON EVIDENCE - STORAGE - 10GB A LA CARTE 48 03/01/2025 04/14/2027 Pro License Bundle 73746 AXON EVIDENCE - ECOM LICENSE - PRO 16 03/01/2025 04/14/2027 A la Carte 73449 AXON RESPOND - LICENSE 16 03/01/2025 04/14/2027 A la Carte 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 16 03/01/2025 04/14/2027 A la Carte 73686 AXON EVIDENCE - STORAGE - UNLIMITED (AXON DEVICE) 16 03/01/2025 04/14/2027 50 Item 5.

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Services
Bundle Item Description QTY
BUNDLE - TASER 7 CERTIFICATION 101193 AXON TASER - ON DEMAND CERTIFICATION 1 BUNDLE - TASER 7 CERTIFICATION 20246 AXON TASER 7 - REPLACEMENT ACCESS PROGRAM - DUTY CARTRIDGE 3 A la Carte 100610 AXON SIGNAL - INSTALLATION SERVICE - VIRTUAL 1 Warranties
Bundle Item Description QTY Estimated Start Date Estimated End Date Body Worn Camera TAP Bundle 80464 AXON BODY - TAP WARRANTY - CAMERA 16 02/01/2026 04/14/2027 BUNDLE - TASER 7 CERTIFICATION 80374 AXON TASER - EXT WARRANTY - BATTERY PACK T7/T10 3 02/01/2026 04/14/2027 BUNDLE - TASER 7 CERTIFICATION 80395 AXON TASER 7 - EXT WARRANTY - HANDLE 3 02/01/2026 04/14/2027 BUNDLE - TASER 7 CERTIFICATION 80396 AXON TASER - EXT WARRANTY - DOCK SIX BAY T7/T10 1 02/01/2026 04/14/2027 51 Item 5.

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Shipping Locations
Location Number Street City State Zip Country
1 2055 Lincoln St Oroville CA 95966-5325 USA
Payment Details
Feb 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Upfront HW H00001 AB4 Camera Bundle 16 $14,384.00 $1,186.68 $15,570.68 Year 4 - Coterm 100610 AXON SIGNAL - INSTALLATION SERVICE - VIRTUAL 1 $0.00 $0.00 $0.00 Year 4 - Coterm 100681 AXON SIGNAL - SIDEARM SENSOR ONLY 16 $1,688.32 $139.29 $1,827.61 Year 4 - Coterm 100775 AXON BODY 4 - MAGNETIC DISCONNECT CABLE 10 $0.00 $0.00 $0.00 Year 4 - Coterm 11706 AXON BODY - MOUNT - RAPIDLOCK FOLDING 2 $0.00 $0.00 $0.00 Year 4 - Coterm 20245 TRUE UP - TASER 7 CERTIFICATION PLAN TRUE UP 3 $2,102.60 $173.46 $2,276.06 Year 4 - Coterm 73352 TRUE UP - BWC HARDWARE FINANCING 16 $584.95 $48.26 $633.21 Year 4 - Coterm 73449 AXON RESPOND - LICENSE 16 $833.87 $0.00 $833.87 Year 4 - Coterm 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 16 $1,667.74 $0.00 $1,667.74 Year 4 - Coterm 73686 AXON EVIDENCE - STORAGE - UNLIMITED (AXON DEVICE) 16 $4,170.97 $0.00 $4,170.97 Year 4 - Coterm 74035 AXON BODY - MOUNT - RAPIDLOCK ANCHOR VERTICAL 10 $0.00 $0.00 $0.00 Year 4 - Coterm BWCamTAP Body Worn Camera TAP Bundle 16 $5,190.56 $376.73 $5,567.29 Year 4 - Coterm C00018 BUNDLE - TASER 7 CERTIFICATION 3 $2,307.95 $180.64 $2,488.59 Year 4 - Coterm ProLicense Pro License Bundle 16 $7,640.24 $0.00 $7,640.24 Total $40,571.20 $2,105.06 $42,676.26
Feb 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Year 5 100610 AXON SIGNAL - INSTALLATION SERVICE - VIRTUAL 1 $0.00 $0.00 $0.00 Year 5 100681 AXON SIGNAL - SIDEARM SENSOR ONLY 16 $2,615.68 $215.79 $2,831.47 Year 5 100775 AXON BODY 4 - MAGNETIC DISCONNECT CABLE 10 $0.00 $0.00 $0.00 Year 5 11706 AXON BODY - MOUNT - RAPIDLOCK FOLDING 2 $0.00 $0.00 $0.00 Year 5 20245 TRUE UP - TASER 7 CERTIFICATION PLAN TRUE UP 3 $3,257.50 $268.75 $3,526.25 Year 5 73352 TRUE UP - BWC HARDWARE FINANCING 16 $906.25 $74.76 $981.01 Year 5 73449 AXON RESPOND - LICENSE 16 $1,291.89 $0.00 $1,291.89 Year 5 73682 AXON EVIDENCE - AUTO TAGGING LICENSE 16 $2,583.78 $0.00 $2,583.78 Year 5 73686 AXON EVIDENCE - STORAGE - UNLIMITED (AXON DEVICE) 16 $6,461.99 $0.00 $6,461.99 Year 5 74035 AXON BODY - MOUNT - RAPIDLOCK ANCHOR VERTICAL 10 $0.00 $0.00 $0.00 Year 5 BWCamTAP Body Worn Camera TAP Bundle 16 $8,041.61 $583.65 $8,625.26 Year 5 C00018 BUNDLE - TASER 7 CERTIFICATION 3 $3,575.62 $279.87 $3,855.49 Year 5 ProLicense Pro License Bundle 16 $11,836.88 $0.00 $11,836.88 Total $40,571.20 $1,422.82 $41,994.02
52 Item 5.

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Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.

Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:

This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement (posted at https://www.axon.com/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as described below.

ACEIP:

The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.

Acceptance of Terms:

Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote. 53 Item 5.

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\s1\ \d1\
Signature Date Signed
12/30/2024
54 Item 5.

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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN & COUNCIL MEMBERS
FROM: FRED MAYO, DIRECTOR OF PUBLIC WORKS
RE: PUBLIC WORKS COMPUTERIZED MAINTENANCE MANAGEMENT

SYSTEM AND BUDGET ADJUSTMENT
DATE: JANUARY 7, 2025

SUMMARY
The City Council shall consider approving an Agreement with Websoft Developers for their MobileMMS Computerized Maintenance Management System (CMMS).

DISCUSSION
The Public Works Department aims to enhance the quality of life for Oroville residents by providing essential services such as road maintenance, stormwater management, and facility upkeep. The City maintains five museums, several City buildings, over 100 miles of streets, fleet, an airport, a sewer system, and five parks.

The Public Works Department currently manages its maintenance operations using traditional methods, including paper-based records, email communications, and text messages. This approach has resulted in several challenges:
 Inefficiencies in Workflow: Manual processes and disparate communication methods lead to delays and inefficiencies in tracking and managing maintenance tasks.
 Limited Visibility and Reporting: The reliance on paper records and informal communication channels hampers our ability to generate comprehensive reports, monitor asset performance, and track maintenance history effectively.  Increased Risk of Errors: The potential for data entry errors and loss of critical information is heightened with manual record-keeping and communication.  Challenges in Preventive Maintenance: The current system does not support systematic scheduling and tracking of preventive maintenance tasks, which impacts our ability to proactively manage equipment and infrastructure.  Difficulty in Resource Allocation: Without a centralized system, allocating resources effectively and optimizing maintenance schedules are challenging. 55 Item 6.

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Additionally, many of our facilities, such as streetlights, sewer systems, and storm drains, are represented in a Geographic Information System (GIS) layer. However, this GIS data is currently outdated and does not fully support our maintenance management needs. The lack of accurate and up-to-date GIS data further complicates the coordination and execution of maintenance activities.

In August 2024, the City released a Request for Proposal for a CMMS software and received 17 well-qualified responses. Over the past few months, staff have conducted interviews and participated in demonstrations and selected Websoft Developer’s MobileMMS software. MobileMMS proved to be both a capable and cost-effective solution.

The Public Works Department expects this CMMS will:
 Implement a centralized, digital system to replace current manual processes involving paper records, emails, and text messages. The CMMS will automate work order management, track maintenance activities, and facilitate efficient communication among staff.
 Integrate with the existing GIS data to provide up-to-date information on city infrastructure such as streets, stormwater systems, and public facilities.  Enable systematic scheduling and tracking of preventive maintenance tasks to reduce equipment failures and emergency repairs.
 Provide comprehensive reporting and analytics capabilities to support informed decision-making regarding asset management, resource allocation, and budget planning. The system will generate detailed reports and metrics on maintenance activities, asset conditions, and operational performance.  Maintain accurate records for regulatory compliance and transparency.  Ensure seamless integration with current technologies and data sources, especially GIS, to enhance the functionality and utility of the CMMS. This system should also integrate with any future 311 system the City chooses to adopt.  Provide a scalable solution that can adapt to future needs and technological advancements.
 Offer a user-friendly interface that is accessible to all levels of staff, with adequate training and support provided.

FISCAL IMPACT
The total 3-year contract is not to exceed $94,654. However, this CMMS software was not included in the 2024/2025 budget. 50% is proposed to come from the Sewer Fund, and the other 50% is proposed to come from the contingency (requiring 5/7 approval).

The breakdown for Years 1, 2, and 3 is as follows:
56 Item 6.

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ACTION REQUESTED -

APPROVE THE AGREEMENT WITH WEBSOFT DEVELOPERS AND AUTHORIZE THE CITY ADMINISTRATOR TO SIGN; AND
APPROVE BUDGET ADJUSTMENT (5/7 VOTE REQUIRED) FROM SEWER FUND AND CONTINGENCY.

ATTACHMENTS

1. AGREEMENT NO. 3535 AND EXHIBIT A – WEBSOFT DEVELOPERS

PROPOSAL

2. ORIGINAL REQUEST FOR PROPOSAL
57 Item 6.

REQUEST FOR PROPOSAL
for a

COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM
Issued: August 30, 2024
Due: September 26, 2024 at 3:00 PM PST
City of Oroville Public Works Department
1735 Montgomery St., Oroville, CA 95965
Alyssa Stutz, Assistant Director of Public Works / City Engineer: 530-538-2424 58 Item 6.

City of Oroville
Computerized Maintenance Management System RFP

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Table of Contents
1 Introduction ..........................................................................................................................................3

1.1 Purpose of the RFP ......................................................................................................................3

1.2 Background and Context.............................................................................................................3

1.3 Objectives of the RFP...................................................................................................................3

1.4 Scope of Work .............................................................................................................................4

1.5 Key Dates and Timeline ...............................................................................................................5

1.6 RFP Contact Information .............................................................................................................6 2 General Instructions..............................................................................................................................6

2.1 Proposal Submission Requirements............................................................................................6

2.2 Proposal Format and Content .....................................................................................................6

2.3 Pre-Proposal Conference.............................................................................................................8

2.4 Questions and Clarifications........................................................................................................8 3 Evaluation Criteria.................................................................................................................................8

3.1 Evaluation Process.......................................................................................................................8

3.2 Evaluation Criteria and Weighting...............................................................................................8

3.3 Review and Selection Process .....................................................................................................9

3.4 Interviews and Presentations (if applicable)...............................................................................9

3.5 Debriefing Process (if applicable)................................................................................................9 4 Legal and Contractual Information.......................................................................................................9

4.1 Compliance with California Laws.................................................................................................9

4.2 Contract Terms and Conditions...................................................................................................9

4.3 Equal Opportunity and Non-Discrimination................................................................................9

4.4 Conflict of Interest.......................................................................................................................9

4.5 City Rights....................................................................................................................................9

4.6 Required Upon Successful Award of Bid: ..................................................................................10 ATTACHMENT A – Example Professional Services Agreement
59 Item 6.

City of Oroville
Computerized Maintenance Management System RFP

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1 Introduction

1.1 Purpose of the RFP
The City of Oroville is seeking proposals from qualified vendors to provide a comprehensive Computerized Maintenance Management System (CMMS). Our goal is to implement a CMMS that will enhance the efficiency and effectiveness of our maintenance operations by providing a tool for managing work orders, tracking asset performance, scheduling preventive maintenance, generating detailed reports, and assisting in data-driven decisions, all while integrating seamlessly with GIS.

1.2 Background and Context
The Public Works Department aims to enhance the quality of life for Oroville residents by providing essential services such as road maintenance, stormwater management, and facility upkeep. The City maintains five museums, several City buildings, over 100 miles of streets, fleet, an airport, a sewer system, and five parks.

The Public Works Department currently manages its maintenance operations using traditional methods, including paper-based records, email communications, and text messages. This approach has resulted in several challenges:
• Inefficiencies in Workflow: Manual processes and disparate communication methods lead to delays and inefficiencies in tracking and managing maintenance tasks. • Limited Visibility and Reporting: The reliance on paper records and informal communication channels hampers our ability to generate comprehensive reports, monitor asset performance, and track maintenance history effectively.
• Increased Risk of Errors: The potential for data entry errors and loss of critical information is heightened with manual record-keeping and communication. • Challenges in Preventive Maintenance: The current system does not support systematic scheduling and tracking of preventive maintenance tasks, which impacts our ability to proactively manage equipment and infrastructure.
• Difficulty in Resource Allocation: Without a centralized system, allocating resources effectively and optimizing maintenance schedules are challenging.

Additionally, many of our facilities, such as streetlights, sewer systems, and storm drains, are represented in a Geographic Information System (GIS) layer. However, this GIS data is currently outdated and does not fully support our maintenance management needs. The lack of accurate and upto-date GIS data further complicates the coordination and execution of maintenance activities.

1.3 Objectives of the RFP
The primary objectives of this RFP are to identify and select a qualified vendor to provide a CMMS that will:
• Streamline Maintenance Operations: Implement a centralized, digital system to replace current manual processes involving paper records, emails, and text messages. The CMMS should automate work order management, track maintenance activities, and facilitate efficient communication among staff.
• Enhance Asset Management: Integrate with the existing GIS data to provide up-to-date information on city infrastructure such as streets, stormwater systems, and public facilities. The 60 Item 6.

City of Oroville
Computerized Maintenance Management System RFP

Page 4 of 10 ends

CMMS should enable effective tracking, maintenance scheduling, and performance monitoring of all assets.
• Improve Preventive and Predictive Maintenance: Enable systematic scheduling and tracking of preventive maintenance tasks to reduce equipment failures and emergency repairs. The system should support predictive maintenance through data analysis and forecasting. • Facilitate Data-Driven Decision Making: Provide comprehensive reporting and analytics capabilities to support informed decision-making regarding asset management, resource allocation, and budget planning. The system should generate detailed reports and metrics on maintenance activities, asset conditions, and operational performance. • Ensure Compliance and Accountability: Maintain accurate records for regulatory compliance and transparency. The CMMS should facilitate the tracking of maintenance history, compliance with standards, and accountability in reporting.
• Integrate with Existing Systems: Ensure seamless integration with current technologies and data sources, especially GIS, to enhance the functionality and utility of the CMMS. Workers in the field need to be able to provide edits to the existing shapefiles and add new assets when applicable, in real time. The CMMS must support the visualization and management of linear features, such as street segments, sewer lines, and stormwater drains, in addition to pointbased asset locations. This functionality is crucial for accurately representing assets that extend horizontally across the city.
• Support Future Growth and Scalability: Provide a scalable solution that can adapt to future needs and technological advancements. The CMMS should be flexible enough to accommodate potential expansions in infrastructure and changes in operational requirements. • Enhance User Experience: Offer a user-friendly interface that is accessible to all levels of staff, with adequate training and support provided. The system should be intuitive and facilitate easy adoption by the department’s personnel. Ideally, the software would have a mobile application for workers to easily monitor their daily activities and see when new work is assigned with automated notifications.

1.4 Scope of Work
The selected vendor will be responsible for delivering a comprehensive CMMS solution that meets the following requirements:

1.4.1 System Requirements and Features
• Centralized System Implementation: Provide a CMMS that centralizes work order management, asset tracking, and maintenance scheduling, replacing current manual processes involving paper records, emails, and texts.
• GIS Integration: Integrate with existing GIS to display and manage both point-based and linear features. This includes visualizing assets such as street segments, sewer lines, and stormwater drains, and ensuring accurate representation of these horizontal infrastructure components.

Staff in the field must be able to add/edit assets seamlessly and in real-time. • Preventive and Predictive Maintenance: Implement functionalities for scheduling, tracking, and managing preventive maintenance tasks. Support predictive maintenance capabilities through data analysis and forecasting tools to proactively manage and reduce asset failures. • Reporting and Analytics: Provide comprehensive reporting and analytics tools to generate detailed reports on maintenance activities, asset conditions, and operational performance. 61 Item 6.

City of Oroville
Computerized Maintenance Management System RFP

Page 5 of 10 ends

Ensure the system supports data-driven decision-making for asset management and budget planning.
• Compliance and Record Keeping: Facilitate accurate record-keeping for regulatory compliance, maintenance history, and transparency.
• User Interface and Experience: Develop a user-friendly interface (preferably a mobile application) that is accessible to all levels of staff. Ensure the system is intuitive and provides adequate training and support to facilitate smooth adoption and use by Public Works personnel.

1.4.2 Implementation and Integration
• System Installation and Configuration: Install and configure the CMMS to meet the specific needs of the Public Works Department. Ensure that the system is customized to integrate with existing technologies and databases, including GIS. The CMMS must be able to interface with GIS data to display and manage both point-based and linear asset features effectively. • Data Migration: Facilitate the migration of existing data from manual records, spreadsheets, and other sources into the new CMMS. Ensure data integrity and accuracy during the transition. • Training and Support: Provide comprehensive training for department staff on the use of the CMMS. Offer ongoing technical support and user assistance to address any issues that arise during and after the implementation phase.

1.4.3 Project Management and Deliverables
• Project Timeline: Develop and adhere to a detailed project timeline that includes key milestones, deliverable deadlines, and completion dates. Provide regular updates on project progress.
• Documentation: Deliver complete documentation of the CMMS, including user manuals, system specifications, and configuration details. Ensure documentation is clear and accessible for future reference.
• Testing and Quality Assurance: Conduct thorough testing of the CMMS to ensure all functionalities work as intended. Implement quality assurance processes to identify and resolve any issues prior to full deployment.
• Post-Implementation Support: Provide post-implementation support to address any issues, updates, or enhancements needed after the system goes live. Ensure that support includes troubleshooting, system updates, and maintenance services.

1.4.4 Evaluation and Acceptance
• Performance Evaluation: Evaluate the performance of the CMMS against the requirements outlined in the RFP. Ensure that the system meets all specified criteria and performs effectively in the Public Works Department's operational environment. • Acceptance Testing: Conduct acceptance testing with department staff to validate that the CMMS meets all functional requirements and user expectations. Address any feedback and make necessary adjustments before final acceptance.

1.5 Key Dates and Timeline
RFP Issuance Date: August 30, 2024
Deadline for Questions: 1 Week Prior to Proposal Submission Deadline Proposal Submission Deadline: September 26, 2024 at 3:00 PM PST 62 Item 6.

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Evaluation Period: September 27 – October 11, 2024
Vendor Selection: October 14, 2024

1.6 RFP Contact Information
The primary management contact with the City is Alyssa Stutz, Assistant Director of Public Works / City Engineer, 530-538-2424, [email protected].

Questions about this RFP shall be submitted through the Public Purchase website. All questions must be submitted 7 days prior to the submission deadline. The City will do its best to respond to questions via public Purchase within three business days.
2 General Instructions

2.1 Proposal Submission Requirements

2.1.1 Submission Method
Proposals must be submitted electronically via the Public Purchase website, by email to [email protected], or in hard copy by mail to:

City of Oroville
Attn: Alyssa Stutz, Assistant Director of Public Works
1735 Montgomery St.

Oroville, CA 95965

2.1.2 Submission Deadline
All proposals must be received by 3:00 PM PST on September 26, 2024. Postmarks will not be accepted, and late proposals will not be considered.

2.1.3 Submission Format
Electronic submissions should be in PDF format. Hard copy submissions must include three bound copies and one unbound for scanning purposes.

2.2 Proposal Format and Content

2.2.1 Required Sections
• Cover Letter
o Introduce your firm and summarize your proposal. Include the name, phone number, and address of your contact person.
• Executive Summary
o Purpose: Provide a brief overview of the proposal, highlighting how your CMMS solution meets the City of Oroville Public Works Department's needs. o Key Points: Summarize the main features of the proposed system, benefits, and your understanding of the project requirements.
• Company Overview
o Company Information: Include the company’s name, address, and contact details. o Experience and Qualifications: Describe your experience and qualifications with CMMS implementations, including the number of years in business and relevant expertise. 63 Item 6.

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o Client References: Provide at least three references from previous clients with similar projects, including contact information and a brief description of the projects. • Technical Proposal
o System Description: Detail the CMMS solution being proposed, including technical specifications, system architecture, and key functionalities. o GIS Integration: Describe how the CMMS integrates with GIS, including the ability to manage and display both point-based and linear features. o Features and Capabilities: Outline the main features of the CMMS, such as work order management, preventive maintenance scheduling, reporting, and analytics. o Customization and Scalability: Explain how the system can be customized to meet specific needs and how it can scale to accommodate future growth. o User Interface: Describe how your software is user-friendly and include any mobile capabilities or applications it has.
• Project Approach and Methodology
o Implementation Plan: Provide a detailed plan for the implementation of the CMMS, including project phases, key milestones, and estimated timelines. o Data Migration: Describe the approach to migrating existing data into the new system, including any tools or processes used to ensure data integrity. o Training and Support: Outline the training plan for department staff, including training materials and sessions. Detail the ongoing support and maintenance services provided. o Risk Management: Identify potential risks and your strategies for mitigating them. o Quality Control and Assurance: Describe your quality control processes and how you ensure the delivery of a high-quality product.
• Cost Proposal
o Pricing Structure: Present a detailed breakdown of costs, including software licensing, implementation services, training, support, and any additional fees. Include a summary of costs by project phase.
o Payment Terms: Specify payment terms and conditions, including any milestones or schedules for payments.
o Cost Assumptions and Exclusions: Outline any assumptions or exclusions related to the cost proposal.
• Compliance and Security
o Compliance: Describe how the proposed CMMS meets any relevant regulatory or industry standards.
o Data Security: Outline the security measures in place to protect data, including user access controls, data encryption, and backup procedures. • Value-Added Services
o Additional Features: Highlight any additional features or services that are included in the proposal but not specifically requested in the RFP.
o Innovations: Describe any innovative aspects of the CMMS that differentiate it from other solutions on the market.
• Appendices
o Supporting Documentation: Include any additional documentation that supports the proposal, such as technical brochures, resumes, case studies, or system screenshots. 64 Item 6.

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2.2.2 Page Limits
• Cover Letter: 1 page
• Executive Summary: 2 pages
• Company Overview: 3 pages
• Technical Proposal: 10 pages
• Project Approach and Methodology: 10 pages
• Cost Proposal: 5 pages
• Compliance and Security: 3 pages
• Value-Added Services: 2 pages
• Appendices: This section is supplementary and does not count towards the main page limits

2.2.3 Supporting Documents
• Resumes of key personnel
• References and case studies
• Any additional relevant documents

2.3 Pre-Proposal Conference
There will be no pre-proposal conference for this RFP.

2.4 Questions and Clarifications

2.4.1 Process for Inquiries
Questions about this RFP shall be submitted through the Public Purchase website. All questions must be submitted 7 days prior to the submission deadline. The City will do its best to respond to questions via public Purchase within three business days.

2.4.2 Deadline for Questions
All questions must be submitted by September 19, 2024.

2.4.3 Issuance of Addenda
Responses to questions and any amendments to the RFP will be issued as addenda and posted on the Public Purchase website.
3 Evaluation Criteria

3.1 Evaluation Process
Proposals will be evaluated based on the criteria outlined below. The evaluation committee may request interviews or presentations. The evaluation process is designed to award the contract not necessarily to the vendor of least cost, but rather to the vendor with the best combination of attributes to perform the required services at a reasonable value.

3.2 Evaluation Criteria and Weighting

3.2.1 Technical Merit (40%)
• Alignment with project needs
• Technical features and capabilities
65 Item 6.

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3.2.2 Experience and Qualifications (25%)
• Relevant experience and past performance
• Qualifications of key personnel

3.2.3 Proposed Approach and Methodology (20%)
• Effectiveness of proposed solution
• Project management and implementation plan

3.2.4 Cost Proposal (15%)
• Cost effectiveness and value for money

3.3 Review and Selection Process
Proposals will be reviewed by a selection committee. Shortlisted vendors may be invited for interviews or demonstrations. City staff will provide a recommendation to City Council and the City Council will select a firm based upon their evaluation of the proposals and staff recommendation.

3.4 Interviews and Presentations (if applicable)
Shortlisted vendors may be asked to provide a presentation of their proposal.

3.5 Debriefing Process (if applicable)
Unsuccessful bidders may request a debriefing to discuss their proposal. 4 Legal and Contractual Information
Submission of a proposal indicates acceptance by the vendor of the conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the vendor selected.

4.1 Compliance with California Laws
The selected vendor must comply with all applicable California laws and regulations.

4.2 Contract Terms and Conditions
A sample contract is provided in the attachments. The final contract will include terms and conditions agreed upon during negotiations.

4.3 Equal Opportunity and Non-Discrimination
The City of Oroville is an equal opportunity employer and requires all vendors to adhere to nondiscrimination policies.

4.4 Conflict of Interest
Vendors must disclose any potential conflicts of interest.

4.5 City Rights
The City may investigate the qualifications of any individual or firm under consideration, require confirmation of information furnished and require additional evidence of qualifications to perform the services described in this RFP. The City also reserves certain rights, including, but not limited to, the following:
66 Item 6.

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• Reject any or all of the proposals
• Issue subsequent RFPs
• Cancel the entire RFP
• Remedy technical errors in the RFP process
• Seek the assistance of outside technical experts in qualification or proposal evaluation • Approve or disapprove the use of particular subcontractors • Establish a short list of firms eligible for discussions after review of the RFP • Negotiate with any, all, or none of the firms
• Solicit best and final offers from all or some of the firms • Award a contract to one or more firms
• Waive informalities and irregularities in the RFP
• Award without discussion
• Add additional related work to the RFP
• Delete items from the RFP

4.6 Required Upon Successful Award of Bid:
• Professional Services Agreement
• City of Oroville Business License
• Vendor W-9
67 Item 6.

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Attachment A
Example Agreement for Professional Services

CITY OF OROVILLE

AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made on this th day of , 2024, at Oroville, California, by and between the City of Oroville, a California Charter City, 1735 Montgomery Street, Oroville California, 95965 (hereinafter referred to as the “CITY”) and XYZ Company, 1500 Main Street, DISTRICT, CA 90000 (hereinafter referred to as the “CONTRACTOR”).

RECITALS
A. The CITY proposes to contract for professional services as outlined below; B. The CITY conducted an RFP issued in Month, Year, and selected CONTRACTOR as the preferred service provider;
C. The CONTRACTOR is willing to perform such services and has the necessary qualifications by reason of experience, preparation, and organization to provide such services; NOW, THEREFORE, the CITY and the CONTRACTOR, mutually agree as follows:

1. SERVICES.

The CONTRACTOR shall perform those services set forth in “Exhibit A,” which is attached hereto and incorporated herein by reference.

2. TERM OF AGREEMENT.

The term of this contract shall commence upon execution by both parties and shall expire on June 30, 20 unless extended in writing in advance by both parties.

3. TIME OF PERFORMANCE.

The services of the CONTRACTOR are to commence upon receipt of a notice to proceed from the CITY and shall continue until all authorized work is completed to the CITY’s satisfaction, in accordance with the schedule incorporated in “Exhibit A,” unless extended in writing by the CITY.

4. PAYMENT FOR SERVICES.

The CONTRACTOR shall be compensated in an amount not to exceed $ for services provided pursuant to this Agreement as described in “Exhibit B.” Compensation shall under no circumstances be increased except by written amendment of this Agreement. The CONTRACTOR shall be paid within forty-five (45) days of presentation of an invoice to the DISTRICT for services performed to the DISTRICT’s satisfaction. The CONTRACTOR shall submit invoices monthly describing the services performed, the date services were performed, a description of reimbursable costs, and any other information requested by the DISTRICT. 68 Item 6.

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5. CONTRACT ADMINISTRATION.

5.1. The CITY’s Representative. Unless otherwise designated in writing, ____________________ shall serve as the CITY’s representative for the administration of the project. All activities performed by the CONTRACTOR shall be coordinated with this person.

5.2. Manager-in-Charge. For the CONTRACTOR, shall be in charge of the project on all matters relating to this Agreement and any agreement or approval made by her/him shall be binding on the CONTRACTOR. The Manager-in Charge shall not be replaced without the written consent of the CITY.

5.3. Responsibilities of the CITY. The CITY shall provide all relevant documentation in its possession to the CONTRACTOR upon request in order to minimize duplication of efforts. The CITY’s staff shall work with the CONTRACTOR as necessary to facilitate performance of the services.

5.4. Personnel. The CONTRACTOR represents that it has or will secure at its own expense all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by the CONTRACTOR or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. The CONTRACTOR reserves the right to determine the assignment of its own employees to the performance of the CONTRACTOR’s services under this Agreement, but the CITY reserves the right, for good cause, to require the CONTRACTOR to exclude any employee from performing services on the CITY’s premises.

6. TERMINATION.

6.1. Termination for Convenience. Either party may terminate this Agreement without cause and in its sole discretion at any time by giving the other party thirty (30) days' written notice of such termination. In the event of such termination, the CONTRACTOR shall cease services as of the date of termination and shall be compensated for services performed to the CITY's satisfaction up to the date of termination.

6.2. Termination for Cause. All terms, provisions, and specifications of this Agreement are material and binding, and failure to perform any material portion of the work described herein shall be considered a breach of this Agreement. Should the Agreement be breached in any manner, the CITY may, at its option, terminate the Agreement not less than five (5) days after written notification is received by the CONTRACTOR to remedy the violation within the stated time or within any other time period agreed to by the parties. In the event of such termination, the CONTRACTOR shall be responsible for any additional costs incurred by the CITY in securing the services from another contractor.

7. INDEMNIFICATION.
69 Item 6.

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In the event that CITY is named as a party defendant in a lawsuit alleging injury as a result of Contractor’s negligent or wrongful performance under this Agreement, Contractor shall defend CITY with counsel approved by CITY, which approval will not be unreasonably withheld, and bear responsibility for attorney’s fees, expert fees and all other costs and expenses of litigation.

Should conflict of interest principles preclude a single lawyer from representing both CITY and Contractor, or should CITY otherwise find Contractor’s legal counsel unacceptable, then Contractor shall reimburse the CITY its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and expenses of litigation. Contractor shall promptly pay any final, non-appealable judgment rendered against the CITY. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California but the indemnity obligation will exclude such loss or damage which is determined to be caused by the sole negligence or willful misconduct of the CITY.

The obligations established by this paragraph will survive termination of this Agreement. For purposes of this paragraph:
• CITY means the CITY Council and its subordinate bodies, elected and appointed CITY officials and officers, CITY employees and authorized agents and volunteers of the CITY. • Liability means any claims or causes of action raised or asserted by, damage to, loss or expense incurred by or judgments rendered in favor of persons or entities not a party to this Agreement.
• The types of damages included within this indemnity obligation include, but are not limited to, personal injury, bodily injury, death, loss of use, and damage to or loss of real and personal property.
• The indemnity obligation of this paragraph includes all forms of negligent acts, errors and omissions, wrongful behavior and willful misconduct (including but not limited to breaches of professional standards of care, if applicable, and breach of contract) by Contractor and any of its officers, agents employees and subcontractors.

8. INSURANCE REQUIREMENTS.

8.1. The CONTRACTOR, at the CONTRACTOR’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

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be received by the CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONTRACTOR for CITY. This provision shall not apply if the CONTRACTOR has no employees performing work under this Agreement.

8.1.2. General Liability Coverage. The CONTRACTOR shall maintain commercial general liability insurance in an amount of not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

8.1.3. Automobile Liability Coverage. The CONTRACTOR shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the CONTRACTOR arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than three hundred thousand dollars ($300,000) combined single limit for each occurrence. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person.

The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claimsmade annual aggregate basis, or a combined single-limit-per-occurrence basis.

8.2. Endorsements. Each general liability and automobile liability insurance policy shall be issued by insurers possessing a Best’srating of no lessthan A-:VII. Each general liability insurance policy shall be endorsed with the specific language of Section 8.2.1 below. CONTRACTOR also agrees to require all contractors, and subcontractors to do likewise.

8.2.1. “The CITY, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the CONTRACTOR, including materials, parts, or equipment furnished in connection with such work or operations.”

8.2.2. This policy shall be considered primary insurance as respects the CITY, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the CITY, including any self-insured retention the CITY may have, shall be considered excess insurance only and shall not contribute with this policy.

8.2.3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. 71 Item 6.

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8.2.4. Notwithstanding the provisions included in any of the ISO Additional Insured Endorsement forms, CONTRACTOR acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amounts of coverage required. Any insurance proceeds available to the CITY in excess of the limits and coverage required in this agreement and which is applicable to a given loss will be available to the CITY.

8.2.5. The insurer waives all rights of subrogation against the CITY, its elected or appointed officers, officials, employees, or agents regardless of the applicability of any insurance proceeds, and agrees to require all subcontractors to do likewise.

8.2.6. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the CITY, its elected or appointed officers, officials, employees, agents, or volunteers.

8.2.7. The insurance provided by this policy shall not be suspended, voided or reduced in coverage or in limits except after thirty (30) days’ written notice has been submitted to the CITY and approved of in writing, except in the case of cancellation, for which ten (10) days’ written notice shall be provided.

8.2.8. Contractor agrees to provide immediate notice to CITY of any claim or loss against Contractor arising out of the work performed under this agreement. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.

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

8.4. Certificates of Insurance. The CONTRACTOR shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein.

Certificates of such insurance shall be filed with the CITY on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the CITY at all times during the term of this Agreement. The CONTRACTOR shall provide written evidence of current automobile coverage to comply with the automobile insurance requirement.

8.5. Failure to Procure Insurance. Failure on the part of the CONTRACTOR to procure or maintain required insurance shall constitute a material breach of contract under which the CITY may terminate this Agreement pursuant to Section 6.2 above. 72 Item 6.

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9. ASSIGNMENT AND SUBCONTRACTING.

The parties recognize that a substantial inducement to the City for entering into this Agreement is the professional reputation, experience, and competence of the CONTRACTOR. Assignments of any or all rights, duties, or obligations of the CONTRACTOR under this Agreement will be permitted only with the express consent of the CITY. The CONTRACTOR shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the CITY. If the CITY consents to such subcontract, the CONTRACTOR shall be fully responsible to the CITY for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between the CITY and subcontractor nor shall it create any obligation on the part of the CITY to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.

10. COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND REGULATIONS.

The CONTRACTOR shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

10.1. Taxes. The CONTRACTOR agrees to pay all required taxes on amounts paid to the CONTRACTOR under this Agreement, and to indemnify and hold the CITY harmless from any and all taxes, assessments, penalties, and interest asserted against the CITY by reason of the independent contractor relationship created by this Agreement. In the event that the CITY is audited by any Federal or State agency regarding the independent contractor status of the CONTRACTOR and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between the CITY and the CONTRACTOR, then the CONTRACTOR agrees to reimburse the CITY for all costs, including accounting and attorneys’ fees, arising out of such audit and any appeals relating thereto.

10.2. Workers’ Compensation Law. The CONTRACTOR shall fully comply with the workers’ compensation law regarding the CONTRACTOR and the CONTRACTOR’s employees. The CONTRACTOR further agrees to indemnify and hold the CITY harmless from any failure of the CONTRACTOR to comply with applicable workers’ compensation laws. The CITY shall have the right to offset against the amount of any compensation due to the CONTRACTOR under this Agreement any amount due to the CITY from the CONTRACTOR as a result of the CONTRACTOR’s failure to promptly pay to the CITY any reimbursement or indemnification arising under this Section.

10.3. Licenses. The CONTRACTOR represents and warrants to the CITY that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of the CONTRACTOR to practice its profession. The CONTRACTOR represents and warrants to the DISTRICT that the CONTRACTOR shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of the CONTRACTOR to practice its profession.

11. CONFLICT OF INTEREST.

The CONTRACTOR confirms that it has no financial, contractual, or other interest or obligation that conflicts with or is harmful to performance of its obligations under this Agreement. The 73 Item 6.

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CONTRACTOR shall not during the term of this Agreement knowingly obtain such an interest or incur such an obligation, nor shall it employ or subcontract with any person for performance of this Agreement who has such incompatible interest or obligation.

12. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.

The CONTRACTOR represents and agrees that it does not and will not discriminate against any employee or applicant for employment because of race, religion, color, national origin, sex, sexual orientation, gender identity, political affiliation or opinion, medical condition, or pregnancy or pregnancy-related condition. The CONTRACTOR will ensure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, national origin, sex, sexual orientation, gender identity, political affiliation or opinion, medical condition, or pregnancy or pregnancy-related condition. Such action shall include, but not be limited to the following: employment, upgrading, promotion, demotion or transfer; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The CONTRACTOR agrees to include in all solicitations or advertisements for employment and to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

13. RECORDS AND AUDITS.

The CONTRACTOR shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by the CITY or any authorized representative. All records shall be made available at the request of the CITY, with reasonable notice, during regular business hours, and shall be retained by the CONTRACTOR for a period of three years after the expiration of this Agreement.

14. OWNERSHIP OF DOCUMENTS.

It is understood and agreed that the CITY shall own all documents and other work product of the CONTRACTOR, except the CONTRACTOR’s notes and workpapers, which pertain to the work performed under this Agreement. The CITY shall have the sole right to use such materials in its discretion and without further compensation to the CONTRACTOR. The CONTRACTOR shall at its sole expense provide all such documents to the CITY upon request.

15. INDEPENDENT CONTRACTOR.

16. NOTICE.

All Notices permitted or required under this Agreement shall be in writing, and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement. 74 Item 6.

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Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in writing for this purpose. Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage prepaid, and addressed to the party at its applicable address.

CITY:

City of Oroville,
1735 Montgomery Street,
Oroville, California, 95965
Attention: City Administrator
CONTRACTOR:

Organization Name
Street Address,
State ZIP
Attention:

17. GOVERNING LAW.

This Agreement shall be governed by the laws of the State of California. The venue shall be the County of Butte, California

18. ENTIRE AGREEMENT; MODIFICATION.

This Agreement supersedes any and all other agreements, either oral or written, between the parties, and contains all of the covenants and agreements between the parties. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, oral or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. Any agreement, statement, or promise not contained in the Agreement, and any modification to the Agreement, will be effective only if signed by both parties.

19. WAIVER.

Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this agreement. Payment of any invoice by the CITY shall not constitute a waiver of the CITY’s right to obtain correction or replacement of any defective or noncompliant work product.

20. EXECUTION.

This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

21. AUTHORITY TO ENTER AGREEMENT.

The CONTRACTOR has all requisite power and authority to conduct its business and to execute, deliver, and perform this Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
75 Item 6.

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IN WITNESS WHEREOF, the parties have executed this Agreement the day of , 2024.

CONTRACTOR:
{Name, Title}
CITY OF OROVILLE:

Brian Ring, City Administrator
APPROVED AS TO FORM:

Scott Huber, City Attorney
76 Item 6.

CITY OF OROVILLE AGREEMENT 3535

FOR PROFESSIONAL SERVICES
This Agreement is made on this ___th day of _____________, 2025, at Oroville, California, by and between the City of Oroville, a California Charter City, 1735 Montgomery Street, Oroville California, 95965 (hereinafter referred to as the “CITY”) and Websoft Developers, 2020 Research Park Drive, Suite 140, Davis, California, 95618 (hereinafter referred to as the “CONTRACTOR”).

RECITALS
A.T he CITY proposes to contract for professional services as outlined below; B. The CITY conducted an RFP issued in August 2024, and selected CONTRACTOR as the preferred service provider;
C. The CONTRACTOR is willing to perform such services and has the necessary qualifications by reason of experience, preparation, and organization to provide such services; NOW, THEREFORE, the CITY and the CONTRACTOR, mutually agree as follows:

1. SERVICES.

The CONTRACTOR shall perform those services set forth in “Exhibit A,” which is attached hereto and incorporated herein by reference.

2. TERM OF AGREEMENT.

This contract shall commence upon execution by both parties and continue for a term of three (3) years unless extended in writing in advance by both parties.

3. TIME OF PERFORMANCE.

4. PAYMENT FOR SERVICES.

The CONTRACTOR shall be compensated in an amount not to exceed $94,654.00 for services provided pursuant to this Agreement as described in “Exhibit A.” Compensation shall under no circumstances be increased except by written amendment of this Agreement. The CONTRACTOR shall be paid within forty-five (45) days of presentation of an invoice to the CITY for services performed to the CITY’s satisfaction.

5. CONTRACT ADMINISTRATION.

5.1. The CITY’s Representative. Unless otherwise designated in writing, Fred Mayo, shall serve as the CITY’s representative for the administration of the project. All activities performed by the CONTRACTOR shall be coordinated with this person.
77 Item 6.

5.2. Manager-in-Charge. For the CONTRACTOR, Manoj Desai, shall be in charge of the project on all matters relating to this Agreement and any agreement or approval made by her/him shall be binding on the CONTRACTOR. The Manager-in Charge shall not be replaced without the written consent of the CITY.

6. TERMINATION.

6.1. Termination for Convenience. Either party may terminate this Agreement without cause and in its sole discretion at any time by giving the other party ninety (90) days' written notice of such termination. In the event of such termination, the CONTRACTOR shall cease services as of the date of termination and shall be compensated for services performed to the CITY's satisfaction up to the date of termination.

7. INDEMNIFICATION.

Contractor shall indemnify and hold harmless CITY from and against all liability arising out of or in connection with Contractor's negligent or wrongful acts, errors or omissions in the performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement. In the event that CITY is named as a party defendant in a lawsuit alleging injury as a result of Contractor’s negligent or wrongful performance under this Agreement, Contractor shall defend CITY with counsel approved by CITY, which approval will not be unreasonably withheld, and bear responsibility for attorney’s fees, expert fees and all other costs and expenses of litigation. Should conflict of interest principles preclude a single lawyer from representing both CITY and Contractor, or should CITY otherwise find Contractor’s legal counsel 78 Item 6.
unacceptable, then Contractor shall reimburse the CITY its costs of defense, including without limitation reasonable attorney’s fees, expert fees and all other costs and expenses of litigation.

Contractor shall promptly pay any final, non-appealable judgment rendered against the CITY. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California but the indemnity obligation will exclude such loss or damage which is determined to be caused by the sole negligence or willful misconduct of the CITY.

The obligations established by this paragraph will survive termination of this Agreement. For purposes of this paragraph:
• CITY means the CITY Council and its subordinate bodies, elected and appointed CITY officials and officers, CITY employees and authorized agents and volunteers of the CITY.
• Liability means any claims or causes of action raised or asserted by, damage to, loss or expense incurred by or judgments rendered in favor of persons or entities not a party to this Agreement.
• The types of damages included within this indemnity obligation include, but are not limited to, personal injury, bodily injury, death, loss of use, and damage to or loss of real and personal property.
• The indemnity obligation of this paragraph includes all forms of negligent acts, errors and omissions, wrongful behavior and willful misconduct (including but not limited to breaches of professional standards of care, if applicable, and breach of contract) by Contractor and any of its officers, agents employees and subcontractors.

8. INSURANCE REQUIREMENTS.

8.1. The CONTRACTOR, at the CONTRACTOR’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies:

8.1.1. Workers’ Compensation Coverage. The CONTRACTOR shall maintain Workers’ Compensation Insurance and Employer’s Liability Insurance for its employees in accordance with the laws of the State of California. In addition, the CONTRACTOR shall require any and every subcontractor to similarly maintain Workers’ Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California for all the subcontractor’s employees. Any notice of cancellation or nonrenewal of all Workers’ Compensation policies must be received by the CITY at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the CITY, its officers, agents, employees, and volunteers for losses arising from work performed by the CONTRACTOR for CITY. This provision shall not apply if the CONTRACTOR has no employees performing work under this Agreement.

8.1.2. General Liability Coverage. The CONTRACTOR shall maintain commercial general liability insurance in an amount of not less than one million dollars ($1,000,000) 79 Item 6.
per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

8.1.4. Professional Liability Coverage. The CONTRACTOR shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from the CONTRACTOR’s operations under this Agreement, whether such operations be by the CONTRACTOR or by its employees, subcontractors, or subconsultants. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per-occurrence basis.

8.2. Endorsements. Each general liability and automobile liability insurance policy shall be issued by insurers possessing a Best’s rating of no less than A-:VII. Each general liability insurance policy shall be endorsed with the specific language of Section 8.2.1 below.

CONTRACTOR also agrees to require all contractors, and subcontractors to do likewise.

8.2.3. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.

8.2.4. Notwithstanding the provisions included in any of the ISO Additional Insured Endorsement forms, CONTRACTOR acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amounts of coverage required. Any insurance proceeds available to the CITY in excess of the limits and 80 Item 6.
coverage required in this agreement and which is applicable to a given loss will be available to the CITY.

8.2.6. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the CITY, its elected or appointed officers, officials, employees, agents, or volunteers.

8.4. Certificates of Insurance. The CONTRACTOR shall provide certificates of insurance with original endorsements to the CITY as evidence of the insurance coverage required herein.

9. ASSIGNMENT AND SUBCONTRACTING.
81 Item 6.

10. COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND REGULATIONS.

The CONTRACTOR shall use the standard of care in its profession to comply with all applicable federal, state, and local laws, codes, ordinances, and regulations.

11. CONFLICT OF INTEREST.

The CONTRACTOR confirms that it has no financial, contractual, or other interest or obligation that conflicts with or is harmful to performance of its obligations under this Agreement. The CONTRACTOR shall not during the term of this Agreement knowingly obtain such an interest 82 Item 6.
or incur such an obligation, nor shall it employ or subcontract with any person for performance of this Agreement who has such incompatible interest or obligation.

12. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.

13. RECORDS AND AUDITS.

All records shall be made available at the request of the CITY, with reasonable notice, during regular business hours, and shall be retained by the CONTRACTOR for a period of three years after the expiration of this Agreement.

14. OWNERSHIP OF DOCUMENTS.

15. INDEPENDENT CONTRACTOR.

The CONTRACTOR is and shall at all times remain as to the CITY a wholly independent CONTRACTOR. Neither the CITY nor any of its agents shall have control over the conduct of the CONTRACTOR or any of the CONTRACTOR’s employees or agents, except as herein set forth. The CONTRACTOR shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. The CONTRACTOR shall have no power to incur any debt, obligation, or liability on behalf of the CITY or otherwise act on behalf of the CITY as an agent unless that authority is expressly authorized in writing by CITY. By executing this Agreement, CONTRACTOR confirms and asserts that A) they shall be responsible to direct their own work and are free from CITY control in the precise manner and details of how the work is carried out; B) that the work performed by CONTRACTOR is understood to be outside the scope of the usual course of business carried out by the CITY; and 83 Item 6.

C) that CONTRACTOR is customarily engaged in an independently established trade, occupation, or business of the same nature of that performed for the CITY.

If CONTRACTOR, at any time comes to believe that they are an employee and not an independent contractor, CONTRACTOR shall immediately notify the CITY of such belief. All work to be performed by CONTRACTOR under this Agreement shall be immediately suspended. Contractor agrees to indemnify and hold harmless the Company from any and all claims, demands, losses, causes of action, damage, lawsuits, judgments, including attorneys' fees and costs, provided that such claims arise out of or are based upon the Contractor's designation as an independent contractor and not as an employee of the Company. Contractor waives any right to recover from the Company any expenses or losses, including but not limited to those arising from claims that Contractor was misclassified as an independent contractor unless such indemnification is prohibited by law. In the event CONTRACTOR notifies CITY of a purported misclassification, the CITY may elect to immediately terminate this Agreement.

16. NOTICE.

All Notices permitted or required under this Agreement shall be in writing, and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement.

CITY:

City of Oroville,
1735 Montgomery Street,
Oroville, California, 95965
Attention: Director of Public Works
CONTRACTOR:

Websoft Developers
2020 Research Park Drive, Suite 140
Davis, CA 95618
Attention: Manoj Desai

17. GOVERNING LAW.

This Agreement shall be governed by the laws of the State of California. The venue shall be the County of Butte, California

18. ENTIRE AGREEMENT; MODIFICATION.

19. WAIVER.

20. EXECUTION.

21. AUTHORITY TO ENTER AGREEMENT.

IN WITNESS WHEREOF, the parties have executed this Agreement the ____ day of ________________, 2025.

CONTRACTOR:
_____________________________________
Manoj Desai, President
CITY OF OROVILLE:
_____________________________________
Brian Ring, City Administrator
APPROVED AS TO FORM:
_____________________________________
Scott Huber, City Attorney
85 Item 6.

City of Oroville
Proposal
Computerized Maintenance
Management System RFP
September 26, 2024

PROPOSAL
Exhibit A - Proposal
86 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
2 Computerized Maintenance Management System RFP
September 26, 2024
City of Oroville
Attn: Alyssa Stutz, Assistant Director of Public Works
1735 Montgomery St.

Oroville, CA 95965
Computerized Maintenance Management System RFP
Websoft Developers, Inc. (Websoft) is pleased to submit this proposal to the City of Oroville (City). Websoft has been in business for over 256 years and is not owned by any other entity.

This year is the 10th anniversary of our MobileMMS Asset Management platform where nearly 200 customers use it to manage their asset for everything from water distribution, wastewater collection, facilities management, plant inspections, regulatory compliance, and as-built management.

Our Corporate Office is located at 2020 Research Park Drive, Suite 140, Davis, CA 95618. We are only 1.5 hours from the City and can provide the most cost effective and efficient service to you. All of our staff work out of this office and will perform all tasks for this project from that location.

The contact person for this proposal is:

Manoj Desai
2020 Research Park Drive, Suite 140
Davis, CA 95618
P: 530-759-8754 x210
F: 530-759-0923
[email protected]
We look forward to working with the City on this project.

Sincerely,
Manoj Desai, PE
President
Exhibit A - Proposal
87 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
3 Computerized Maintenance Management System RFP

CONTENTS

1. Executive Summary __________________________________________________________________ 4

2. Company Overview __________________________________________________________________ 6

2. 1. Company Background _______________________________________________________________________ 6

2. 2. Experience and Qualifications _________________________________________________________________ 6

2. 3. Client References ___________________________________________________________________________ 7

3. Technical Proposal___________________________________________________________________ 9

3. 1. System Description _________________________________________________________________________ 9

3. 2. GIS Integration ____________________________________________________________________________10

3. 3. Features and Capabilities____________________________________________________________________11

3. 1. Customization and Scalability ________________________________________________________________16

3. 2. User Interface_____________________________________________________________________________18

4. Project Approach and Methodology____________________________________________________ 19

4. 1. Implementation Plan _______________________________________________________________________19

4. 2. Data Migration ____________________________________________________________________________26

4. 3. Training and Support _______________________________________________________________________27

4. 4. Risk Management _________________________________________________________________________28

4. 5. Quality Control and Assurance _______________________________________________________________28

5. Pricing ____________________________________________________________________________ 29

6. Compliance and Security _____________________________________________________________ 30

6. 1. Risk Management _________________________________________________________________________30

6. 2. Information Security Policy __________________________________________________________________30

6. 3. Information Security Organization ____________________________________________________________30

6. 4. Physical and Environmental Security___________________________________________________________31

6. 5. Operational Security _______________________________________________________________________31

6. 6. Access Control ____________________________________________________________________________31

6. 7. Software Development and Maintenance_______________________________________________________32

6. 8. Incident management ______________________________________________________________________32

6. 9. Business Continuity ________________________________________________________________________32

6. 10. Regulatory Compliance ____________________________________________________________________33

6. 11. Privacy _________________________________________________________________________________33

7. Value-Added Services _______________________________________________________________ 34

7. 1. Additional Features ________________________________________________________________________34

7. 2. Innovations_______________________________________________________________________________34

8. Appendices________________________________________________________________________ 36

8. 1. Resumes _________________________________________________________________________________36

8. 2. Additional References ______________________________________________________________________38

8. 3. Additional Technical Information _____________________________________________________________45 Exhibit A - Proposal
88 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
4 Computerized Maintenance Management System RFP

1. Executive Summary
We will exceed your expectations.
• Our MobileMMS platform provides a solution to all of the requirements of the RFP as well as those that you may not have included.
• Our MobileMMS platform has the easy configurability to change as your requirements change in the future.
• Our subscription model includes support for the duration of our agreement to help you implement new feature and train new employees.
• We have implemented asset management systems for many agencies including those in your local area. We know how to do this.
• Our MobileMMS platform can accommodate any asset management requirements in the future to provide a City-wide solution.
• We integrate directly with your GIS without the overhead of synchronization • We are headquartered in Davis, California and we are able to provide the most efficient service and support due to our proximity to you.

Over the years, we have presented our solution to the City and even did a field trial with you a few years ago. We implemented Service Requests and Sewer Main work orders. Some of your field crew used our system. Although you weren’t ready to pull the trigger then, we are excited for the opportunity to once again show you what we can do for you. Below we show an example of the sewer map along with some of the Service Requests and Sewer Main work orders from MobileMMS.

Exhibit A - Proposal
89 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
5 Computerized Maintenance Management System RFP
MobileMMS is a multi-tenant, hosted, software-as-a-service (SAAS) platform. Our subscription includes unlimited use for all City-related Public Works activities. There are no seat licenses.

Because MobileMMS is a configurable platform, there is also no module pricing or upgrade fees. We will configure the system to meet all of the RFP requirements.

Our subscription includes Level 2 support. It assumes that Level 1 support will be delivered by an on-site administrator. We will offer Level 1 support for an annual fee if required. Our licensing also includes administrative support to help modify system functionality. Typically, our response to time for even minor issues is 4 hours or less.

We anticipate that this project will take no more than 6 months from beginning to end. Our three main advantages are our customer breadth, our hands-on customer support, and our configurable system. With our tight GIS integration, we are able to uniquely configure our system to reflect the nuanced approach that the City has for their assets. Not only can we configure your solution today, but with very little effort, we can modify the configuration to accommodate your ever-changing regulations and customer needs. We do this with a talented crew of implementers that will be on site every other week using our Agile Project Management (APM) approach to move the project along swiftly. We find that working on site provides the best method to hear what our customers need and to collaborate effectively. The additional benefit is that on-site meetings provide constant training for both field staff and administrators.

We have never encountered limitations with this approach and we have never failed to deliver exactly what the customer needed.

Exhibit A - Proposal
90 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
6 Computerized Maintenance Management System RFP

2. Company Overview

2. 1. Company Background
In 1998, Websoft Developers, Inc. was established to build specialized turn-key solutions for a variety of customer types ranging from municipal agencies to large corporations. The founders of Websoft believed browser technology was the wave of the future. Websoft set out to build web-based software because we believed it was the best way to deliver robust applications that were easy to use, easy to deploy and easy to manage. Over the last 25+ years, we have applied those principles to all of the software we have built. Websoft is a privately owned company.

At Websoft’s core is its engineering and design team. This group of highly skilled professionals provides Geographic Information System (GIS) and software/database development services to a wide variety of clients that range from government agencies to small businesses to large corporations. Websoft’s success is based on its ability to work closely with clients to understand both business and consumer needs and design solutions tailored to meet them. Whether intranet design and creation, application development or GIS services, Websoft is able to identify key issues and provide creative, effective solutions. We strive to achieve a personal relationship with all clients, and take into account budget, resources, and schedule when completing each project.

In addition to our services, we also offer a SaaS product called MobileMMS. MobileMMS is a GIS-focused, configurable environment that enables us and you to tune your implementation for your specific needs. The self-configurability allows our application to change as needs change and grow as the world around us becomes more complex. We created MobileMMS to serve agencies with a full-featured, holistic application that allows them to manage their assets and track their work in the field. We have focused our development to remove the barriers to entry that many existing activity management systems have. We exist in the cloud and you can access MobileMMS from anywhere on virtually any connected platform with our web application or through our Android or IOS App.

2. 2. Experience and Qualifications
We have implemented asset, inspection, and compliance management for over 200 agencies.

We know what needs to be done. We have fine-tuned our activity modules based on the best practices of these agencies. We can show you the best-in-class solutions and then fine-tune these modules. We will work with the City to implement a system that reflects your unique needs. We believe in working on site with you for the duration of our relationship to listen to your needs, to see how we can improve our implementation, and to grow your solution as your needs change. We have included some of our implementations within the reference section.

Exhibit A - Proposal
91 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
7 Computerized Maintenance Management System RFP
Some of their activities may not be directly applicable to the City, but they represent our ability to provide unique asset, inspection and compliance management solutions to a variety of our customers.

2. 3. Client References

2.3.1. City of West Sacramento
We implemented their entire City in just 6
months. We are currently managing the
following for them:
• Distribution: Valve exercising,
flushing, Springbrook service
requests, work orders, inventory
management
• Collections: SSO, line cleaning,
manhole inspections, inventory
management, work orders, lift station management
• Stormwater: Inlet cleaning, work orders, lift station management, inventory management • Road Operations: Street sweeping, signs, graffiti, concrete, trees, signs, work orders, inventory management
• Fleet: Work orders, automated PMs based on hours, odometer, or elapsed time, asset management, cost allocation, Verizon NetworkFleet integration for automated odometer/hour updating
• Facilities: Location tracking, asset tracking, master schedule by asset class and asset, work orders, inventory management
• Capital Projects (Engineering): Street lights, intersections, signals, GIS integration • Water treatment plant: Asset management, procedure identification, master schedule by asset and class, PMs, reactive work orders, asset costing, plant inspections, booster station management
• Police Department: Firearms and training management
• Springbrook Integration: Direct service request routing to City staff from their Utility Billing system.

2.3.2. Carmel Area Wastewater District (CAWD)
CAWD provides wastewater collections and treatment of 15,000 customers in Carmel-By-TheSea and adjoining Del Monte Forest. We have included them as one of our references because they provide best-in-class sewer collection methodologies. Our standard implementation was augmented with their processes. We do the following for them:

Agency City of West Sacramento
Contact Tim Spinelli
Title Equipment/Facilities Superintendent
email [email protected]
Phone (916) 617-4850
Users 100
Start Date 2021
Years 6
Population 60,000
Use All city assets including sewer and water
Exhibit A - Proposal
92 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
8 Computerized Maintenance Management System RFP
• Sewer line cleaning and work order
management
• CCTV management and integration with
their CCTV truck and storage
• Lateral inspection and permitting
• Lift station inspections
• Lift station vertical asset representation,
preventative maintenance, and work orders
• USA ticketing
• Connection permitting
• Tax roll processing
• Pretreatment/FOG management
• SSO tracking and SSMP compliance

2.3.3. Calaveras County Water District
The Calaveras County Water District (CCWater)
provides water and sewer service to 20,000
customers in an area roughly the size of Rhode
Island. We have implemented many standard
and unique features within MobileMMS to
address their diverse water and wastewater
systems including:
• Synchronizing service requests with their
utility billing system
• Individual water, sewer, and electrical USA service requests with positive response to USA North
• Work orders by crews that provide parts and labor costing • Hydrant meter installation, reading, and removal workflows • Sewer line cleaning and septic tank maintenance
• Water valve exercise, system flushing, PRV inspection, water leak tracking • GIS updating and direct integration with ESRI Portal services • Water and wastewater plant and lift station inspections • Vertical asset work orders and preventative maintenance • Safety inspections, confined space entry, and accident reporting Agency Calaveras County Water District
Contact Damon Wyckoff
Title Director of Operations
email [email protected]
Phone 209-754-3306
Users 75
Start Date 2019
Years 6
Population 40,000
Use Water and sewer assets
Agency Carmel Area Wastewater District
Contact Daryl Lauer
Title Collections Superintendent
email [email protected]
Phone 831-257-0434
Users 25
Start Date 2024
Years 1
Population 15,000
Use Compliance and sewer management
Exhibit A - Proposal
93 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
9 Computerized Maintenance Management System RFP

3. Technical Proposal
We propose to use our MobileMMS platform to perform the requirements in this RFP. We will use our best-in-class activity modules as the basis of our implementation and then configure our system based on the City’s unique requirements. Our configurable platform also allows you to reconfigure the system to meet the needs of your ever-changing landscape. While going through the response to this RFP, we will illustrate the implementations that we have at Carmel Area Wastewater District, Calaveras County Water District, Pacifica, Turlock, Ceres, Lodi, Riverbank, Oakdale, and West Sacramento. Not every customer does activity management the same, but, in aggregate, we have implemented all of the City’s requirements before. Also, we may not know all of the details, but we will work together for as long as it takes to have our system represent your process.

3. 1. System Description
We do not offer a traditional activity management system with modules and seat licenses and complexity. We instead offer a mobile, map-based solution that users can take into the field and complete their work where they work. No more printing. No more putting stickers on sheets. No more losing paperwork. No more retyping information. We aren’t going to force you to do things our way. MobileMMS allows you to configure your work -- the information that you capture, the way that it is routed, and how it looks – in your own way. Our system is composed of a Google base map with activities placed onto a GIS overlay. The map view of our application looks like the image below which show the City of Oroville from a demonstration that we presented a few years ago.

Exhibit A - Proposal
94 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
10 Computerized Maintenance Management System RFP

3. 2. GIS Integration
MobileMMS is a map-based mobile application that allows users to graphically view their location, the location of their assets, and the location of their activities including service requests, inspections, sampling, and other compliance activities. These locations are combined with a Google base map and other relevant layers so that users can have an overall picture of their environment. In the above screen capture we show backflow prevention assemblies with locations generated by the system.

While the base-map can come from any Google or Open Street Maps source, the overlay information comes directly from the agencies GIS data. We propose to connect directly to the City’s GIS system. The GIS information can be queried and displayed as well as edited by authorized users. This allows field crews to manage their assets while in the field for real time data correction. We also have the ability to host the City’s GIS data on our servers without additional cost.

MobileMMS has the ability to precisely locate user location on our map interface. My doing this, users can precisely alter the position of system assets or locate the location of activities such as leaks directly on the map. The system also tracks the location of users while using the system. By optionally integrating with survey-grade devices like those available from Trimble or Bad-Elf, the user can achieve sub inch positional accuracy.

Exhibit A - Proposal
95 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
11 Computerized Maintenance Management System RFP

3. 3. Features and Capabilities

3.3.1. Tracking
MobileMMS allows users to instantly see their outstanding issues by activity type such as line cleaning, pothole repair, or pump PM maintenance. The system can also be configured to track non-asset-based workflows. These issues can be displayed by work order or inspection credentials such as location, type, or status. The built-in workflow management allows activities to remain open until they are closed through user defined workflows. The image below shows an example of a line cleaning work order at CAWD.

The map can be themed on any available asset or Activity information. Here we show Montecito Sanitary District where sewer lines are themed based on CCTV frequency.

Exhibit A - Proposal
96 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
12 Computerized Maintenance Management System RFP

3.3.2. Scheduled Tasks
Scheduled tasks are implemented in a variety of ways in the system. Most of our customers use a Master Schedule that dictates the frequency, asset type or asset, last scheduled data, and next scheduled date, and crew for a variety of tasks. These tasks can be generated automatically by the system or scheduled by a planner or supervisor. Some customer’s master schedules are simple while others are very nuanced. We will configure MobileMMS to support your method of scheduling work.

3.3.3. Cost Analysis
MobileMMS has a built-in module for labor tracking with the optional capability of time-card management. Most of our customers use material tracking to manage their costs for common activities such as service calls, work orders, and vertical asset maintenance. Some of our customers also perform inventory management along with material tracking. MobileMMS also has the ability to track fleet usage.

3.3.4. Import
MobileMMS was designed to allow customers to easily migrate from their existing desktopbased systems to bring their information out to the field. With a robust Application Programming Interface (API), existing customer data such as that contained in legacy maintenance management systems or spreadsheets can be easily imported. The City of Ceres, for example, imports their water quality results directly into our system.

Exhibit A - Proposal
97 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
13 Computerized Maintenance Management System RFP

3.3.5. Reporting
With the robust reporting feature, the MobileMMS allows users to customize their own reports or print out Activities anywhere with any platform. The forms can be emailed to customers or printed at the scene for immediate closure. Reports can be customized for specific requirements and summary grids can be displayed or exported to Microsoft Excel for further analysis or importing into other applications.

3.3.5.1. Grid Tab Interface
Users can view information from MobileMMS based on their needs. The map tab shows a GIScentric view of the selected activities. The grid tab shows an Excel-like view of all the backflow tests at Carlsbad.

This view can be queried to produce a report on any selected field including associated GIS information. The report can be exported to Excel or to a PDF document directly. The user can save these queries to their report library. Queried locations can be shown on the map. This capability can be demonstrated for any GIS or Activity attribute. The image below shows all of the failed devices at CCWater.

Exhibit A - Proposal
98 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
14 Computerized Maintenance Management System RFP

3.3.5.2. Dashboard
Each user can configure the dashboard to reflect their individual needs. The dashboard has the ability for the user to select the Activities that they want to see (e.g., Backflow Tests and Failed Devices). Each activity can be viewed based on time (weekly, monthly) and by field (e.g., open and closed). These activities can be viewed in various graphical formats. Below we show an example from Calaveras County Water District.

Exhibit A - Proposal
99 Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
15 Computerized Maintenance Management System RFP

3.3.5.3. Custom reports
Users can create custom Crystal Reports. The related fields (XSD file) can be downloaded from the Activity configuration menu. The example below shows the Construction Site Inspection customer form for the City of Stockton’s Stormwater Pollution Prevention Plan (SWPPP) program. This is accessed from the Form Tab.

3.3.5.4. Custom Script
Some of our customers require our system to export a more complicated set of information such as a water production spreadsheet, a weekly plant round summary, or a SHP file of all pipes cleaned within the last year. For this, we use a script caller that calls a customer or Websoft-created script. Los Angeles County Sanitation Districts, for example, produces a weekly report of the plant rounds that they performed. This is launched on demand from the customer interface and generated with Safe Software’s Feature Manipulation Engine and Python scripts.

Exhibit A - Proposal
100
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
16 Computerized Maintenance Management System RFP

3.3.6. Integration
MobileMMS can integrate with third party solutions. Many modern applications have an API that allows data to be written and read from their application. Our system also has an API that allows applications to read and write Activity information. Hosted applications like ours also have the ability to call the application directly. We integrate with nearly 100 different systems.

For other applications that do not have an API or browser-based referencing, we offer a data processor that allows information to be uploaded to our secure FTP server. Our customers create a scheduled data export at predefined intervals from their legacy software and upload it to this dedicated FTP site. Any data found on the FTP site is processed and loaded into the MobileMMS at a scheduled time each night. Our customers use this method to load such items as inventory costs and labor rates into our system. We use Extract, Translate, and Load scripts to process the data and import it into our system.

3. 1. Customization and Scalability
MobileMMS is multi-tenant environment that can scale to accommodate even the largest organizations. Some of our customers have nearly 300 activities and 500 users. With the robust back-end administrator, you can design and reconfigure forms to meet the needs of your ever-changing requirements and regulations including adding new users, adding new activity types, and implementing new workflows.

Exhibit A - Proposal
101
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Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
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Using this same configuration tool, MobileMMS can provide GIS-based overlays and system generated asset points on the same map. This includes adding or changing existing GIS assets and writing directly to the GIS database. Below we show modifying the manhole layer at the Ojai Sanitary District.

Recurring activities can be easily added to the system by simply applying a schedule to a new or existing Activity. Our interface operates in a similar fashion to the Microsoft Outlook’s calendar scheduling tool. Any Activity (e.g., Inspection) can be made into a recurring Activity.

These recurring Activities can be triggered at a fixed interval from the last completion date, at Exhibit A - Proposal
102
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Simplified Asset Management
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a fixed time during the year, or triggered from an external data source or other Activity within the system.

3. 2. User Interface
The Mobile application, developed using the state-of-the-art HTML5, can be viewed on any laptop, tablet, or notebook. The entire application was developed to deliver an intuitive experience to even the most novice computer users. The forms are self-designed so that field crews can easily and efficiently record all necessary information and have this information be immediately available. The images below show a representational cross section of the user interface. We also offer an Android and iOS App that provides functionality in environments that may not have internet coverage.

Exhibit A - Proposal
103
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
19 Computerized Maintenance Management System RFP

4. Project Approach and Methodology

4. 1. Implementation Plan
The RFP provides only a brief overview of the assets. It will be hard to predict the exact implementation without understand the stakeholders, their needs, and the previous implementation even if the previous system was paper based. Based on the given information we will tentatively implement the features below. This list isn’t exhaustive. Our pricing includes the implementation of all activities that the City requires in support of their public works activities including the integration with their citizen outreach system.

4.1.1. Business Process Re-engineering tasks
We will prepare an Implementation Strategy for the solution that will best fit the City’s business processes and needs after our kickoff meeting. We have been involved with over 200 different implementations. We could not have planned even one of them without understanding the dynamics of the organization. The implementation will depend on the traits of the leaders, the tolerance to change of the staff, the needs of the organization, and the implementation priorities. During the kick-off meeting we will meet with the stakeholders to understand their needs, capabilities, and priorities. We will develop an implementation schedule within one week of our kickoff meeting.

Area Category Task
Trees Customer Service requests
Trees Tree GPS data point collection
Trees Tree Preventative maintenance
Parks Inspection Facility inspections
Parks Parks Customer requests
Parks Parks Park maintenance
Facilities Facilities Facility maintenance
Facilities Facilities Maintenance requests
Fleet Customer Service notification
Fleet Customer Service requests
Fleet Integration Fuel management
Fleet Maintenance Mile/time PM
Other Planning Permitting
Other Traffic Signal asset management
Other Traffic Traffic requests/studies
Other USA USA with positive response
Area Category Task
Wastewater Customer Service complaints
Wastewater Distributed Foaming/root cutting
Wastewater Distributed Line cleaning
Wastewater Distributed Manhole inspection
Wastewater Integration CCTV
Wastewater Lift Station Inspections
Wastewater Lift Station Asset representation/tracking
Wastewater Lift Station Maintenance
Wastewater Regulatory Fats, Oils, Grease inspections
Wastewater Regulatory SIU permitting/inspection
Wastewater Regulatory SSO
Streets Customer Service requests
Streets Integration Street condition/PMI
Streets Sidewalk Inspections
Streets Sidewalk Maintenance
Streets Signs Reflectivity/Inspection
Streets Signs Sign GPS location add/move
Streets Signs Support and sign maintenance
Streets Street Crack sealing
Streets Street Maintenance
Streets Street Pothole
Solid Waste SB1383 Solid waste separation management
Exhibit A - Proposal
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Simplified Asset Management
20 Computerized Maintenance Management System RFP
We can’t be certain of the needs for the City. For each activity that we implement for the City, we will begin with an assessment that will include:
• Current methodology for completing the activity
• Data gathered/required as part of this activity (this will include existing forms) • Required workflow moving forward
• GIS integration (if any)
• Key performance indicators (how is work being tracked) • Reporting needs
Once we understand the activity, we will use the following methodology to implement the process
• Create a form that reflects the current data gathering requirements • Create a workflow that mimics the existing and new requirements • Load existing data (if any)
• Load or reference the GIS data. This may require creating the GIS data such as backflow locations
• Test forms and workflow with early adopters and make modifications as necessary • Roll out forms and workflows to broader users to insure correct functionality • Create reports and customized documents
• Refine key metrics based on data gathered by early adopters Even though the existing business processes are extremely well documented, there will inevitably be changes. The iterative process of developing forms, relationship with other system entities, and the associated workflows will inevitably involve process re-engineering.

Sean Dingman will be on site during the entire implementation. He has been involved with nearly all of these implementations for various activities. He has also performed work flow analysis for agencies including Merced, Chico, Lincoln, and the Nevada Department of Transportation. The business process relies heavily on the capabilities of the team members.

Before understanding the dynamics of the team, an estimation of the re-engineering process would be impossible.

4.1.2. Change
A change this big doesn’t happen overnight. Our approach to managing and successfully completing every project is predicated on human interaction and communication. We have been recognized by many of our clients for our high-quality customer service. It is what we do.

Our project management methodology is to meet in person every two to four weeks and to meet over a web conference every two weeks during the interim period. For most of our customers the implementation process never really ends. Your licensing agreement enables you to utilize our skills to develop new activities or change the way you manage existing Exhibit A - Proposal
105
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activities. In our experience, continued support is more helpful than attempting to quickly build the system in one shot.

In addition, being a forward-thinking technology company, we utilize many industry standard project management and communication software applications. We believe in utilizing systems that keep us at peak efficiency so that we can complete our projects on time, within scope, and on budget while continually keeping our clients in the loop throughout the project life cycle.

We use an Agile Project Management (APM) approach where we carve deliverables into small sections that can be completed in two weeks or less. This approach allows the following benefits for the team:
• Constant sense of accomplishment.
• Respond to issues in real-time to prevent a cascading problem down the road • Iteration on the solution to provide a better over-all end product • Testing to occur in manageable sections
In order to keep our projects running efficiently, we utilize a task tracking system called Zoho in which we enter all of our tasks for a specific project. Each task is prioritized and assigned with a time estimate and due date and then assigned to proper staff resource. We utilize the KanBan boards in Zoho to manage the tasks and meet weekly to review the progress to ensure that we are progressing on schedule.

It is very important that the City dedicates an empowered person to attend each of these meetings to act as the project manager from your side. They need to be able to keep internal resources on track and may eventually be responsible for administrating the system throughout the organization. Our schedule and estimates are based on our experience with West Sacramento and Carmel Area Wastewater District which has the same asset types. The best solution depends on the dynamics of the organization. We need five things to be successful initially – a visionary, a whip, a bridge, the glue, and a couple of early adopters. • Visionary: From our experience, we need someone to steer the maintenance organization in the new direction. They will need to clearly state the expectations. They will need to be at monthly meetings to reiterate expectations and check progress. • Whip: A whip would be someone telling the employees that they need to do this. They will need to constantly inspect by checking up on his people to measure their progress. He will need to be at weekly meetings with us. • Technology Liaison: A technology liaison would be someone that understands the needs of the maintenance organization and our program and can help bridge the gap between needs and implementation. This doesn’t need to be an IT person. At Oakdale, Exhibit A - Proposal
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it is one of their SCADA/Electrician techs. This person will need to translate field issues into program modifications on a daily basis to prevent stalls in our progress. • Glue: The glue is someone who understands how the interface between the real world and the maintenance organization works. They usually are the ones that manage taking service requests and translating them into field work orders. Most of their workflow is informal and relies on knowledge of skills, personalities, historical requests, and the overall needs of the agency.
• Early Adopters: Lastly, we need some maintenance workers that want to use technology in the field. At places like Eastern Municipal Water District, these are workers that have been there around 5 years and understand the system and how technology can improve their job. These early adopters will need to use the technology daily to perform their job even though it may not be perfect initially. They must be willing to put in the time to make it exactly what they need.

4.1.3. Comprehensive Integration
We will integrate your GIS before initially coming on site. We don’t synchronize GIS assets we simply link to your system. We are an ESRI partner and will host your data if you wish on our ArcGIS Enterprise Portal. Also, before coming on site, we will map the existing Oracle database to our initial vision of how a project like this is usually implemented. We will create a list of questions about the existing data and use this information to refine the business processes provided. This process will take approximately two weeks after which we will hold a kick-off meeting. We will meet with all of the stakeholders then we will work with your team to learn how work is done and how they would like to track this work. We will use the business process swim lanes as a template for the integration. Most of the development will be done on site.

As we move through the implementation process, we will continue to modify the forms and workflows in support of the business processes. At each stage, we will perform a trial load of any existing data. We will use Safe Software’s Feature Manipulation Engine (FME) to extract, translate, and load the data into the newly developed form structure. Below is an image of Carlsbad’s backflow import structure.

Exhibit A - Proposal
107
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2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
23 Computerized Maintenance Management System RFP
This is an extremely iterative process as we continue to develop the forms and workflows. With Carlsbad, we went through this at least five times before going live.

4.1.4. User Acceptance Test Plan
During the kick off meeting we will develop individual milestones for the implementation of the project. The implementation will roughly mirror the order of the business process flow diagrams provided. We will then develop a UAT Plan that will meet the requirements of the project. The UAT Plan will include identification of test scenarios, creation of UAT test cases, test data preparation, test runs of the system and confirmation of the requirements.

Exhibit A - Proposal
108
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
24 Computerized Maintenance Management System RFP

4.1.5. Major Implementation Milestones
Assuming a project initiation date of November 1st, 2024, we estimate completion by the end of April of 2025. This 6-month timeline is predicated on our initial understanding of the project.

We broke the project into roughly the same steps that we implemented with City of West Sacramento and Carmel Area Wastewater District where we implemented a complete asset management system. We will meet with each separate group (e.g., Sewer, Streets, Storm) in parallel to implement their needs simultaneously. As part of this implementation, we have included the citizen request integration, the complete import of any legacy data sources (e.g., Excel), and the custom creation of reports that will be required as part of this implementation.

As mentioned previously, we will develop a detailed schedule after the kick off meeting.

Form Development Test Import Represents
historical data
Oracle
Database
No
Field Testing
Meets
requirments
Workflow
Development
Report
Development
Pre Production
Testing
Meets
requirements
No
No
Documentation
Exhibit A - Proposal
109
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2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
25 Computerized Maintenance Management System RFP

4.1.6. Project Management
All personnel operate out of our single facility in Davis, California. Below are some key personnel that will be responsible for the implementation for the City. Websoft does not use third-party implementers. We will implement this entire project either on-site or from Davis.

Sean Dingman will be the project manager. He can be reached at 916.501.1590 or emailed at [email protected]. He will be on-site every other week to lead the implementation of our software. Sean has been with the company since 2004 and is responsible for most of the implementations in California and Nevada. Our organizational structure for our core team is presented below. While we have a structure in place for management and oversight purposes, our entire team is generally involved in all aspects of the project which allows us to effectively collaborate on our projects.

ID Task Name Start Finish Duration
Q4 24 Q1 25 Q2 25
Nov Jan Feb Apr
1 2
10 12
13 GIS Integration and data gathering 11/1/2024 11/14/2024 10d Kick off 11/15/2024 11/15/2024 1d
Data Import (if any) 12/2/2024 12/20/2024 15d
Citizen Request (if required) 12/2/2024 12/20/2024 15d
Collection System Implementation 12/2/2024 2/7/2025 50d Facilities Management Implementation 12/2/2024 1/24/2025 40d Custom report configuration 12/23/2024 3/14/2025 60d
System documentation 3/17/2025 3/28/2025 10d
Mar
4 8 Streets Implementation 12/2/2024 1/24/2025 40d
6 11 Training 12/2/2024 2/21/2025 60d
3 Working schedule and milestones 11/18/2024 11/29/2024 10d Dec
5 Storm Implementation 12/2/2024 1/24/2025 40d
7 Airport Implementation 12/2/2024 1/24/2025 40d
9 Exhibit A - Proposal
110
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2020 Research Park Drive,
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Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
26 Computerized Maintenance Management System RFP

4.1.7. Project Governance Strategy
In coordination with the City’s project manager, we will provide overall project management duties, including kickoff meeting, status reporting, issue tracking, team communication, scheduling, and related responsibilities. Sean Dingman will be on site every month with interim web-based meetings. This every-other-week implementation schedule will provide a fastpaced implementation.

It will take a concerted effort by the City to implement the following tasks within the scheduled timeframe. We use an agile methodology which allows us to move quickly through implementation. We meet every two weeks alternating between on-site and web-based meetings. With the key stakeholders we will understand the requirements above and begin to implement the forms and workflow in real time. We will use the interim two-week period to load existing data and link the appropriate GIS data. We will then meet again to refine any of the forms and workflow and begin testing in a dry-lab environment. We will make real time modification and send crew out during the following two weeks to test it in the field. One month after our initial meeting we will conclude this activity with feedback and begin work on the next activity. We will have enough resources to implement this schedule, but the City will need to have a staff member with the authority, organization skills, and the understanding of the existing processes to lead this internally – a technology liaison.

4. 2. Data Migration
We will use Safe Software’s Feature Manipulate Engine (FME) Extract Translate and Load (ETL) platform to load all data from any available data source. This will allow us to provide a repeatable method to load all information into MobileMMS. The import script will work in Desai
Oversight
Beggs
GIS/Reporting
Desai
System Integration
Crites
Configuration
Saad
Migration
Dingman
Project
Management
Exhibit A - Proposal
111
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2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
27 Computerized Maintenance Management System RFP
conjunction with our robust API to load data into any configuration that represents the City’s needs. As we work with the City, we may find that we need to alter the method for importing the data or modify the schema for the implementation. We will simply dump the current data import and re-import the data using a modified FME script. We will require that we be given a backup of the data source for use on our servers to load this data efficiently.

4. 3. Training and Support

4.3.1. Training
We will provide complete training. We will be on site every month until the initial project is complete. After the initial setup, we will be there every other month. We continuously work with our customers to help them improve their implementation. We still help our customers that have been with us since the beginning. Most of our administrative training includes supervisor, office manager, or other hands-on users. We will provide as much training as required to as many people as required as part of this fixed fee implementation schedule.

For new field users, we usually provide training in four distinct steps. These users are involved at the early stages when we are in acceptance testing. Anything that is broken will not affect the production system. Each step takes place every month where the user can go into the field and try out the application before the next training session. • Initial training: How to use basic features. How to test a device for example or complete a survey
• In depth functionality: How to customize the interface and help with round one questions
• Detailed functionality and possibly workflow/operational adjustment: Based on this user feedback, we may need to adjust the interface or workflows implemented within the system
• Final feedback: Q/A session in support of going live
Sometimes, during the initial training, we will go out into the field to help users in their environment to fully understand how they do their work. Most management and administrative users will understand how to use the system as part of the implementation process.

We include unlimited training as part of our yearly subscription. For some of our customers like West Sacramento or Calaveras County, we visit them every month or two to help new employees come up to speed. Most of our training is conducted on site. While we also have on-line tutorials, we have found that on-site works better to ensure that new staff comes up to speed quickly.

Exhibit A - Proposal
112
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
28 Computerized Maintenance Management System RFP

4.3.2. Support
Our subscription includes Level 2 support. It assumes that Level 1 support will be delivered by an on-site administrator. We will offer Level 1 support for an annual fee if required. Our licensing also includes administrative support to help modify system functionality. Typically, our response to time for even minor issues is 4 hours or less.

In addition, we provide help to change the configuration of previously implemented features or to help with the implementation of new activities. Sometimes this involves changing the structure of form, or adding tracking information, or updating the GIS, or anything else that you need. We use a customer-accessible ticking system by Zoho to manage customer support issues and the Zoho task manager to manage all resulting tasks for the City’s project.

4. 4. Risk Management
The biggest risk that we have for any implementation is the lack of agency support for the process. Without an empowered City project manager, this implementation will not succeed.

This person needs to attend all meetings and have the vision to understand what is needed and the authority to affect change. In the past we have solved this in various ways. The most effective way is to simply stop the implementation process until the agency realizes the criticality of this position. We can’t stress enough how important this person is to the success of the project. We can mitigate all other risks through system configuration, additional training, enhanced workflows, and vigilant support.

4. 5. Quality Control and Assurance
We ensure the delivery of a high-quality product through constant iteration. If the implementation doesn’t meet the needs of the end users, we will modify the implementation and retest until it is perfect. We describe our process within the User Acceptance Test Plan above.

Exhibit A - Proposal
113
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
29 Computerized Maintenance Management System RFP

5. Pricing
Our pricing is very simple. It is based on the served population of the agency. Below is the yearly subscription for our software along with the one-time implementation cost that we will bill upon project launch.

We have included a yearly increase of 5% for the subscription which will be waived for a 3-year or longer contract. The implementation includes all activities for Public Works whether specified in the RFP or not. The only additional cost may be GIS services that will involve correcting the existing GIS based on survey information. Everything else is included. This is our promise to all of our customers.

City of Oroville Pricing
Public Works Year 1 Year 2 Year 3
Subscription $21,500 $22,575 $23,704
Implementation $26,875
GIS Integration Included
Citizen Request integration Included
USA Ticket management Included
Documentation Included
Training Included
Total $48,375 $22,575 $23,704
Exhibit A - Proposal
114
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
30 Computerized Maintenance Management System RFP

6. Compliance and Security

6. 1. Risk Management
i. Websoft’s approach to IT Risk Governance extends from its employees to the infrastructure and application developed. Although risk can never be eliminated, risk can be properly mitigated to manageable levels. Mitigation is accomplished through working closely with clients and internal staff to ensure information is properly secured. Security is managed from the top to the bottom with the CEO and lead developers having access and permissions and then permission is delegated as required to employees and clients. All information is secured within our internal application or servers and is then shared with users at our client’s request.
ii. Websoft’s IT Risk Life Cycle is managed through a continuous process of identification, evaluation, mitigation, and communication. Websoft evaluates all servers and applications to identify areas where data could be lost or un-permitted access could be allowed. Once identified, the issues are analyzed for severity and risk. This evaluation allows for the correct level and type of mitigation to be selected. We implement mitigation through a set of actions.

This can be the implementation of new passwords, removal of specific permissions, use of new applications, or development of new security processes. To ensure that all applications are usable and our clients understand the risks we continually communicate with clients to ensure a solid understanding of the costs and benefits of risk management.

6. 2. Information Security Policy
i. Information assets at Websoft are secured in accordance with required regulations and client guidelines. Internal policy provides guidance to management and employees on procedures and process for ensuring security. This policy governs the use of applications, devices, and data that is under the control of Websoft. ii. Internal information security is maintained on a yearly basis and amended as needed.

Information security with clients can be modified to match their needs to ensure application usability and match their risk tolerance.

6. 3. Information Security Organization
i. Information security is organized as top down with managers and lead developers providing permissions to clients or users. Application and servers keep log files and track users. Internal servers and software have been deployed to allow for audits using the system log files.
ii. Our security department is composed of single individual iii. We do not depend on independent providers
Exhibit A - Proposal
115
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
31 Computerized Maintenance Management System RFP

6. 4. Physical and Environmental Security
i. Physical access to data is controlled. The level of control can depend on the level of risk associated with the stored data if it were to be compromised. Identification and keys are used for all offices and data centers.
ii. Our software is hosted at a Tier 1 Data Center who employs the highest level of security and maintenance standards. This includes all environmental controls, security and redundancy standards.

6. 5. Operational Security
i. All servers and application are password protected and managed to industry standards.

When possible, we reduce the types and amount of application running on our servers to reduce potential security holes. Additionally, all data transmission uses https and TSL (SSL) with tokenization process or passwords to ensure data security. All data is managed at a Tier 1 data center that operates at the highest level of security. ii. All Servers under Websoft’s management record system log file internally, and these log files are included in backups and managed in accordance with internal standards and requirements. Network activity is monitored daily by management for unusual behavior, and management uses past performance to better understand current performance. iii. Management and lead developers monitor server activity and processes being executed.

Management is aware of the processes being executed by the servers and because of this Management can see if there is an unexpected application running. iv. Our data and applications are stored at a Tier 1 Data Center. The data center implements the highest level of security and maintenance standards. This includes all environmental controls, security and redundancy standards.
v. Websoft works closely with client’s requirements for security and usability. When a change is needed, we review the impacts of change, and communicate with the client on the potential impacts to usability. We present possible actions or alternatives that can be implemented to meet client requests and reduce risk exposure. Then we implement the agreed upon plan of action and monitor it for continued success.

6. 6. Access Control
i. Access for all servers and application follows industry standards. All applications use secure credentials along with a permissions management portal to allow admins finely tuned control over who can access what data and information. ii. Privileges are delegated on an as-needed basis. Access is compartmentalized between servers and users. Access is managed from the top down with lead developers and management delegating access to employees as required by their duties. Clients also have control over their own data, as they can manage who on their team can have access to information. Websoft works closely with clients to ensure proper access controls are being used when using our applications.

Exhibit A - Proposal
116
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
32 Computerized Maintenance Management System RFP
iii. Accounts are deleted or access is revoked upon request of a client, upon termination of a contract, or noticeable inactivity. Requests are received via email from a trusted source which is then verified. Websoft works closely with all its clients and upon noticing inactivity form a client’s account we reach out and start a dialogue to ensure old employees or inactive people do not have incorrect access.

6. 7. Software Development and Maintenance
i. We use an Agile Model for our SDLC which is based on iterative and incremental development where requirements and solutions evolve through collaboration between our team and our clients.
ii. We use vulnerability assessment tools that conform with the OWASP model and current regulations.
iii. We assess and evaluate all patches that need to be applied and then test them for compatibility both using unit testing and manual human testing before deploying to production.
iv. We review our application and system security on a continuous basis.

6. 8. Incident management
i. Websoft takes any incident very seriously which is why upon discovery of an incident all developers, technician and management that are involved with the client are notified and mobilized in the timeliest manner possible. This process allows employees who are most knowledgeable with the client and technology to respond to the issue reducing time needed to familiarize employees. In the event of any indents with data centers and servers, Websoft works closely with its service providers to gather required information and resolve any issues. Roles and responsibilities of day-to-day operations transfers over to incident response ensuring management continuity and utilizing institutional knowledge for a rapid response.

6. 9. Business Continuity
i. Our business continuity follows our business structure for agile development, rapid incident management, close client communication, and industry stands for redundancy, and backups.
ii. Websoft maintains the requested level of threat tolerance client by client. In the event that clients request a determination of credibility and seriousness of a potential threat, we will work closely with them to explain and quantify all potential threats to their operations involving Websoft.

Exhibit A - Proposal
117
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
33 Computerized Maintenance Management System RFP

6. 10. Regulatory Compliance
i. Management briefs all employees yearly on internal policies and standards. In addition, all products are tested and reviewed for compliance with internal standards before being deployed.
ii. Websoft’s Agile development strategy allows for timely updates and quick deployment to ensure that all software is meeting legal standards. Having worked with firms from all over the nation we work closely with clients to ensure that their local regulations are being complied with.

6. 11. Privacy
i. Websoft requires all third parties to agree to applicable privacy policies before use of any application hosted or managed by Websoft. The privacy policy is managed by upper management and revisited as needed depending on past experiences or new regulations.

All data that is managed internally is held to internal standards that require proper privacy and access before being deployed. Management works closely with employees to make them aware of their responsibilities of ensuring security per the internal standards and privacy policy standards.

Exhibit A - Proposal
118
Item 6.
2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
Simplified Asset Management
34 Computerized Maintenance Management System RFP

7. Value-Added Services

7. 1. Additional Features
We alluded to many of these features in the description of services above, but for completeness, these would be part of our implementation even though they were not requested in the RFP.
• USA Ticketing: Direct integration with USA North to provide real-time ticket management with positive response
• Storm Water Compliance: Management of all aspects of MS4 and SWPPP permits • SB1383 Organic Waste Recycling management
• Park Inspections: Easy-to-implement park inspection checklists • Tax roll management for sewer billing
• Fats, Oils, Grease management
• Lift Station inspections and rounding
• Sign maintenance
• Tree maintenance
• Integration with GPS devices for precision asset location correction • iOS/Android App operates in environments without internet connectivity • Time card management
• Integrations
o Fuel Consumption
o Fleet tracking
o Citizen requests
o Permitting
o CCTV
o Third-party reporting tools
o USA North
o Single Sign On

7. 2. Innovations
Over the last 10 years, we have added many innovations. Here are a few:
• Direct integration with GIS eliminates the need for synchronization • Dedicated App operates in environments without internet connectivity • Bluetooth connectivity to external GPS sources
• Robust API allows direct integration with virtually any modern software • Webhooks allow triggering of workflows from external sources Exhibit A - Proposal
119
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• Workflow manager allows sophisticated implementation of complex processes • Self-configurability of system functionality by administrative users • GIS writers allow field users to create or update linear and point features • Import of data from virtually any source using Safe Software’s FME ETL Exhibit A - Proposal
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8. Appendices

8. 1. Resumes

8.1.1. Resume – Manoj Desai, P.E., President
Manoj is the founder of Websoft Developers, Inc. and has over 28 years of experience as a consultant for local agencies. He is a registered civil engineer in California and Nevada and has a background in utilities engineering. He has expertise in GIS planning and deployment, infrastructure planning and modeling, web application development, software development, database programming, web design, and network administration. He has provided consulting services on numerous projects for clients ranging from small business to large corporations and governmental agencies. His projects have included everything from GIS Planning to advanced database programming, infrastructure master planning, and hydraulic modeling.

Mr. Desai is a member of the Sacramento Chapter of the American Public Works Association (APWA) and a member of the Bay Area Automated Mapping Association (BAAMA). Mr. Desai has a wide variety of hands-on expertise in computer software and hardware including the use of AutoCAD software, ESRI software, and a variety of programming languages and database applications.

8.1.2. Resume – Sean Dingman, Business Development
Mr. Dingman has more than 30 years of experience designing, developing, marketing, and selling software, networking, and semiconductor products. At Websoft, Sean has various responsibilities including sales, product management, database programming and design, data translation, business process assessment, workflow optimization, and project management.

Sean has been with the company since 2004 and has been instrumental in the growth of the company from both the number and size of projects completed. Sean has successfully managed large projects with the Los Angeles County (LACSD), Contra Costa Water District, Nevada Department of Transportation (NDOT), City of Roseville, City of Lincoln, Nevada Division of State Lands, and the City of Chico among others. Sean received his Master’s in Business Administration from the University of California at Berkeley in 1997 and a Bachelor of Science in Computer Engineering (BSCE) from the University of Michigan in 1989.

8.1.3. Resume – Romany Saad, Senior Application Developer Mr. Saad has over 15 years of technical experience programming and developing integrated software solutions. He has 6 years of experience working in the fields of Geographic Information Systems (GIS) and web-based mapping solutions. He has direct GIS project experience with emphasis on software engineering and applications development. In addition to GIS and web-based mapping solutions, Mr. Saad has extensive experience working with Exhibit A - Proposal
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web technologies to develop sophisticated applications. With over 10 years of programming experience, Mr. Saad thoroughly understands the strict requirements and standards expected of a consultant and his deliverables. He has consistently met and exceeded these requirements on multiple projects in varying terrain under often challenging circumstances. Mr. Saad has worked on dozens of projects. Some more recent and relevant projects and technical experience are listed below.

8.1.4. Resume – Steven Crites, Programmer
Steven Crites has over 7 years of experience developing Web-based software with a focus on Geographic Information Systems (GIS) and custom web applications. Steven is the lead FacilitiesMap developer and has extensive experience with ASP.NET development, databases, and MapGuide Open Source (MGO) and Autodesk Infrastructure Map Server (AIMS). Steven also has experience with mapping frameworks such as OpenLayers and with development for mobile devices. Steven has a Master’s of Science degree in Computer Science from the University of California, Davis.

8.1.5. Resume – James Beggs, GIS Analyst
James Beggs has over 5 years of GIS experience providing a broad range of GIS services to local governments. He has provided GIS support for project management, data creation and analysis, and map creation. He has extensive experience with ArcGIS Platform (Desktop, ArcGIS Online (AGOL), ArcPro) ArcGIS Enterprise (ArcGIS Server, Portal for GIS, ArcGIS Data Store), ArcGIS Online (WebAppBuilder, Dashboard, Open Data, Survey123), ArcSDE, Microsoft SQL Server, SQL Reports and Views. He also is a certified sUAV/Drone operator and has performed numerous remote sensing projects.

Exhibit A - Proposal
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8. 2. Additional References

8.2.1. Sanitation Districts of Los Angeles County (LACSD) We do a variety of activities for
LACSD. The primary application is
a line cleaning tracking activity.

They use our system as a front-end
interface to their O racle Work Order
and Asset Management (OWAM)
system. We integrate directly with
OWAM to display, track, and
complete line cleaning activities
throughout the District. A unique
feature of their system is that they incorporate routes to clean multiple line segments within a single trunk line. They also use our scheduling tool for resource time management and our configurable Excel-based reporting engine to track work activities. This same system is used to perform pump station and plant rounds, managed caustic dosing, track flow meter locations, and as well as tracking time and labor.

8.2.2. Contra Costa Water District (CCWater)
The Contra Costa Water District (CCWater) delivers safe, clean water to approximately 500,000 people in central and eastern Contra Costa County in Northern California. They started Agency Sanitation Districts of Los Angeles County
Contact Kevin Kim
Title Supervising Engineer
email [email protected]
Phone 562.908.4288 x6806
Users 300
Start Date 2017
Years 6
Population 5,500,000
Use Sewer line, pumping plant management, plant rounds
Exhibit A - Proposal
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using MobileMMS for their Backflow Compliance program
over 5 years ago managing over 14,000 backflow devices.

We provide all aspects of their asset management for both horizontal (e.g., pipes, valves, backflows), vertical (e.g., plant, wells, reservoirs), and mobile (e.g., fleet, heavy equipment, generator) assets. We integrate directly with Maximo to write maintenance information, Vertex One for customer billing information, and the ESRI Portal to both track and modify their horizontal assets.

8.2.3. Nevada Department of Transportation (ITS) Asset
Management
We have worked extensively with ITS
and Nevada Shared Radio System
(NSRS) to create a system to help
manage these assets using the
MobileMMS application. When we
started this project, the data existed in
various sources with various formats.

We have since integrated this data into
our system using sophisticated forms,
Agency State of Nevada, Department of Transportation
Contact Jake Grivette
Title Technology Manager, Traffic Operations
email [email protected]
Phone 775.888.7884
Users 400
Start Date 2015
Years 6
Population 3,144,000
Use Intelligent traffic system asset management
Agency Contra Costa Water District
Contact Dave Huey
Title Director of Operations
email [email protected]
Phone 925-688-8254
Users 300
Start Date 2016
Years 6
Use Water activity tracking
Exhibit A - Proposal
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location information, and workflows. This data is displayed in a format shown below that is accessible by any internet-connected device.

In addition to Service Requests, this user can also see detailed information on ITS Cabinets and NSRS equipment. This particular cabinet on Eastbound 80 and McCarran has 3 devices attached to it. These devices can be moved between cabinets and additional devices can be added or subtracted. User on the NDOT local network can view SNMP information, live video feeds, and other information such as weather information from RWIS sites.

8.2.4. City of Turlock
The City of Turlock is a full-service city that
manages water, sewer, parks, streets,
facilities, fleet, signs, and compliance activities.

We implemented a full suite of activities
including line cleaning, water distribution work
orders, valve exercising, backflow preventer
inspections, and many more. We migrated
their Backflow program from XC2 to our
system. Their Utility Request system links all
aspects of their management, customer
service, and maintenance crew to efficiently track asset requests. A single form is used for all Agency City of Turlock
Contact David Huff
Title Interim Public Works Director
email [email protected]
Phone 209 668 5451
Users 200
Start Date 2016
Years 7
Population
Use All city assets including sewer and water
Exhibit A - Proposal
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Utility types (Water, Sewer, Storm) and Labor, Equipment and Parts are tracked against each activity. From this they produce detailed activity cost analysis.

They also use our system to track Underground Service Alerts. We connect remotely to the USA North Servers to extract USA Tickets for Turlock and then place them on the map with a geographic reference to their location along with all supporting detail. The screen capture below shows the open USA pin drops (purple) placed on the map.

Exhibit A - Proposal
126
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2020 Research Park Drive,
Suite 140 Davis, CA 95618
Tel: 530.759.8754 | Fax: 530.759.0923
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8.2.5. City of Ceres
The City of Ceres with a population of 50,000,
uses our system for complete City-wide
maintenance and asset tracking. In addition to
traditional maintenance activities, they use our
system to track water sampling, integrated fuel
management, complete water conservation
including fine tracking, well site inspections,
and street signs. We have also created an
ArcGIS Collector application that allows them
to modify their GIS while in the field. In all, they
have more than 100 activities in our system tracking more than 100,000 assets.

8.2.6. City of Antioch
The City of Antioch started using MobileMMS
on a trial basis in October of 2019 and went live
on January 1st, 2020. Within a three-month
period, we cleaned and migrated all the
backflow device information that was
previously stored in antiquated XC2 database
into MobileMMS. As with many agencies,
Antioch relied on paper to capture field data
and manual data entry which could be error
prone, untimely, and labor intensive. Now
inspectors have access to information in the field, on a map, in real time and can record test activities or device updates on the spot.

Agency City of Ceres
Contact Sam Royal
Title Public Works Director
email [email protected]
Phone (209) 538-5732
Users 90
Start Date 2018
Years 7
Population 50,000
Use All city assets including sewer and water
Agency City of Antioch
Contact Shaun Connelly
Title Water Distribution Superintendent
email [email protected]
Phone (925) 779-6879
Users 25
Start Date 2020
Years 6
Population
Use Backflow, valve exercising, flushing, USA
Exhibit A - Proposal
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Tel: 530.759.8754 | Fax: 530.759.0923
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8.2.7. City of Reno, Nevada
The City of Reno uses our system to manage all
of the sanitary sewer compliance including
pretreatment, inspections, sampling, violations,
and permitting. In addition, Reno uses our
mapping frameworks to manage their entire sewer
and storm infrastructure. We have developed
tools that the City uses to draw the infrastructure
in CAD, display it in a web interface and connect it
to ESRI based systems including ITPIPES for
sewer video inspections, tracking SSO, displaying
As-Built drawings and much more. Users of the system have access to every bit of information related to the sewer and storm systems in a seamless, easy-to-use interface.

Agency City of Reno
Contact Dustin Waters
Title Assistant Director of Utility Services
email [email protected]
Phone (775) 321-8352
Users 25
Start Date 2015
Years 6
Population 267,000
Use Compliance and sewer management
Exhibit A - Proposal
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Tel: 530.759.8754 | Fax: 530.759.0923
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Exhibit A - Proposal
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8. 3. Additional Technical Information

8.3.1. Cloud Operating Environment
MobileMMS is hosted in the Microsoft Azure Cloud environment. The overall solution is comprised of a series of Azure feature include application services, Microsoft SQL Managed Instances, web application firewalls, security measures including two-factor authentication, virtual machines, DNS servers and caching mechanisms. The solution is configured for scaling and redundancy with automatic failover to other regions. Customers do not have any access to the resources used to host the solution. All data is backed up in the cloud using Azure backup technology. Customers have access to data through the MobileMMS solution which uses industry standard encryption and access via HTTPS protocol.

8.3.2. Tenancy
MobileMMS is a multi-tenant application. Therefore, the application, database and resources are shared amongst customers but separated through unique identifiers for each customer. No overlap in data or access is possible with this configuration. Customers can only access their data via the MobileMMS solution.

8.3.3. Local CMMS Administrator Function
The local CMMS administrator function can be broken into three parts – user support, backend configuration, and asset management. We rely on the local CMMS administrator to provide first tier support to agency users and aggregate support tickets on their behalf. This usually involves user login support as well as system operational help. This role can be shared among several administrative users at the agency.

Back-end configuration may be a different users or users. This person will be responsible for making modifications to existing forms and possibly creating new forms. They will also be responsible for modifying workflows, creating common reports, providing Grid and Map views, and focusing new system development. We will perform these functions for you as part of your yearly licensing, but some customers prefer to do it themselves.

The third component is asset manager. This person will take a big picture view of asset performance, resource allocation, analytical reporting needs, and system modifications. This may be yet a different user than either of those described above. This is often an analyst position or a traditional asset manager.

Exhibit A - Proposal
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Tel: 530.759.8754 | Fax: 530.759.0923
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8.3.4. Disaster Recovery and Business Continuity
Because MobileMMS is a SaaS hosted in the Microsoft Azure cloud environment, we rely heavily on their platform to manage the redundancy of our application. MobileMMS is mirrored across three geographically diverse locations with independent backups at each location. The application is load balanced across these sites and should one go down because of a disaster or other interruption, the other locations will pick up the additional load until the situation resolves.

8.3.5. Uptime Guarantee
We provide 99.9% availability calculated on a monthly basis during the hours of 6:00 AM to 6:00 PM. Outside of these hours, we perform system updates and maintenance where the availability is closer to 99.5%. We have had only 2 unplanned outages that lasted more than 15 minutes in the 8 years since we launched the application. We perform updates and upgrades during off hours and they usually result in less than 1 minute of down time. Our modern architecture allows us to perform updates with minimal if any down time and customers generally don't notice. If we expect any sort of prolonged planned outage, we notify all of our primary contacts via e-mail with plenty of advanced notice.

8.3.6. Monitoring for Security Threats
We employ numerous mechanisms to safeguard data including firewalls, anti‐virus software, limited access based on permissions, two factor authentication (TFA), stringent password requirements, robust network protocol limits, logging and employee training. We perform external penetration tests on a bi‐monthly basis and internal network security audits on an annual basis. Azure cloud provides DDOS projection at all points.

8.3.7. End-User Browser and App interface
We have two methods of using our application – web application and an IOS/Android App. Any system that can use a modern web browser (e.g., Edge, Chrome, Safari, Firefox) can use our web application. There are no hardware limitations. Any IOS or Android device at the current version of no more than two versions back can download our App from either the App Store or Google Play. The App does not require wireless or cellular internet connectivity to function.

When the device becomes connected it will bidirectionally synchronize all data.

8.3.8. Concurrent Users
The MobileMMS software is a multi-tenant SaaS based software hosted in the Microsoft Azure cloud environment. We have architected our system so that it can used by numerous users concurrently without it impacting the performance. Furthermore, we have implemented Exhibit A - Proposal
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scalability features which automatically adjust the resources used by MobileMMS during heavy usage periods. In the end, there is no limit to the number of users that can concurrently use the system without degradation in performance.

8.3.9. QR or Bar Code Reading
You can scan QR and Barcodes using the App. It will employ the camera to read the code and automatically insert it into any field. Some customers use this to search for an asset or inventory part number on site while others use it to populate asset number and part numbers into work orders.

8.3.10. Ad-Hoc Query
Because we have a low-code platform, we ensure that even when a form changes, that you can query all of the fields. Our query builder, therefore, is dynamic in the same way that the form is dynamic. You can search for any field from any form in the system. Below we show a query for a particular USA address to see historical tickets.

8.3.11. Data Entry Controls
We employ various data entry controls including dynamic forms, filtering, workflows, validation, and error checking. Dynamic forms allow fields to conditionally populated based on previous field entries. We would classify this as order of entry controls. MobileMMS also employs field filtering based on previous field entry. We use this, for example, to filter problem codes based Exhibit A - Proposal
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on the asset type associated with a form. Our workflow automatically populates other fields based on conditional information entered within a form or based on the associated asset, asset type, or location. MobileMMS forms also provide validation through easy-to-use drop downs, range values on numeric entries, help text, and calculated fields. MobileMMS highlights required fields and shows these fields as red whenever they are out of range. Lastly workflows provide behind the scenes routing and other associated form modifications to allow the simplification of the data entry process.

8.3.12. Reporting Technology
Our customers use a variety of reporting tools. Since we provide a low-code solution, our reports are also dynamic. We tailor each of our standard reports (work costs, delinquent tests, common field issues, water quality state reports) based on the data contained within each of the forms. Just like the rest of our system, our report building engine provides our end users the ability to combine data from related forms in a way that reflects their unique was of doing business. Some of our customers use our API to connect to 3rd party reporting tools as described below. Other’s use our reporting interface to create Excel-style reports that mimic their internal reporting needs. Below we show how Tustin creates their monthly reporting in an Excel workbook.

8.3.13. 3rd Party Report Writers
Direct integration with 3rd party reporting tools such as Tableau, Power BI, Aveva, Wonderware, SQL Server Reporting Services, Zoho Analytics, and many more. Through our API, we can connect directly to any modern reporting engine. We also connect to legacy report writers through nightly update scripts that import data from our system.

Exhibit A - Proposal
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8.3.14. Dashboard Technology
Like our report writer, our dashboard technology provides the same flexibility. You can query any form in a graph, chart, or table to produce an instance view on anything in the system. You can make these dashboards private or share them with the organization. Below we show a sample dashboard for the City of Tustin.

8.3.15. Workflow Management Tool
MobileMMS has a robust workflow management tool as briefly described above under data entry controls. In addition to controlling the end user experience, our workflow manager can perform the following tasks along with many more:
• Route forms based on conditions with the current form or related forms • Update relate forms
• Secure the form from further editing
• Update Preventative Maintenance schedules
• Notify any user or non-user in a variety of ways
• Run webhooks to trigger internal or external events based on data from any source

8.3.16. API and Security
The MobileMMS software includes access to REST based web services API to every user of the system. Access to the API is controlled in the same way as the users in MobileMMS and the resources are secured with the same permissions that are configured in MobileMMS. Users have permissions to use resources in the API in the same way they have permissions within Exhibit A - Proposal
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software. We rely on our customers to provide us with secure access to internal resources such as mapping and SCADA data. In most cases, if we are accessing a customer’s resources such as their SCADA system that is contained within the customer’s internal network, we use our MobileMMS connector product to connect to those resources with whatever security measures are required.

8.3.17. Document Storage
All documents/files associated with records in MobileMMS are stored using the MobileMMS database where metadata and relationships about the document/file are kept using Microsoft Azure’s Blob Storage. All data is secured using Microsoft Azure’s security mechanisms including firewalls and security policies and cannot be accessed without the proper credentials and authority.

8.3.18. Data Sharing with MS Office Tools
Our Grid View provides querying and ad-hoc reporting of all data in the system. You can filter, combine, sort, and select fields to be reported. In addition to being saved, these reports can be downloaded in .xlsx format. In addition, any report can be outputted in MS Word format.

8.3.19. Data Storage Limits for Attached Files
No data storage limits.

Exhibit A - Proposal
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8.3.20. Access to Unsecured Map Services
We provide access to unsecured (public) map services.

8.3.21. Access to ESRI Portal-tier Services
We generally work with the agency’s on-site AGS server/portal or host our customer’s data on our ArcGIS Enterprise since it provides better flexibility. We also support ArcGIS Online as a hosting alternative.

8.3.22. Access to ESRI ArcGIS Online Services
While ArcGIS Online provides a reduced level of functionality compared to hosting the data on an ArcGIS Enterprise platform. We do, however, offer the ability to access ArcGIS Online services. ArcGIS Online, for example, does not provide the real-time ability to enable feature service writing which is a cornerstone of having field staff update the positing, attribution, and theming of features based on work performed within MobileMMS.

8.3.23. Data Ownership
Our customers retain full ownership of all data with no extra charges or fees upon termination of the contract. Many of our customers have us provide a periodic database of all system information for backup purposes. We can provide this as a SQL Spatial database or a geodatabase with associated Excel components.

8.3.24. Unauthorized Data Intrusions and Data Privacy
We have not experienced any unauthorized data intrusion events in the past 60 months. We have not had any customers lose any data or had any theft of customer data. We can provide our Information Security Policy document that addresses these issues if requested.

8.3.25. Asset Management and ISO 55000-02
MobileMMS provides a complete asset management solution including the following features:
• Total asset cost
• Expected life calculation based on any system factor (e.g., cost, labor, work orders, condition)
• Predictive maintenance
• Underperforming assets
• Asset assessment based on condition assessment, risk analysis, criticality determination • Overall system health with hotspot dashboard
• Complete CIP planning including scenarios based on adjustable weighted factor analysis Exhibit A - Proposal
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• Asset performance comparison based on any underlying attribute ISO 55002 provides for the implementation of asset management for physical assets. Our system has full support of this standard.

8.3.26. Upgrade Path and Update Process
Because our solution is a SaaS, we do not offer upgrades or updates in the traditional sense.

Instead, our software is undergoing constant improvement and we offer these improvements immediately to our customers. Customers are able to report bugs and product enhancements through our support portal. The reports are reviewed and prioritized by our product manager and then submitted into our development cycle. Bug fixes are generally given the highest priority and enhancements are reviewed for impact for overall user base and functionality and rated accordingly.

Typically, our software receives some type of modification every week. Major enhancements undergo customer evaluation on our staging servers before they go live. Minor bug fixes are tested internally. When we push these modifications, all users are required to refresh their systems before they can continue using the software. Major enhancements also use onboarding which is a short tutorial on using the new features. Once the customer has reviewed the tutorial, they will not be presented with it again.

We view our roadmap as a trade secret and would be glad to present it to you in a private setting. In general, over the next year, we are working on the following functionality • IOS/Android App focused field work
• Reporting improvements
• Extended third-party partnerships with existing billing and reporting systems • Public-facing permitting system (exists customer side currently) • Configurable web service request portal

8.3.27. Planned Outages
We schedule our nightly maintenance between 3:00 AM and 5:00 AM. During this period, the system will respond slower than normal but will still remain responsive. We use this time to run backup routines and to push any updates. We do not notify customers of routine updates to the system that include bug fixes or minor feature improvements. For larger updates we use our Zoho customer management system to notify all customer administrative contacts of planned updates and provide a link that they can use to test the updates in advance. Depending on the update, we schedule these notifications between one month and two weeks in advance.

Exhibit A - Proposal
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8.3.28. Cloud-based Offering Installation Requirements
There is no customer-side on-premise installation of our application. If users wish to enjoy the benefits of our App on their Android or IOS platform, they will need to install our App from Google Play or the App Store.

8.3.29. Web-browser Limitations
We do not have any web-browser limitations. We recommend that our customers use Google Chrome, Microsoft Edge, Mozilla Firefox, or Apple Safari. The browser should be within the last three updates on the respective platform.

8.3.30. API Integration
MobileMMS has a sophisticated API that provides access to all aspects of the system. We use this API to provide integration will over 50 different customer systems including Utility Billing, CCTV Inspection, Financial Accounting, Reporting Platforms, Time Management, GIS Services, other CMMS products, and our Android/IOS App. Customers use user API through code development, scripting, and ETL products such as Safe Software’s Feature Manipulation Engine (FME) product.

8.3.31. Single Sign On
MobileMMS supports integration with Microsoft Active Directory and/or Active Directory Federated Services, or Azure ADFS so that employees can use their credentials to automatically login to the solution (Single Sign-On) without asking them to use different credentials or need to provide the credentials manually.

8.3.32. Service Level Agreement (SLA)
We will provide an SLA upon request.

Exhibit A - Proposal
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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN & COUNCIL MEMBERS
FROM: ALYSSA STUTZ, CITY ENGINEER
RE: STREETLIGHT DATA SOFTWARE SUBSCRIPTION – FUNDING

SOURCE CORRECTION BUDGET ADJUSTMENT
DATE: JANUARY 7, 2025

SUMMARY
City Council will consider approving a change to the funding source for the StreetLight Data subscription, from Traffic Impact Fees to existing appropriation included in the Fiscal Year 2024/25 budget.

DISCUSSION
In November 2024, City Council approved an annual subscription agreement to StreetLight Data. Funds would come from Traffic Impact Fees. Unfortunately, it has come to staff’s attention that Traffic Impact Fees cannot be used for recurring costs, such as subscriptions.

Staff would like to amend the funding source to use existing appropriations included in the fiscal year 2024/25 budget. The Montgomery and Myers Street resurfacing projects came in under budget. Staff would like to use those dollars to cover the cost of the subscription for Year 1. For future years, the Public Works Administration Fund will include this cost in the software budget.

As a reminder, StreetLight data offers a sophisticated approach to traffic analysis by leveraging anonymized location data from mobile devices. This technology allows us to gain insights into vehicle movements, including speed, frequency, and time of day, across various streets and neighborhoods. By harnessing this data, we can identify hotspots for speeding and analyze trends over time, which will be crucial for targeted interventions and capital improvement project decision-making.

Utilizing StreetLight data can also support our efforts to enhance community engagement by providing transparent, empirical evidence of traffic issues. By sharing this data with residents, we can foster a collaborative environment where the community understands the rationale behind our capital improvement strategies.
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Integrating StreetLight data into our traffic management and capital improvement planning will empower us to tackle the speeding issue more effectively while ensuring that our decisions are grounded in accurate, actionable data. This approach not only addresses immediate safety concerns but also lays the foundation for sustainable traffic management practices moving forward.

InSight
Packages Option 1: Safety Data Essentials Option 2: Cities Package Option 3: Premium Planning Solutions Metrics
Network Performance (Speed,
Volume, Congestion, Travel
time, VMT, etc.)
Network Performance,
Turning Movement Counts,
Network Origin-Destination
Option 2 + Top Routes, Home
& Work locations, Historic
Active Transportation (Bike &
Ped), Truck (Heavy Weight),
Historic Transit (Bus & Rail)
Sales Price $5,250 / annually $19,999 / annually $29,999 / annually

FISCAL IMPACT
$30,999 in Year One from appropriation savings in existing budget, then $29,999 annually from the Public Works Administration software budget. Year One includes $1,000 for software training.

ACTION REQUESTED -
Approve budget adjustment to add in annual subscription agreement StreetLight data (Premium Planning Solutions) in the amount of $30,999, using existing appropriates in the Fiscal Year 2024/25 budget (5/7 vote required).

ATTACHMENTS
StreetLight Proposal
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Proprietary and Confidential
StreetLight Proposal for
City of Oroville, California
Proposed by:

StreetLight Data, Inc.

Conor Emser, Account Executive, Cities
[email protected]
440-241-8329
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ABOUT STREETLIGHT
StreetLight Data, Inc. (“StreetLight”) pioneered the use of Big Data analytics to shed light on how people, goods, and services move, empowering smarter, data-driven transportation decisions.

StreetLight applies proprietary machine-learning algorithms and its vast data processing resources to measure travel patterns of vehicles, bicycles and pedestrians, accessible as analytics on the interactive StreetLight InSight® SaaS platform. Acquired by Jacobs as a subsidiary in February 2022, StreetLight provides innovative digital solutions to help communities reduce congestion, improve safe and equitable transportation, and maximize the positive impact of infrastructure investment.

Trusted by transportation agencies since 2011
With projects in 48 U.S. states and all 10 Canadian provinces, our Metrics have been used and validated by hundreds of public agencies, transportation consulting firms, and private companies. In addition, several state transportation agencies, MPOs and large cities, including Virginia DOT, Ohio DOT, Minnesota DOT, Washington State DOT, Maine DOT, Los Angeles DOT, and New York City DOT, have software-as-a-service subscriptions that allow them to run an unlimited number of analyses within their geography.
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What sets StreetLight apart
Industry-leading Big Data Sources: With over 10 years of history, StreetLight has the most robust historical data foundation and an unmatched empirical understanding of mobility. With a long history of routinely evaluating, benchmarking and picking the most reliable data sources, we have built a repository of several hundred sources that contribute to our Route Science® engine.

On-demand Software - get quick access to data that makes decisions better: The software-as-aservice subscription model allows your organization to run an unlimited number of analyses within your geography without incremental costs, making it affordable to collect data regularly and to study behavior changes over time. The easy-to-use software platform allows your team to independently run their own analytics on demand with specific, customized parameters (i.e., type of day, time of day, bicycle or vehicle trips, etc.). You can also prove out the efficacy of projects with data-driven insights to justify your decisions and demonstrate impact.

StreetLight’s leading mobility analytics solution enables transportation professionals to:

Measure transportation at any level of spatial and temporal granularity.

Access mission-specific tools, purpose-built by transportation experts and tailored to your team’s biggest needs.

Leverage the deepest repository of mobility data in the marketplace – and new data sources as they emerge.

Trust that we are going to be around for the long-run – part of Jacobs, a trusted partner to the public sector for decades.

Use the most widely adopted transportation platform, validated by agencies nationwide. 143
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Big data intelligence means accurate insights without months of data collection It begins with Big Data
Every month, StreetLight
ingests, indexes, and processes
vast amounts of location data
from connected devices and
connected vehicles, then adds
context from numerous other
sources like parcel data and
digital road network data – to
develop a view into North
America’s complex network of
roads, bike lanes and
sidewalks.

Route Science®, more
data, and validation
Next, StreetLight’s proprietary
data processing engine, Route
Science®, algorithmically
transforms trillions of location
data points over time into
contextualized, aggregated,
and normalized travel patterns.

StreetLight validates them
using thousands of traffic
counters and embedded
sensors.

Metrics for millions of
roads and census blocks
Route Science® then
normalizes and aggregates the
data into analytics, delivering
unique insights into how
vehicles, trucks, bicycles,
pedestrians, buses, and more
move throughout the
transportation network.

Accessible via StreetLight
InSight®, the world’s first ondemand web platform for
transportation, users can
analyze, visualize, and compare
travel patterns at multiple
spatial levels.
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STREETLIGHT SUBSCRIPTION
Cities Subscription
This proposal details an annual subscription for City of Oroville to StreetLight InSight®. Cities Subscription allows you to run an unlimited number of StreetLight InSight® analyses during the year within the limited geographic region1 around the city. Use will be subject to a standard StreetLight End User License Agreement.

Planning Solutions Features Included Modes Included
Cities Package Network Performance, Turning Movement Counts, Network Origin-Destination
All Vehicles
Subscription Fee
Cities Subscription Fees are dependent upon the type of Solutions Packages (made up of specific StreetLight Metrics and modes) and the number of Traffic Analysis Zones (TAZs)2 within a region. For this proposal, Cities of Oroville region is assumed to be made up of 18 TAZs.

Customer is responsible for all applicable taxes. Subscription fees are payable at time of purchase.

This quote is valid until 11/29/2024.
1 City of Oroville, CA will be limited to running analyses for trips that start, end, or pass through the city with a 0.5 mile buffer 2 TAZ is defined as U.S. Census Traffic Analysis Zone
3 User Seats include up to [x] staff members or consultants who will be allowed access to the web application Annual Subscription Fee

ITEMS COST

SUBSCRIPTION
Planning Solutions – Cities Package
Cities Package: Network Performance, Turning
Movement Counts, Network Origin-Destination
$19,999
Active Transportation Mode Add-on Bike & Pedestrian Data $10,000

ADDITIONAL ITEMS

PREMIUM TRAINING
Fundamental Concepts: 60-minute use-case driven 1
on 1 virtual training
$1,000
ACCESS
USER SEATS3 10 Included
TOTAL $30,999
All subscriptions include*:

Interactive dashboard
Project sample size
Time period settings including Day Types, Day Parts, Monthly Data Period, 15-minute bin day parts Standard Support, eLearning Training Portal and live trainings, Help Center *where applicable
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OTHER STREETLIGHT SOLUTIONS

MORE SOLUTIONS
Safety Solutions: Prioritize tool
StreetLight ‘s Safety Solutions tool, Prioritize, combines data-driven analytics and industry expertise to prioritize the right safety improvements. This product includes custom bespoke dashboards that span from visualizing huge amounts of data on crashes and volume to producing contextualized countermeasures to address your highest safety concerns. Key dashboards can include:
• Crash Data Viewer: Integrated data from a variety of novel and traditional sources (crashes, connected vehicles, etc.) that visualizes, filters, and summarizes digitized crash records. • Equity Layers: Equity layers to review for alignment with Justice40 for enhanced funding opportunities.
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• Safety Improvement
Metrics and Vulnerable
Road User Index:

Heatmaps of locations
with high potential for
boosting safety and areas
over-indexing on
vulnerable road users.
• Network Screening:

Comprehensive and
transparent regression
analysis to screen your network and pinpoint safety hotspots. • Countermeasure Treatments: Interactive selection process, including cost-benefit analysis, for more informed countermeasure diagnosis.
• Measuring Effectiveness: Continuous monitoring of safety treatment effectiveness by integrating existing project locations and before/after crash analysis.

Operations Solutions: New Traffic Monitor product
Reduce the headache that comes from traffic disruptions with instant access to real-time transportation insights directly from your computer. StreetLight provides a comprehensive solution for pinpointing and mitigating traffic disruptions with traffic pattern insights on any roads – without installing sensors.

The Traffic Monitor product provides insights to help with the following:
• Plan smart: View traffic patterns on all roads to optimize for the most efficient detours and closure windows before disruptions.
• Make real-time adjustments: Dynamically manage traffic and build targeted communication during disruptions with real-time traffic flows.
• Analyze post-disruption: Evaluate travel patterns to understand successes, failures for better future planning.
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Climate Solutions: GHG Measurement product
StreetLight provides easy access to recent, validated, empirical data to establish reliable GHG baselines and communicate with the public. This includes a GHG data set that breaks out trip type (internal-internal, external-external, etc.) and vehicle type (vehicle, truck, EV avoided emissions) to see the full picture of what drives emissions. In addition, we provide different methodologies that analyze GHG within your jurisdiction or GHG from induced activity to ensure that you are measuring what your region can actually control.
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CUSTOMER CARE OFFERINGS
Self-paced Onboarding & Training
All users will have access to on-demand eLearning courses and live sessions via the StreetLight Training Portal, as well as in-app guidance. The guided eLearning courses include customized learning paths that introduce users to specific topics in bite-sized units, while the interactive live trainings offer in-depth group training sessions that tackle fundamentals, tips and tricks, and more advanced topics. StreetLight experts also regularly host Instructor Led Trainings on special topics open to all users.

Standard Support & Help Center
All users will have access to the StreetLight Help Center, a comprehensive online resource with 250+ articles that feature FAQs, best practices, tips and tricks, and more. StreetLight’s Support Team is also available to answer questions users have on a day-to-day basis. The Support Team can be contacted via a Help Center form, and team members are available during normal business hours across all time zones in Continental North America. Standard Support initial response times are up to one business day.

Customers that prefer rapid responses and prioritized tickets can consider StreetLight’s Premium Support offering as detailed below.

StreetLight Summit and User Group Meetings
StreetLight holds User Group Meetings and a virtual StreetLight Summit. These events provide opportunities for users from across different public agencies and engineering firms to present use cases and share examples about lessons learned from use of the StreetLight InSight® software. Training sessions, product roadmap “sneak peeks,” and feedback sessions also occur. 149
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Add-Ons
Our priority is your success utilizing StreetLight to get quick access to quality data-driven insights. In addition to the standard support and resources above, we also provide add-on Services, Customer Care and Product options to help accelerate your agency’s time to value.

Services
For solutions that require custom implementation support or analysis with customized parameters not included in the StreetLight InSight® platform, StreetLight’s Services team can provide you with Big Data experts to get powerful custom transportation analytics or implementation services to support your staff or uplevel your project reports. Options include:

Premium Customer Care
Premium Training
With Premium Training, fast-track your organization’s StreetLight journey with customized training to make the most of the platform right away. This includes instructor-led private training sessions tailored to meet users unique needs, real-time expert guidance where you can ask questions and engage with expert instructors for a more interactive learning experience to help your organization master key concepts to swiftly unlock the full value of your subscription. Organizations can select from the following training options — Fundamental Concepts, Advanced Concepts, Custom Training, and On-Site Full-Day Workshops — depending on if they are looking to select from existing use cases or need something more tailored to your organization and geographical needs.

On-Site Training Workshop
This is an all-day (8 hours, with a break for lunch) event for users on-site at an agency location. The workshop will be led by two StreetLight instructors. The focus is on teaching users how to achieve specific use cases using the StreetLight InSight® platform customized to the agency’s geography and 150
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key projects. The event includes a “labs” portion with hand-on exercises for attendees. Attendee limitations only based on meeting space available at the agency’s location.

Premium Support
Premium Support allows your agency to get top-tier attention with advanced support and our fastest response times so you can focus on managing transportation. Includes direct access to a highly trained dedicated technical expert that ensures high quality coverage for all issues and faster response time and follow-up with prioritized case management (up to 4 hours during Support hours of 8am – 8pm ET, Monday - Friday), helping you get resolved issues prioritized faster to continue working on key projects. 151
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APPENDIX: GLOSSARY OF STREETLIGHT TERMS
Analysis: A “run” or “query” within StreetLight InSight®. The user selects zones, a project type, and project options for each project, then runs the project by clicking “confirm.

Analysis Options: Available for most project types. These allow the user to configure options, such as day parts, day types, or data source, before running an analysis.

Commercial Vehicle Segmentation: Medium-Duty Trucks = 14,000 – 26,000 lbs., Heavy-Duty Trucks > 26,000 lbs.

Core Transportation Behavior Metrics: They include Origin-Destination, Origin-Destination with Middle Filter, Origin-Destination with Preset Geographies, Zone Analysis, Trip Attributes, Traveler Attributes, and Home and Work Locations.

Data Period: Months to analyze. Availability of data periods may vary based on mode of travel.

Day Part: Grouping of hours-of-the-day for an analysis. 15-minute bin day parts are available to analyze more granular metrics. If defaults are not appropriate, users can customize these values.

Day Type: Grouping of days-of-the-week for an analysis. If defaults are not appropriate, users can customize these values.

Free Flow Speed: The maximum Average Segment Speed in any one hour of the day in the data period.

Home and Work Locations: Inferred probable home and work locations for composite groups of people aggregated to 1km X 1km grids, Census Block Groups, ZIP Codes, metropolitan areas, and states.

Intersection: Contains three or fours “gates” that serve as zones. This is only available in the Turning Movement Counts analysis type.

Network Performance: Analysis that includes segment-level metrics, including VMT, VHD, Congestion/Free Flow Factor, Speed Percentiles and volume. View metrics by directionality and for custom-defined data periods.

Origin-Destination Matrix: Relative volume and average travel time of commercial and personal trips between origin and destination zones. Users may enter both origins and destinations of their choice or use a standard geography such as “all ZIP Codes.” Origin-Destination through Middle Filters (combine with O-D for Routing): Relative volume and average travel time of trips that pass through middle-filter zones, or links, when traveling between origin and destination zones.

Peak Hour Factor: Compares the busiest 15-minutes to the average 15-minute volume during the peak hour, indicating how consistent traffic volume is during the peak hour.

QuickViews: User-friendly tools with guided steps to scan geographies at scale, visualize macro-level trends, and easily share summarized results with stakeholders.

Segment Analysis: Provides the relative volume, speed percentiles including 85th percentile, average speed, travel time, VMT/VKT, vehicle hours of delay (VHD), and free flow speed of trips through corridors.

Specific Date: The ability to run single days as an analysis or different “collections” of days as a new day type. This feature also allows you to exclude certain days.

StreetLight AADT: Estimate of average annual daily traffic in 2022 (U.S.). You can also access historic AADT from 2017, 2018, 2019, 2020, and 2021. (Note: This Metric is provided as an estimated count based on 365 days of data.) StreetLight AADT Metric provides year-over-year comparability across the 2019-2022 data periods.

Top Routes Analysis: Identifies the road segments with the most traffic between selected origin and destination zones or traveling to or from a single zone.

Traveler Attributes: Inferred Trip purpose (Home-, Work-, or Other-based combinations), Demographics of Travelers (Race/Ethnicity, Foreign Born, Limited English Proficiency, Disability Status, Education Status, Household Income, Household Size/Family Status, 152
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Housing Tenure, Units in Structure, Vehicle Ownership).

Turning Movement Counts: Provides intersection volumes with 15-minute granularity, Peak Hour Factor, Peak AM/PM Metrics, and more.

Trip Attributes: Travel time, trip length, trip speed, trip circuity. Trip Attributes Metrics are provided as an average and as a distribution of values into customizable bins.

Trip Circuity: The average and distribution of circuity for trips between zones, or at a zone. Circuity is defined as (length of trip) / (crow’s flight distance between start and end point).

Travel Time (seconds): The average and distribution trip time in seconds for trips between zones, or at a zone.

Trip Length (miles): The average and distribution trip length in miles for trips between zones, or at a zone.

Trip Speed (mph): The average trip and distribution speed in miles per hour for trips between zones, or at a zone.

Trips to or from Preset Geography Analysis: Origin-Destination by ZIP Code, Census Block Group, or Census TAZs, to a corresponding set of zones. This analysis type is ideal if you don’t know your full zone matrix, and instead want to see how a set of zones relates to standard geographies.

Vehicle Hours of Delay (VHD): Is a measure of congestion and is calculated as the estimate of hours of travel in free flow speed subtracted from the hours of travel in congested speed.

VHD = (VMT/Congested Speed (Average Segment Speed) [MPH]) - (VMT / Free Flow Speed [MPH]) Vehicle Miles of Travel (VMT): It is a measure of highway travel demand and is calculated as the number of vehicles using a segment of highway multiplied by the length of the highway. Also, measured from trip metrics by multiplying the trips between Origins and Destinations by the average trip length of the trips.

Zone Activity Analysis: Relative volume of trips that originate in, have destinations in, or pass through each zone analyzed.

Zone Library: The Zone Library is a feature that lets you choose zones you want to analyze from a map without having to draw or upload zones into zone sets. This includes OSM Line Segments, Standard Areas (U.S. Zip Codes, U.S. Census Block Groups, U.S. Traffic Analysis Zones, U.S. Census Tracts, U.S. Cities and Counties, Canada Dissemination Areas, Canada Census Tracts, Canada Census Subdivisions), and Rail (Rail Agencies, Rail Lines, Rail Line Segments, and Rail Stations).

Zone Traffic: StreetLight trip value representing the volume of all trips at a zone. Depending on whether the zone is pass-through or not, this will represent trips that pass through the zone, or trips that start or end in the zone. 153
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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN & COUNCIL MEMBERS
FROM: ALYSSA STUTZ, CITY ENGINEER
RE: RIB SPECLINK CLOUD SOFTWARE SUBSCRIPTION
DATE: JANUARY 7, 2024

SUMMARY
The City Council shall consider approving a subscription to RIB SpecLink, a cloud-based software for the efficient creation of engineering project specifications.

DISCUSSION
Currently, the city's engineering department faces challenges in managing, updating, and streamlining the creation of specifications for various construction projects. Additionally, the City’s own Improvement Standards haven’t been updated for nearly 15 years. The complexity of maintaining accurate, up-to-date specifications across multiple projects has led to delays and inconsistencies.

RIB SpecLink provides an intuitive, cloud-based interface for the creation of project specifications. With a subscription, the City will have access to over a thousand specifications. By using pre-built templates and customizable specifications, engineers can easily generate high-quality specifications without starting from scratch, which speeds up the design and planning phases of projects.

The cloud-based nature of SpecLink allows multiple stakeholders, including engineers, consultants, and project managers, to collaborate in real-time. This ensures that all team members are working from the same version of specifications, reducing the risk of errors due to outdated or conflicting information.

SpecLink automatically incorporates updates to building codes, industry standards, and regulations, ensuring that specifications are always compliant with the latest requirements.

This feature will save the city significant time and effort in staying current with evolving standards, and minimize the risk of costly mistakes due to outdated information. 158
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The platform’s automated tools and templates help engineers create highly accurate specifications that minimize errors. As a result, the risk of costly construction delays, rework, and legal disputes due to specification mistakes will be significantly reduced.

While the initial subscription cost represents a minor investment, RIB SpecLink will lead to long-term savings by improving the efficiency of the specification-writing and formatting process. It will likely pay for itself in the first one or two contract specification packages due to its efficiencies in formatting alone. The reduction in errors, revisions, and project delays translates directly into reduced costs for both the city and contractors.

SpecLink offers comprehensive tracking and versioning features, which allow the city to maintain a clear audit trail for all project specifications. This ensures compliance with both internal policies and external regulatory requirements and supports transparency in project management.

FISCAL IMPACT
$8,100 for a two-year contract from the Public Works Administration software budget.

ACTION REQUESTED -
Approve an annual subscription to RIB SpecLink.

ATTACHMENTS

1. SpecLink Brochure
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Item 8.

Internal
Your project teams are overwhelmed by their
inability to enforce standards.

Why are traditional specification management
approaches not solving for this?
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Item 8.

Internal
Construction teams are being slowed down
by the inability to enforce standards.

Unnecessary
change orders
and RFI’s

2. Manual updates
Slows scalability

5. Inability to link
 Reactive
management
Delayed
schedules
Inconsistent
standards and
performance
requirements
IS THERE A SOLUTION?

3. Lack of traceability
 Unenforceable
standards incl.
sustainability targets

4. No reporting tools
 Limited visibility

1. Non-existent
global libraries
No repeatability
“I need a centralized
platform, I have so many
variables to control. I’m
managing against both
immediate risks and longterm impacts…
“I am frustrated because I
spend countless hours on
repetitive tasks which are
burning out my team…
“I wish we had better
accuracy and quality from
our customers specs. It
would greatly reduce the
risk of RFI’s, change
orders, etc., allowing for a
faster build cycle…
WHAT’S THE PROBLEM?
Increased risk
$M+ of SLA
downtime and
penalty costs

OWNERS & END USERS
 Increased risks

ARCHITECTS/ ENGINEERS
 Process inefficiencies

GENERAL CONTRACTORS
 Higher inaccuracies
Lack of centralization Repetitive tasks Outdated content WHAT IS THE ROOT CAUSE?
Proliferation of folders
and files
“No single source of truth
Because traditional approaches to specification management are not solving for this ...

WHY IS THAT FRUSTRATING PROGRAM STAKEHOLDERS?
WHAT ARE THE BUSINESS IMPACTS?
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HOW QUICKLY WILL I SEE VALUE?
LEADING OWNERS ARE SOLVING FOR THIS. HOW ARE THEY APPROACHING IT? Master Text File stored in a
single global file
Cannot be altered or
inadvertently corrupted
Customizable Update
capabilities
Download immediately
or automatically
download at any
convenient interval
Updating Schemes
always keeps local
specs current
Does not affect any
customized text or
formatting
Project Overlay File
stores all selections,
edits and editions
Takes precedence over
master text - completely
unaffected by updates
1 An intelligent database balances global standards with local flexibility SpecLink’s scalable solution drives value immediately and as your business evolves
2 SPECLINK DRIVING BUSINESS VALUE AT GLOBAL CLOUD COMPUTING SERVICE Slow, fragmented and siloed program development: Customer had 19 different programs that were each managed and updated independently.

SPECLINK SOLUTION
 Utilized 80/20 compare and consolidate.
 Discovered 80% of updates were duplications

BUSINESS VALUE
 Optimized 19 staff to 2. Redirected 17 staff to high value strategic projects (instead of low value Word updates)
 Enhanced customer scalability with global standards and country specific requirements  Strengthened ability to immediately share lessons learnt from other programs Basic SpecLink users see
20% time saving
 Intelligent links produce more
coordinated specs, reducing
RFI’s and Change Orders
 Edit by inclusion increases
speed and edits faster with
high level of quality
More than half of SpecLink
users see at least 40%
time saving
 Office masters starts from a
single source of truth
 Global formats improves
quality and accuracy
SpecLink power users see
at 70% time saving
 Revit integration make more
precise, informed decisions
 Team collaboration reduces
risk and aligns team members
An intelligence database is a SQL based relational database that enables standard enforcement Is there a recent
case study showing
the value to one of
our enterprise
customers?
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Internal
Leading customers depend on RIB to support their SpecLink rollout 4

NEXT STEPS
Schedule a 1-hour assessment to demo the benefits of SpecLink for yourself Recognized by Corporate Knights’
Global 100 for the 11th year
Recognized by the DJSI
World for the 11th year
SpecLink empowers your stakeholders to enforce the standards and keep your project on track 3
In SpecLink, one specification can be customized for 20+ programs across NA, EU and Emerging Countries
Senior Program Manager,
“
SpecLink User
“I want us to be at the
forefront of spec writing,
to be on the cutting
edge. That’s why I
wanted to add SpecLink
SpecLink User,
Senior Program Manager
“As a result of using
SpecLink, we have
reduced RFIs by 60 to
70%
Senior Project Architect,
CM Architecture
“SpecLink facilitates a “single source of truth”
for specification;
allowing project teams
to reference and
distribute
SpecLink Reviewer,
Project Manager

OWNERS &

END USERS
 Increased quality

ARCHITECTS/

ENGINEERS
 Improved efficiency

GENERAL

CONTRACTORS
 Reduced cost
HOW WILL THIS BENEFIT MY PROJECT STAKEHOLDERS?

WHO WILL SUPPORT MY DOCUMENTATION ROLLOUT GLOBALLY
A well-balanced global presence with over 550,000 users in 100+ countries worldwide RIB Software is a global leader in digital solutions for the built environment PROUDLY Named one of Fortune’s World’s Most
Admired Companies for the 5th year
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CITY OF OROVILLE

STAFF REPORT
TO: MAYOR PITTMAN AND COUNCIL MEMBERS
FROM: ALYSSA STUTZ, ASSISTANT PUBLIC WORKS DIRECTOR / CITY

ENGINEER
RE: RESOLUTION TO DELEGATE MAYOR TO SIGN AGREEMENTS WITH CALTRANS AND TO SIGN PROGRAM SUPPLEMENT NO. F009 TO

ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID
PROJECT NO. 03-5142F15
DATE: JANUARY 7, 2025

SUMMARY
The Council will consider authorizing the Mayor to be the authorized person to sign agreements with Caltrans on the City’s behalf. The Council will also consider authorizing the Mayor to sign Program Supplement No. F009 to Administering AgencyState Agreement for Federal-aid Projects No. 03-5142F15.

DISCUSSION
In August 2019, the City entered into the Administering Agency-State Agreement for Federal Aid with the California Department of Transportation (Caltrans). As part of this agreement, the City has been awarded $2,500,000 to cover planning costs for the Washington Avenue and Table Mountain Boulevard Complete Streets project.

Program Supplement No. F009 outlines additional terms and conditions, and requires the City to comply with specific covenants and requirements to receive payment/reimbursement.

Caltrans has now requested a certified resolution identifying the City’s designated signatory for all agreements, amendments, and other related documents. The designated signatory will be authorized to sign Program Supplement No. F009. Both the signed Program Supplement and the certified resolution must be returned to Caltrans for the City to receive reimbursement for the preliminary environmental and design work on the project.

FISCAL IMPACT
None.
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RECOMMENDATION
Adopt Res. No. 9339 - A RESOLUTION OF THE OROVILLE CITY COUNCIL

AUTHORIZING THE MAYOR TO SERVE AS THE AUTHORIZED SIGNATORY FOR

AGREEMENTS WITH CALTRANS ON BEHALF OF THE CITY, AND DIRECTING THE MAYOR TO SIGN PROGRAM SUPPLEMENT NO. F009 TO THE ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECT NO. 03-5142F15.

ATTACHMENTS

1. Resolution No. 9339

2. Program Supplement No. F009 – Agreement No. 3534
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13 14
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27 CITY OF OROVILLE
RESOLUTION NO. 9339

A RESOLUTION OF THE OROVILLE CITY COUNCIL AUTHORIZING THE MAYOR TO

SERVE AS THE AUTHORIZED SIGNATORY FOR AGREEMENTS WITH CALTRANS ON

BEHALF OF THE CITY, AND DIRECTING THE MAYOR TO SIGN PROGRAM SUPPLEMENT NO. F009 TO THE ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECT NO. 03-5142F15.

WHEREAS, the City of Oroville is eligible to receive Federal and/or State funding for certain Transportation Projects, through the California Department of Transportation, and WHEREAS, Master Agreements, Program Supplemental Agreements, Fund Exchange Agreements and/or Fund Transfer Agreements need to be executed with the California Department of Transportation before such funds could be claimed.

WHEREAS, the City wishes to delegate authorization to execute these agreements and any amendments thereto.

NOW, THEREFORE, BE IT RESOLVED by the Oroville City Council as follows:

1. The Mayor is authorized to execute all Master Agreements, Program Supplemental Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any amendments thereto with the California Department of Transportation.

2. The City Clerk shall attest to the adoption of this Resolution.

PASSED AND ADOPTED by the City Council of the City of Oroville at a regular meeting on January 7, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

David Pittman, Mayor
APPROVED AS TO FORM: ATTEST:

Scott E. Huber, City Attorney Kayla Reaster, Assistant City Clerk 166
Item 9.

F009
FOR FEDERAL-AID PROJECTS NO 03-5142F15
0324000346
July 30, 2024
03-BUT-0-OVL
HIPCML-5142(037)
5142
This Program Supplement hereby adopts and incorporates the Administering Agency-State Agreement for Federal Aid which was entered into between the Administering Agency and the State on 08/02/2019 and is subject to all the terms and conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Administering Agency on (See copy attached).

The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special covenants or remarks set forth on the following pages.

Washington Ave and Table Mountain Complete Streets
Project
Rehab. roadway with enhanced bike/pedestrian features along corridor, ADA treatment, gap closures

0.0(MILES)
Estimated Cost Federal Funds Matching Funds
Y400 $2,309,737.00
Z920 $190,263.00

CITY OF OROVILLE
By ________________________________ By ________________________________ Title _______________________________
Date _______________________________
Attest _______________________________ Date _______________________________ Division of Local Assistance
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:

Accounting Officer _______________________ Date _______________ PROGRAM SUPPLEMENT NO.
to

ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:

Location:

Project Number:

E.A. Number:

Locode:

PROJECT LOCATION:

TYPE OF WORK: LENGTH:

LOCAL OTHER
$2,500,000.00 $0.00 $0.00
Chief, Office of Project Implementation

STATE OF CALIFORNIA
Department of Transportation
$2,500,000.00
Program Supplement 03-5142F15-F009- ISTEA 1Page of 7
07/30/2024
- 3534
Agreement 3534
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1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the current published Local Assistance Procedures Manual.

B. ADMINISTERING AGENCY agrees that it will only proceed with work authorized for specific phase(s) with an "Authorization to Proceed" and will not proceed with future phase(s) of this project prior to receiving an "Authorization to Proceed" from the STATE for that phase(s) unless no further State or Federal funds are needed for those future phase(s).

C. STATE and ADMINISTERING AGENCY agree that any additional funds which might be made available by future Federal obligations will be encumbered on this PROJECT by use of a STATE-approved "Authorization to Proceed" and Finance Letter. ADMINISTERING AGENCY agrees that Federal funds available for reimbursement will be limited to the amounts obligated by the Federal Highway Administration.

D. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract.

Failure to do so will cause a delay in the State processing invoices for the construction phase.

Attention is directed to Section 15.6 "Award Package" of the Local Assistance Procedures Manual.

E. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six months commencing after the funds are encumbered for each phase by the execution of this Project Program Supplement Agreement, or by STATE's approval of an applicable Finance Letter. STATE reserves the right to suspend future authorizations/obligations for Federal aid projects, or encumbrances for State funded projects, as well as to suspend invoice payments for any on-going or future project by ADMINISTERING AGENCY if PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month period.

If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY agrees to submit for each phase a written explanation of the absence of PROJECT activity along with target billing date and target billing amount.

ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures Manual.

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F. Administering Agency shall not discriminate on the basis of race, religion, age, disability, color, national origin, or sex in the award and performance of any Federal-assisted contract or in the administration of its DBE Program Implementation Agreement. The Administering Agency shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of Federal-assisted contracts. The Administering Agency's DBE Implementation Agreement is incorporated by reference in this Agreement. Implementation of the DBE Implementation Agreement, including but not limited to timely reporting of DBE commitments and utilization, is a legal obligation and failure to carry out its terms shall be treated as a violation of this Agreement. Upon notification to the Administering Agency of its failure to carry out its DBE Implementation Agreement, the State may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).

G. Any State and Federal funds that may have been encumbered for this project are available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter. Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance.

ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date.

H. As a condition for receiving federal-aid highway funds for the PROJECT, the Administering Agency certifies that NO members of the elected board, council, or other key decision makers are on the Federal Government Exclusion List. Exclusions can be found at www.sam.gov.

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2. A. ADMINISTERING AGENCY shall conform to all State statutes, regulations and procedures (including those set forth in the Local Assistance Procedures Manual and the Local Assistance Program Guidelines, hereafter collectively referred to as "LOCAL ASSISTANCE PROCEDURES") relating to the federal-aid program, all Title 23 Code of Federal Regulation (CFR) and 2 CFR Part 200 federal requirements, and all applicable federal laws, regulations, and policy and procedural or instructional memoranda, unless otherwise specifically waived as designated in the executed project-specific PROGRAM SUPPLEMENT.

B. Invoices shall be formatted in accordance with LOCAL ASSISTANCE PROCEDURES.

C. ADMINISTERING AGENCY must have at least one copy of supporting backup documentation for costs incurred and claimed for reimbursement by ADMINISTERING AGENCY. ADMINISTERING AGENCY agrees to submit supporting backup documentation with invoices if requested by State. Acceptable backup documentation includes, but is not limited to, agency's progress payment to the contractors, copies of cancelled checks showing amounts made payable to vendors and contractors, and/or a computerized summary of PROJECT costs.

D. Indirect Cost Allocation Plan/Indirect Cost Rate Proposals (ICAP/ICRP), Central Service Cost Allocation Plans and related documentation are to be prepared and provided to STATE (Caltrans Audits & Investigations) for review and approval prior to ADMINISTERING AGENCY seeking reimbursement of indirect costs incurred within each fiscal year being claimed for State and federal reimbursement. ICAPs/ICRPs must be prepared in accordance with the requirements set forth in 2 CFR, Part 200, Chapter 5 of the Local Assistance Procedural Manual, and the ICAP/ICRP approval procedures established by STATE.

E. STATE will withhold the greater of either two (2) percent of the total of all federal funds encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING AGENCY submits the Final Report of Expenditures for each completed PROGRAM SUPPLEMENT PROJECT.

F. Payments to ADMINISTERING AGENCY for PROJECT-related travel and subsistence (per diem) expenses of ADMINISTERING AGENCY forces and its contractors and subcontractors claimed for reimbursement or as local match credit shall not exceed rates authorized to be paid rank and file STATE employees under current State Department of Personnel Administration (DPA) rules. If the rates invoiced by ADMINISTERING AGENCY are in excess of DPA rates, ADMINISTERING AGENCY is responsible for the cost difference, and any overpayments inadvertently paid by STATE shall be reimbursed to STATE by ADMINISTERING AGENCY on demand within thirty (30) days of such invoice.

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G. ADMINISTERING AGENCY agrees to comply with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirement for Federal Awards.

H. ADMINISTERING AGENCY agrees, and will assure that its contractors and subcontractors will be obligated to agree, that Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual PROJECT cost items.

I. Every sub-recipient receiving PROJECT funds under this AGREEMENT shall comply with 2 CFR, Part 200, 23 CFR, 48 CFR Chapter 1, Part 31, Local Assistance Procedures, Public Contract Code (PCC) 10300-10334 (procurement of goods), PCC 10335-10381 (non-A&E services), and other applicable STATE and FEDERAL regulations.

J. Any PROJECT costs for which ADMINISTERING AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, 23 CFR, 48 CFR, Chapter 1, Part 31, and other applicable STATE and FEDERAL regulations, are subject to repayment by ADMINISTERING AGENCY to STATE.

K. STATE reserves the right to conduct technical and financial audits of PROJECT WORK and records and ADMINISTERING AGENCY agrees, and shall require its contractors and subcontractors to agree, to cooperate with STATE by making all appropriate and relevant PROJECT records available for audit and copying as required by the following paragraph:

ADMINISTERING AGENCY, ADMINISTERING AGENCY'S contractors and subcontractors, and STATE shall each maintain and make available for inspection and audit by STATE, the California State Auditor, or any duly authorized representative of STATE or the United States all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts and ADMINISTERING AGENCY shall furnish copies thereof if requested.

All of the above referenced parties shall make such AGREEMENT, PROGRAM SUPPLEMENT, and contract materials available at their respective offices at all reasonable times during the entire PROJECT period and for three (3) years from the date of submission of the final expenditure report by the STATE to the FHWA.

L. ADMINISTERING AGENCY, its contractors and subcontractors shall establish and maintain a financial management system and records that properly accumulate and segregate reasonable, allowable, and allocable incurred PROJECT costs and matching funds by line item for the PROJECT. The financial management system
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of ADMINISTERING AGENCY, its contractors and all subcontractors shall conform to Generally Accepted Accounting Principles, enable the determination of incurred costs at interim points of completion, and provide support for reimbursement payment vouchers or invoices set to or paid by STATE.

M. ADMINISTERING AGENCY is required to have an audit in accordance with the Single Audit Act of 2 CFR 200 if it expends $750,000 or more in Federal Funds in a single fiscal year of the Catalogue of Federal Domestic Assistance.

N. ADMINISTERING AGENCY agrees to include all PROGRAM SUPPLEMENTS adopting the terms of this AGREEMENT in the schedule of projects to be examined in ADMINISTERING AGENCY's annual audit and in the schedule of projects to be examined under its single audit prepared in accordance with 2 CFR, Part 200.

O. ADMINISTERING AGENCY shall not award a non-A&E contract over $5,000, construction contracts over $10,000, or other contracts over $25,000 [excluding professional service contracts of the type which are required to be procured in accordance with Government Code sections 4525 (d), (e) and (f)] on the basis of a noncompetitive negotiation for work to be performed under this AGREEMENT without the prior written approval of STATE. Contracts awarded by ADMINISTERING AGENCY, if intended as local match credit, must meet the requirements set forth in this AGREEMENT regarding local match funds.

P. Any subcontract entered into by ADMINISTERING AGENCY as a result of this AGREEMENT shall contain provisions B, C, F, H, I, K, and L under Section 2 of this agreement.

3. Appendix E of the Title VI Assurances (US DOT Order 1050.2A) During the performance of this agreement, the ADMINISTERING AGENCY, ADMINISTERING AGENCY'S contractors and subcontractor, (hereinafter referred to as the "contractor") agrees to comply with the following nondiscrimination statutes and authorities; including but not limited to:

Pertinent Nondiscrimination Authorities:

A. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21.

B. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); C. Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), (prohibits discrimination on the basis of sex);
D. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as Program Supplement 03-5142F15-F009- ISTEA Page 6 of 7
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amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; E. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
F. Airport and Airway Improvement Act of 1982, (49 U.S.C. 4 71, Section 4 7123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); G. The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or
activities" to include all of the programs or activities of the Federal-aid recipients, subrecipients and contractors, whether such programs or activities are Federally funded or not);
H. Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; I. The Federal Aviation Administration's Nondiscrimination statute (49 U.S.C. 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); J. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures nondiscrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; K. Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);
L. Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).

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December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 1 of 6

OROVILLE CITY COUNCIL
Council Chambers
1735 Montgomery Street
Oroville, CA. 95965
December 03, 2024

REGULAR MEETING

MINUTES

CALL TO ORDER / ROLL CALL
Present Council Members: Tracy Johnstone, Krysi Riggs, Scott Thomson, Janet Goodson, Shawn Webber, Vice Mayor Eric Smith, Mayor David Pittman

CLOSED SESSION
The Council will held a Closed Session on the following:

1. Pursuant to Government Code Section 54957, the Council met with the Personnel Officer to discuss Public Employee Performance Evaluations. Position Title: Department Heads and Contract Employees

OPEN SESSION

1. Announcement from Closed Session – Direction given; no action taken.

2. Pledge of Allegiance – led by Council Member Thomson.

3. Adoption of Agenda –
Motioned by Council Member Goodson Seconded by: Vice Mayor Smith AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None

PRESENTATIONS AND PROCLAMATIONS

1. UPDATE ON THE IMPLEMENTATION OF CARE COURT
The Council heard a presentation from Scott Kennelly, Butte County Behavioral Health Director, regarding the implementation of Care Court, the new civil court process designed to provide early action, support and community-based behavioral health services to those in need. The Council accepted the presentation for information.
174
Item 10.

December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 2 of 6 PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
The following member(s) of the public submitted public comment on this item: Bill Speer, The CameraMan.

REPORTS / DISCUSSIONS

1. Council Announcements and Reports
Council Member Webber: Spoke on the upcoming toy drive for the Oroville Rescue Mission.

He also spoke on Oroville Centric Services.

Vice Mayor Smith: Reminded the public that December 6 is the annual tree lighting and on December 14th, the annual Parade of Lights will be held.

2. Administration Reports
Ruth Duncan, Director of Finance – Reported that on that date, 2 finance personnel had their vehicles vandalized. Oroville Police Department was called and arrested the individual.

Amy Bergstrand, Director of Business Assistance and Housing – Reported that the Lincoln Street Apartments were awarded tax credits. The application was in the Top 3 of the CDBG applications submitted, they will be proceeding.

Brian Ring, City Administrator – Thanked Public Works staff for their storm response.

Ron Belser, Code Enforcement Division Manager – Informed Council that the Code Enforcement monthly report was emailed to them.

Frederick Mayo, Director of Public Works – Reported that the Bedrock Park fence has come down due to vandalism. In regard to the storm response there was over 320 hours of crew time worked, including 80 hours of overtime for the Street water crew. An additional 80 hours of cleanup went into the cleanup of the storm. There will be a mistletoe crafting event held at the Lott Home on December 8, from 10am-12pm. On December 14 the Pioneer Christmas will happen, the public is invited to attend. Lastly, Mr. Mayo reported that the crosswalks on Montgomery Street have been painted and the green line will be finished by the end of the week.

CONSENT CALENDAR
Consent calendar items 1 - 2 are adopted in one action by the Council. Items that are removed will be discussed and voted on immediately after adoption of consent calendar items.

The Consent Calendar was approved by the following vote:

Motioned by Council Member Goodson Seconded by: Vice Mayor Smith AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith
NOES: None
ABSENT: None
ABSTAINED: Mayor Pittman
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December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 3 of 6

1. $5000.00 CONTRIBUTION TO SUPPORT THE OROVILLE ROTARY CLUB'S LIGHTING OF

THE GREEN BRIDGE PROJECT
Dean Gurr submitted public comment on this item.

The City Council made a $5,000.00 contribution to support the Oroville Rotary Club’s Lighting of the Green Bridge Project by the following vote:

2. APPROVAL OF REGULAR MEETING MINUTES
The City Council approved the Regular Meeting Minutes of 11.05.2024 and 11.19.2024.

REGULAR BUSINESS

3. DISCUSSION OF THE SALE AND USE OF FIREWORKS WITHIN THE CITY Brian Ring, City Administrator presented this item to the Council.

The following member(s) submitted public comment on this item: C.O. Torres, Lisa Torres, Robert Fager, The CameraMan, Jonathan Taylor, Roger Edmundson, Michelle Huffman, Jackie Glover, Celia Hirschman, Bryan Williams, Jennifer Martin, Mike Brown, Nolan Neva and Dennis Revell.

The Council considered the future sale and use of fireworks within the City limits.

The Council voted to allow fireworks to be used and sold in the City limits, however limiting the use during certain holidays and adding in a criterion where the sale and use would be temporarily prohibited based on fire danger and public safety resources availability by the following vote:

Motioned by Council Member Riggs Seconded by: Council Member Thomson AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None
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December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 4 of 6

4. RETENTION OF OUTSIDE COUNSEL TO REVIEW THE APPLICATION AND SCOPE OF ARTICLE XXVIII SECTION 3 OF THE OROVILLE CITY CHARTER
Brian Ring, City Administrator presented this item to the Council.

The following member(s) of the public submitted public comment on this item: Luke Sheard, Linda Draper, Celia Hirschman, Natalie Sheard, Bryan Williams and TJ Jensen.

The City Council directed the City Administrator to enter into an agreement with independent outside counsel to review the applications and scope of Article XXVIII Section 3 of the Oroville City Charter by the following vote:

Motioned by Council Member Goodson Seconded by: Council Member Webber AYES: Council Member(s) Johnstone, Riggs, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: Council Member Thomson
ABSENT: None
ABSTAINED: None

5. ELECTED OFFICIAL GUIDING PRINCIPLES HANDBOOK
Brian Ring, City Administrator presented this item to the Council.

Council considered the drafted Elected Official Guiding Principles handbook and provided input and staff direction. To be brought back at the next City Council meeting for adoption.

6. TRANSFER OF COMMUNITY NAVIGATOR PROGRAM (EMPLOYEES AND ASSETS) FROM

THE POLICE DEPARTMENT TO THE CODE ENFORCEMENT DEPARTMENT Ron Belser, Code Enforcement Division Manager presented this item to the Council.

The Council approved the transfer of the Two (2) Community Navigator positions, and assets from the Police Department to the Code Enforcement Department by the following vote:

Motioned by Council Member Riggs Seconded by: Council Member Goodson AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None
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December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 5 of 6

7. ESTABLISHMENT OF OPIOID SETTLEMENT FUND AND FUNDING TWO COMMUNITY

NAVIGATOR ALLOCATIONS
Ruth Duncan, Director of Finance presented this item to the Council.

The City Council approved the transfer of Opioid funds in the amount of $258,356.94 into the newly established Opioid Settlement Fund 121 and approved its use to fund two Community Navigator positions in the amount of $150,000.00 by the following vote:

Motioned by Council Member Goodson Seconded by: Council Member Johnstone AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None

PUBLIC HEARINGS
The Public Hearing Procedure is as follows:
- Mayor or Chairperson opens the public hearing and staff will present the item and answer Council questions.
- The hearing is opened for public comment limited to three (3) minutes per speaker. In the event of more than ten (10) speakers, time will be limited to one and a half (1.5) minutes. Under Government Code 54954.3, the time for each presentation may be limited. - Speakers are requested to provide a speaker card to the City Clerk - Public comment session is closed and then the Council will debate and take action - Those wishing to speak at the public hearings below, but unable to attend before 5pm, may request that the council consider holding the public hearing after 5pm by emailing [email protected] or calling 530-538-2535. Please submit request 24 hours before the meeting. - Individuals may email comments for council consideration to [email protected]

8. 5:15PM - AMENDMENT TO THE PERMANENT LOCAL HOUSING ALLOCATION (PLHA) FIVE YEAR PLAN AND APPLICATION FOR YEAR 2023 ALLOCATION Public Hearing called at 5:22PM
Amy Bergstrand, Director of Business Assistance and Housing presented this item to the Council.

The Council adopted Resolution No. 9325 - A Resolution of the Oroville City Council authorizing the application and amending the PLHA Plan for the Permanent Local Housing Allocation Program; approved the submittal of a PLHA Streamline Grant Agreement for 2023; and authorized staff to implement the grant if awarded by the following vote:

December 03, 2024~4:00 PM Oroville City Council Meeting Minutes Page 6 of 6 PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
The following member(s) of the public submitted public comment on this item: Bryan Williams.

FUTURE AGENDA ITEMS / CORRESPONDENCE

1. Future Agenda Items - None

2. Correspondence - None

ADJOURN THE MEETING
The meeting was adjourned at 8:05PM.
_______________________________ ____________________________ Kayla Reaster, Assistant City Clerk David Pittman, Mayor 179
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December 17, 2024~4:00 PM Oroville City Council Meeting Minutes Page 1 of 6

OROVILLE CITY COUNCIL
Council Chambers
1735 Montgomery Street
Oroville, CA. 95965
December 17, 2024

REGULAR MEETING

MINUTES

CALL TO ORDER / ROLL CALL
Present Council Members: Tracy Johnstone, Krysi Riggs, Scott Thomson, Janet Goodson, Shawn Webber, Vice Mayor Eric Smith, Mayor David Pittman

CLOSED SESSION
The Council will held a Closed Session on the following:

1. Pursuant to Government Code section 54956.9(d)(2), the Council met with the City Administrator and City Attorney regarding potential exposure to litigation – Two cases.

OPEN SESSION

1. Announcement from Closed Session – Direction given, no action taken.

2. Pledge of Allegiance – Led by Council Member Riggs

3. Adoption of Agenda – Pat Piatt, Director of Community Development read several corrections into the record for item number 7. These corrections were minute in nature.

Motioned by: Council Member Goodson Seconded by: Council Member Johnstone AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None

PRESENTATIONS AND PROCLAMATIONS
None this meeting.

PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
The following member(s) of the public submitted public comment on this item: The CameraMan and Bill Speer.
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December 17, 2024~4:00 PM Oroville City Council Meeting Minutes Page 2 of 6

REPORTS / DISCUSSIONS

1. Council Announcements and Reports
Mayor Pittman: Gave a thank you to the Feather River Group for helping to deal with the flooding in Oroville. The group has the approval from the Army engineering for inspections to help with the Levy.

Council Member Johnstone: Updated the public on the Continuum of Care - the next meeting is coming up on Jan 29th and volunteers are needed to go out and help the community.

Vice Mayor Smith: Spoke on the Army Corps. District 1 Supervisor Bill Connolly brought the issue to the Council attention, and mentioned partnering with the City.

Council Member Webber: Provided updated information on the 2 kids that got shot at the elementary school (Feather River Adventist) in the past week. A fundraiser has been put together to help the boys and the family who were involved in this shooting. Council Member Webber also reminded the public about the Recuse mission give away for Christmas happening this weekend.

2. Administration Reports
Pat Piatt, Director of Community Development: Gave out props to Tim Kaber, Project Manager/Senior Civil Engineer for the Hewitt Park RFP process, as there were 20 contractors that are interested with the project.

Tim Kaber, Project Manager/Senior Civil Engineer: Spoke on the Hewitt Park Proposal that went out last Tuesday with about 20 contractors interested in the project. The Community Development department is looking at Feb 4th for the due date of the interested parties to submit their proposals and from there, the start the project will be in March of 2025, should a contractor be selected.

Frederick Mayo, Director of Public Works: Provided updates on the draining from the storm this past weekend.

Amy Bergstrand, Director of Business Assistance and Housing: Provided updates on the Veteran Housing located at 2024 Baldwin with 1 homebuyer approval. The work on the other locations are pending.

CONSENT CALENDAR
Consent calendar items 1 - 12 are adopted in one action by the Council. Items that are removed will be discussed and voted on immediately after adoption of consent calendar items.

December 17, 2024~4:00 PM Oroville City Council Meeting Minutes Page 3 of 6

1. RESOLUTION HONORING BILL LAGRONE FOR OVER TWENTY-TWO YEARS OF

DEDICATED SERVICE TO THE CITY OF OROVILLE
The following member(s) of the public submitted public comment on this item: The CameraMan, Keliecia Riley, Kevin Thompson, Lisa Torres, Bill Speer.

The City Council adopted Resolution No. 9334 honoring Chief Bill LaGrone, for his over twentytwo years of dedicated service to the City of Oroville.

2. RESOLUTION CANVASSING AND DECLARING THE RESULTS OF THE STATEWIDE GENERAL ELECTION HELD ON NOVEMBER 5, 2024
The City of Oroville conducted a General Municipal Election on November 5, 2024, in conjunction with the Statewide General Election. The City Council adopted Resolution No. 9332 - A Resolution Of The City Council Of The City Of Oroville, California, Reciting The Fact Of The General Municipal Election Consolidated With The Statewide General Election Held On November 5, 2024, Canvassing And Declaring The Results And Such Matters As Provided By Law.

3. ELECTED OFFICIALS GUIDING PRINCIPLES HANDBOOK
The City Council adopted the Elected Official Guiding Principles handbook.

4. REQUEST TO OPERATE BUSINESS OUT OF RESIDENCE
The City Council approved the request to allow Josiah Roe, who resides at 17 Westwood Way, to operate a business out of his residence.

5. CONTRACT WITH AMERICAN ENGINEERING FOR RIGHT OF WAY ACQUISITION AND

PRELIMINARY ENGINEERING DESIGN FOR STREET AND DRAINAGE IMPROVEMENTS

IN SOUTHSIDE
The City Council accepted the proposal from American Engineering and approved a professional services agreement for the Real Estate Acquisition and Preliminary Engineering Design for street and drainage improvements in Southside in an amount not-to-exceed $232,860.

6. EXPENDITURE FOR LABORATORY ANALYSIS AND TESTING OF EVIDENCE The City Council authorized the payment to Exponent Inc, for laboratory testing and analysis of evidence, in an amount not to exceed $29,120.00.

7. REASSIGNMENT OF EXISTING LEASE AT 250 AIRPORT BOULEVARD TO PACIFIC GAS

AND ELECTRIC
The City Council approved reassigning the existing lease at 250 Airport Boulevard from Oroville Industrial Holdings LLC to PG&E for industrial purposes.

8. AGREEMENT WITH OURENERGY FOR RENEWABLE ENERGY SERVICES The City Council approved an agreement with OurEnergy for technical consulting, engineering, and project development services.
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9. 2025 RECOLOGY SERVICE RATE INCREASE FOR THE COLLECTION AND DISPOSAL OF

SOLID WASTE
The City Council accepted the update for information.

10. LETTER TO STATE OF CALIFORNIA DEPARTMENT OF WATER RESOURCES

REQUESTING ADDITIONAL SUPPLEMENTAL BENEFIT FUND FUNDING PENDING

LICENSE APPROVAL BY THE FEDERAL ENERGY REGULATORY COMMISSION The City Council approved sending letter to Department of Water Resources (DWR) requesting a 14th Amendment to the implementation agreement with DWR to secure annual funding of $800,000 or more, which will be deducted from the first or subsequent SBF disbursements once the FERC license is approved.

11. SURPLUS OF LEER CAMPER SHELL
The City Council declared a Leer camper shell as surplus property and authorized its transfer to the Nevada County Sheriff Search and Rescue team.

12. DONATION TO THE CHINESE TEMPLE
The City Council shall acknowledged the receipt of a donation to the Chinese Temple.

REGULAR BUSINESS

13. POLICE CHIEF RECRUITMENT
Brian Ring, City Administrator presented this item to the Council.

The following member(s) of the public submitted public comment on this item: The CameraMan.

The City Council shall consider initiated a recruitment for the position of Police Chief by adopting Resolution No. 9333.

Motioned by: Council Member Goodson Seconded by: Council Member Thomson AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None
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14. EMPLOYMENT CONTRACT WITH JASON WINES FOR POSITION OF INTERIM POLICE CHIEF
The City Council entered into an employment contract with Jason Wines for the position of Interim Police Chief by adopting Resolution No. 9335.

Motioned by: Council Member Goodson Seconded by: Council Member Riggs AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None

15. PROPOSAL FOR PURCHASE OF OPTICOM SIGNAL INTERRUPTERS FOR EMERGENCY

RESPONSE
The City Council approved the purchase of Opticom signal interrupters, which control intersection lights when public safety vehicles are approaching. The implementation of Opticom technology is aimed at reducing response times during emergencies and enhancing safety to our citizens and responders. These devices will be installed at 12 city traffic signal as well as 10 Caltrans traffic signal locations along Highway 162, enabling faster and safer passage for emergency vehicles through key intersections within the City. The City Council also approved the budget adjustment from contingencies for up to $53,000.00.

Motioned by: Council Member Thomson Seconded by: Council Member Goodson AYES: Council Member(s) Johnstone, Riggs, Thomson, Goodson, Webber, Vice Mayor Smith, Mayor Pittman
NOES: None
ABSENT: None
ABSTAINED: None

PUBLIC HEARINGS
None this meeting.

PUBLIC COMMUNICATION – HEARING OF NON-AGENDA ITEMS
The following member(s) of the public submitted public comment on this item: TJ.

FUTURE AGENDA ITEMS / CORRESPONDENCE

1. Future Agenda Items – None.

2. Correspondence
i. Cal Fire- Department Stat Report 12.01.24
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ADJOURN THE MEETING
The meeting adjourned at 6:01PM.
_____________________________________ ___________________________________ Kayla Reaster, Assistant City Clerk David Pittman, Mayor 185
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Oroville City CouncilJanuary 7, 2025

Oroville City Council
January 7, 2025