Oxnard City Council
May 16, 2023

Table of Contents
I. Introduction.............................................................................................................................3 II. Purpose of the Citizen Participation Plan (CPP).......................................................................3 III. Encouragement of Citizen Participation ..................................................................................3 IV. Consolidated Plan and Annual Action Plan Preparation..........................................................4 V. Environmental Reviews ...........................................................................................................4 VI. Citizen Participation for Section 108 Loan Guarantee Program ..............................................4 VII. Assessment of Fair Housing Plan/Analysis of Impediments Revisions and Administrative Updates (AFH/AI).....................................................................................................................5 VIII. Access to Meetings for Persons with Disabilities and Non-English Speaking Persons.............6 IX. Public Outreach and Access.....................................................................................................6 X. Funding Recommendations.....................................................................................................7 XI. Displacement of Persons .........................................................................................................8 XII. Public Hearings ........................................................................................................................8 XIII. Technical Assistance................................................................................................................9 XIV. Amendments to the Plan .........................................................................................................9 XV. Consolidated Annual Performance and Evaluation Report (CAPER) .....................................10 XVI. Availability of Documents .....................................................................................................11 XVII. Citizen Participation Coordinator .........................................................................................11 XVIII. Comments and Complaints...................................................................................................11 XIX. Contingency Plan in the Event of an Emergency/Disaster ...................................................11 Citizen Participation Plan (CPP) Addendum for the 2020 CARES ACT Funds, Flexiblities and Waivers .................................................................................................................................13 Citizen Participation Plan (CPP)Citizen Participation Plan (CPP) Procedural History......................14 Appendix A: CARES ACT HUD Waivers
Applicable to Citizen Participation Plan CONSOLIDATED PLAN REQUIREMENTS.................................15 214

I. Introduction
Pursuant to Title 24, Code of Federal Regulations, Part 91.105, HUD entitlement cities are required to adopt a citizen participation plan. Subsection (a) requires that citizen participation plans adopted prior to August 17, 2015 need to incorporate newer provisions of the 24 CFR

91.105. The City of Oxnard originally adopted its Citizen Participation Plan on October 18, 1994.

On July 25, 2000 the original document was amended. This amended Citizen Participation Plan will incorporate provisions to comply with 24 CFR 91.105.

II. Purpose of the Citizen Participation Plan (CPP)
A.The Citizen Participation Plan sets forth the policies and procedures for citizen participation in the development of the City of Oxnard (City) Consolidated Plan and Annual Action Plan, any substantial amendments to these plans, the preparation of the Consolidated Annual Performance and Evaluation Report (CAPER), and the Assessment of Fair Housing (AFH), in coordination with the Oxnard Housing Authority (OHA).

B.The City shall provide the public with a reasonable opportunity to comment on the original Citizen Participation Plan and any amendments thereto. Amendments to the Citizen Participation Plan may be considered substantial or less than substantial as determined by the City based on the nature of the amendment and applicable HUD regulations. The 2018 amendment to the Citizen Participation Plan is substantial.

III. Encouragement of Citizen Participation
A.A key component of the Citizen Participation Plan is that it must provide for and encourage citizen participation, especially by low- and moderate-income persons, and in particular those persons living in areas designated by the City as a revitalization area or in a slum or blighted areas and residents of predominantly low- and moderate-income neighborhoods, and where CDBG funds are proposed to be used.

B.The City shall explore alternative public involvement techniques and quantitative ways to measure efforts that encourage citizen participation in a shared vision for change in communities and neighborhoods. Efforts must be taken to encourage the participation of all its citizens, including minorities and non-English speaking persons, and persons with disabilities.
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IV. Consolidated Plan and Annual Action Plan Preparation The Citizen Participation Plan addresses the preparation cycles for the Oxnard Consolidated Plans and Annual Action Plans.

The U.S. Department of Housing and Urban Development (HUD) requires communities receiving funds under the Community Planning and Development formula grant programs to submit a multi-year consolidated plan and annual action plan. The City of Oxnard, in partnership with the County of Ventura, Cities of Camarillo, Simi Valley, Thousand Oaks and Ventura, to create a 5- year regional consolidated plan.

The consolidated plan establishes is a program and funding implementation plan combined in one document that states the City of Oxnard’s goals and objectives for housing and community planning and development. A community must have a consolidated plan and action plan both approved by HUD before expending funds under the grant programs Community Development Block Grant (CDBG), including activities under the Section 108 loan program, HEARTH Emergency Shelter Grants (HESG), and HOME Investment Partnerships (HOME).

The consolidated plan is created typically a five-year strategic plan to address the unmet public service and housing needs of low-income persons and families within the City. For each of the five yearsconsolidated plan period, an annual action plan is developed each year in preparation for the subsequent grant year which to identify specific activities, goals and funding allocations addressing the priorities established within the consolidated plan.

V. Environmental Reviews
The City maintains a written record of the environmental review undertaken for every project or program receiving federal funds from HUD. This environmental review record is available for public inspection. Certain projects require publication of specific actions or findings, which include a description of the activity, its location, and identification of any measures required to mitigate potentially significant adverse effects. Public comment periods are included in the review process as prescribed by NEPA and 24 CFR Part 58.

VI. Citizen Participation for Section 108 Loan Guarantee Program A.In accordance with Section 108 regulations, Subpart M-Loan Guarantees, 24 CFR 570.704, the City will comply with the following pre-submission and citizen participation requirements before submitting an application for Section 108 loan guarantee assistance to HUD. These requirements will also apply to the submission of an Economic Development Initiative (EDI), and Brownfield Economic Development Initiative (BEDI) application.

1.The City will develop a proposed application to include the community development objectives and activities the City proposes to pursue and carry out with the Section 108 funds. 216

Each activity will be described in sufficient detail, including the provision under which the project is eligible, the national objective it meets, the amount of funds expected to be used, and the activity’s location to allow citizens to determine the degree to which they will be affected. The proposed application will also indicate which activities will generate program income and where citizens may obtain additional information about proposed activities. The proposed application will also include a description of the pledge of grants required under 24 CFR 570.705(b)(2).

2. The City will also publish a public notice which will include its proposed application providing citizens an opportunity to examine the application’s contents and to make comments. The public notice will also advise citizens on how and where to submit comments as well as notify citizens of when and where a public hearing will be held at which they can provide further input on the proposed application. The public notice will be published at least 30 calendar days in advance of the public hearing.

3. A minimum of two (2) public hearings, held at different stages of the Consolidated Plan citizen participation process, will be held for the purpose of obtaining the views of citizens and formulating or responding to proposals and questions. At least one of these hearings will be held before submission of a Section 108 application to HUD to obtain the views of citizens on community development and housing needs. At the hearing, each activity will be described in sufficient detail including: the provision under which the project is eligible, the national objective to be met, the amount of funds expected to be used, and the activity’s location so that citizens can determine the degree to which they will be affected. Citizens will have up to 30 calendar days, plus the day of the public hearing, to comment.

4. Once the City has published the public notice and held the public hearing, the City will determine if the proposed application needs to be modified, based on comments and views received, before submitting the application to HUD. Upon completion, the final application will be made available to the public at the City Clerk’s office.

VII. Assessment of Fair Housing Plan/Analysis of Impediments Revisions and Administrative Updates (AFH/AI)
A.The City shall provide community residents with reasonable notice and an opportunity to comment on revisions to the AFH/AI, as specified under 24 CFR 5.164.

B.The City has determined that an AFH/AI revision is necessary when:

1.The material change in circumstances affects the information on which the AFH/AI is based;

2.The analysis, fair housing contributing factors, or the priorities and goals of the AFH/AI no longer reflect actual circumstances.
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C.The City will provide affected citizens a period of not less than 30 calendar days to make comments on a significant AFH/AI revision before it is implemented. Acceptable methods of meeting the citizen participation requirements include:

1.Publication of the availability of the substantial change(s) in a local newspaper. The publication will provide a link to a City Housing Department web page which will provide more detailed information on the significant revision(s) and how to provide comments.

2.Publication of any proposed change shall appear in a local newspaper whose primary circulation is within the area serving the community of affected citizens;

3.Advertisement of the availability of the proposed change on the City’s website;

4.Posting notices in public buildings within the City, which include, but are not limited to, public libraries; or

5.Holding meetings with citizens’ advisory groups within the area affected by the significant revision.

D.Notification to the public shall advise citizens of how and where to submit comments on the proposed changes. A summary of these comments, and a summary of comments not accepted and the reasons therefore, shall be attached to the significant revision that is submitted to HUD.

VIII. Access to Meetings for Persons with Disabilities and Non-English Speaking Persons
A.The Citizen Participation Plan shall provide for and encourage participation by all citizens, including minorities, non-English speaking persons, and persons with mobility, visual, or hearing impairments. Persons with disabilities needing special assistance to participate in the meetings shall contact the City Clerk’s Office at least 72 hours prior to the meeting to ensure that mobility, visual or hearing impairments shall be accommodated.

B.To accommodate non-English speaking persons, a translator shall be provided at each hearing and other translators may be made available upon request with at least three business days’ notice. Requests can be made by email or telephone to the to Housing Department, Grants Management Division City Clerk’s Office.

IX. Public Outreach and Access
A.The consolidated plan and annual action plan development processes shall include consultation with organizations that provide community services, public and private organizations, community based organizations, faith based organizations, philanthropic organizations, businesses and developers.
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B.Commencing with consolidated plans submitted on or after January 1, 2018, consultations must occur with broadband internet service providers, organizations engaged in narrowing the digital divide, agencies that manage flood prone areas, public land or water resources, and emergency management agencies.

C.Citizens are encouraged to participate in an advisory role in the planning, implementation, and assessment of the projects recommended under the plan(s).

D.Notices of public hearings meetings will be sent to members of the Inter-Neighborhood Council Committee (INCC), the presidents of the public housing tenant advisory councils.

X. Funding Recommendations
A.Prior to the adoption of the Consolidated Plan and/or Annual Action Plan by the City Council, the following information shall be made available to citizens, public agencies and other interested parties:

1.Grant funds that will be available or anticipated to be available for the proposed plan (including program income).

2.Range of activities that may be undertaken, including the estimated amount that will benefit persons of low- and moderate-income.

B.A summary of the proposed Consolidated Plan and/or Annual Action Plan shall be published in at least one newspaper of countywide circulation and the announcement may also appear in at least one Spanish language newspaper of general circulation. Public service announcements may also be provided for local radio stations or on social media. The summary shall describe the plans and purpose of the plan(s) and include a list of the locations where copies of the entire plan(s) may be examined. As a minimum, digital or hard copies of the proposed plan(s) shall be available for public review at the main Oxnard Public Library, City Clerk’s Office and the City’s Housing Department offices on 435 South D St., Oxnard, CA.

C.The Consolidated Plan and/or Annual Action Plan and the activities to be funded shall be made available on the City's Housing Department, Grants Management web page.

D.The Consolidated Plan and/or Annual Action Plan shall be made available for public comments for a minimum of 30 days prior to submission to HUD. 219

Written comments can be mailed to the Grants Manager, City of Oxnard Housing Department, 435 South D Street, Oxnard, CA 93030 or emailed to [email protected].

XI. Displacement of Persons
The Citizen Participation Plan must, as required by 24 CFR Part 91, Section 91.105, "set forth the jurisdiction's plans to minimize displacement of persons and to assist any persons displaced...."
The City will pursue projects which promote affordable housing, i.e., new construction and rehabilitation, which will not dislocate persons or families. (Some temporary relocation may be required for rehabilitation projects). If permanent relocation is necessary (due to the acquisition of an occupied residence planned for major reconstruction or demolition, etc.), the City will comply with the Uniform Relocation and Real Property Acquisition Policies Act of 1970 as amended, which establishes types and levels of assistance required depending upon the circumstances. Certification of compliance is included in the City of Oxnard Consolidated Plan.

The City has on file its Residential Anti-displacement and Relocation Assistance Plan as required under Section 104(d) of the Housing and Community Development Act of 1974, as amended, which pertains to any activity assisted with funding under the CDBG, ESG or HOME programs.

XII. Public Hearings
A.The public hearings will be held at City of Oxnard Council Chambers and/or in facilities in or adjacent to low and moderate-income neighborhoods. Public hearings may be scheduled during the evening to ensure the maximum attendance by residents.

B.The City shall hold a minimum of two public hearings per plan year (fiscal year). The purpose of the hearings is to obtain public comments, to address housing and community development needs, and to outline the development of proposed activities, to address the unmet needs of low-and moderate-income persons regarding housing, community and economic development and public services.

C.The first hearing may be held in facilities in or adjacent to low-moderate-income neighborhoods or City Council Chambers. The purpose of the initial hearing is to obtain the public comments on housing and community development needs, including priority non- housing community development needs. This meeting is mandatory for all applicants recommended for funding.

D.An optional public hearing may be held to solicit public comment on activities which could be implemented to address the unmet needs identified at the first public hearing but prior to the adoption of the proposed plan by the City Council. The purpose of this hearing is to obtain citizens’ comments on proposed activities and funding allocations. 220

E.The final public hearing will be held to obtain citizens' comments on proposed activities and to present the Consolidated Plan and/or the Annual Action Plan to the City Council for adoption. The final hearing shall be held in the City Council Chambers. Should an in-person meeting be infeasible, the City’s meeting guidelines will be followed.

F.The hearings shall be announced in at least one newspaper of general circulation in English.

The announcement will also appear in at least one Spanish language newspaper of general circulation. The hearings may also be announced as a public announcement on radio stations and/or social media, as appropriate, and announced through an informational flyer distributed/posted by Housing Authorities, public service and other organizations. At least one Spanish language radio station may be informed and the flyer may be prepared in Spanish. The announcement for the public hearings will also be e-mailed, or mailed upon request to the current list of HUD partners, subrecipients and other interested parties in the City of Oxnard.

XIII. Technical Assistance
The City shall provide, upon request, technical assistance to organizations and individuals representative of low- and moderate-income residents wishing to develop proposals for funding assistance under any of the programs covered by the Consolidated Plan. The City shall determine the level and type of assistance consistent with HUD policies and questions.

XIV. Amendments to the Plan
A.The City shall amend its approved Consolidated Plan and/or Annual Action Plan if:

1.A change in its allocation priorities; or a change in the method of distribution of funds occurs;

2.A decision to carry out an activity using funds not previously described in an action plan covered by the consolidated plan (including program income, reimbursements, repayment, recaptures, or reallocations from HUD); or

3.A change in the purpose, scope, location, or beneficiaries of an activity occurs.

B.Amendments will be considered substantial changes and require official action if:

1.Grant funds are allocated to a new activity for the first time;

2.A funding increase in a current activity, or a change in the use of funding from one eligible activity to another, either more than 10 percent or more than $200,000 $100,000 in CDBG or HOME funding, whichever greater, or more $530,000 in ESG funding; or if,

3.A change of more than 1025 percent of an annual grant amount ;amount; or 221

4.A funded activity is cancelled during the program year.

C.Changes that are less than substantial represent less than the amounts listed above, and do not have a significant impact on the project's purpose, scope, location, or beneficiaries. If an activity is not funded in the current year, but is the same or similar to an activity funded in another program year, and the addition is less than amounts above, and there is no significant change in the project (purpose, scope, location, or beneficiaries), it is not considered a substantial change. The authorized City official with the corresponding approval amounts may approve changes that are less than substantial.

D.Reallocation of funding among program years is not considered a substantial change, if considered less than substantial as described in the amounts above.

E.Program income will be allocated with the Annual Action Plan and with HUD requirements.

If program income received is greater or less than the projected amount, approved annual amount it will be adjusted and used accordingly, and reported in both the year’s CAPER and the subsequent Annual Action Plan cause for an amendment or an increase to funds available in subsequent year as to how it was used or the planned use for the following year.

F.The City must submit a copy of each amendment to HUD. HUD allows amendments as they occur or at the end of the program year. Letters transmitting copies of amendments must be signed by the official representative of the City authorized to take such action.

G.Substantial amendments of the Consolidated Plan or Annual Action Plan will require a Public Hearing and City Council approval. Notice of public hearing will be posted on the City's Housing Department, Grants Management Division webpage and noticed in a newspaper of general circulation a minimum of 30 days prior to implementation. A public hearing will be held to obtain citizens' comments on the proposed substantial amendment and to present the substantial amendment to the City Council for adoption. Less than substantial amendments will be adjusted by city management according to their funding approval levels and may not be presented to City Council, as they are considered administrative adjustments that do not meet the fiscal threshold that requires Council approval.

XV. Consolidated Annual Performance and Evaluation Report (CAPER) A.The City will prepare the CAPER as required at the close of the grant year which shall be made available for public comment for a minimum of 15 days prior to submission to HUD.

B.Public comments will be acceptedconsidered and responded to, as appropriate, with a summary of the comments attached to the CAPER for submittal to HUD.

XVI. Availability of Documents
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A.The Consolidated Plan, Annual Action Plans, substantial amendments, CAPER and the Citizen Participation Plan will be available to the public, including the availability of materials in a form accessible to persons with disabilities, upon request.

B.The Consolidated Plan, Annual Action Plans, CAPER, the Citizen Participation Plan and the Uniform Relocation and Real Property Acquisition Policies Act of 1970 as amended, will be available for review at the City of Oxnard Housing Department, 435 South D Street, Oxnard, CA during working hours.

XVII. Citizen Participation Coordinator
A.The Citizen Participation Coordinator shall be a member of Grants Management Division staff in the Housing Department of the City of Oxnard.

B.The Citizen Participation Coordinator shall make past and present programmatic and funding information available to citizens during all phases of the HUD Community Planning and Development Program cycle, upon request.

XVIII. Comments and Complaints
A.The City shall consider all verbal or written comments or views of citizens received at the public hearings in preparing the final Consolidated Plan, Annual Action Plans, amendments to these plans, Section 108 Loan applications, CAPER or the Citizen Participation Plan.

B.A summary of these comments or views shall be attached to the final Consolidated Plan, amendment to the Plan, CAPER or Citizen Participation Plan and submitted to HUD as appropriate.

C.The City shall respond in a timely manner, within 15 days where practical, to all written complaints, grievances and requests for information about the Consolidated Plan.

D.Written comments, complaints and/or grievances can be submitted to the Housing Director, City of Oxnard Housing Department, 435 South D Street, Oxnard, CA 93030.

XIX. Contingency Plan in the Event of an Emergency/Disaster A.In the event of an emergency or disaster that presents a serious and immediate threat to the health and welfare of the citizens of the City, the noticing requirements for public hearings shall be reduced to the number of ten calendar days provided by the most stringent requirement within the local, state or federal statute provided during the time of the event.

B.Reprogramming of funds in the event of such an emergency will require approval by the City Council highest official, per City policies as described in the Code of Ordinances, Section 6, 223

Emergency Organization and Functions, and Unfair Pricing. w When emergency decisions require Council approval, the proposed reprogram of funds will be presented when Councilthey is in session, or ratification of the reallocation when the City of Council is in recess. If an accelerated emergency occurs, the most stringent approval requirement within the local, state, or federal statute will be followed.
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CITY OF OXNARD
CITIZEN PARTICIPATION PLAN – Addendum
FOR THE 2020 CARES ACT FUNDS, FLEXIBILITIES AND WAIVERS A. POLICY STATEMENT

1. This Citizen Participation Plan Addendum specifically addresses the special policies and guidelines in support of addressing the impacts of COVID-19 through the use of Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), and HOME Investment Partnerships Act (HOME) programs, and the 2020 CARES Act Funds, termed CDBG-CV and ESG-CV.

2. All policies and processes described in the City of Oxnard (hereinafter referred to as “City”) Citizen Participation Plan, amended on July 10, 2018, is applicable to all CDBG, ESG and HOME funding sources unless specified in this Addendum.

3. All policies and processes specified in this Addendum are applicable through the adoption date of this Addendum and will expire upon the date specified for the CARES Act of 2020 funding and waivers, by the United States Department of Housing and Urban Development (HUD) department.

B. DEFINITIONS

1. CARES Act Flexibilities and Waivers – HUD Secretary issued statutory and regulatory waivers/alternative requirements for CDBG-CV, ESG-CV and some CDBG, HOME and ESG funds when necessary to expedite or facilitate the use of grant funds to prevent, prepare for, and respond to coronavirus. Prohibits waivers/alternative requirements related to fair housing, nondiscrimination, labor standards, and the environment. (see Appendix A: CARES ACT HUD Waivers Applicable to Citizen Participation Plan)

2. CDBG-CV – Community Development Block Grant funding specifically allocated for the impacts related to COVID-19

3. ESG-CV – Emergency Solutions Grant funding specifically allocated for the impacts related to COVID-19
C. PLANNING PROCESS FOR CONSOLIDATED PLAN DOCUMENTS

1. Public Review and Comment – Documents (Plans) created for the CARES Act of 2020 funds and waivers will be made available to the public for no less than 5 calendar days. Written comments will be accepted during the public comment period. Summaries of comments will be attached to documents requiring public reviews and input.

D. MEETINGS AND HEARINGS

1. During locally, state, or federally declared Stay-At-Home orders, public meetings may occur virtually and will publicly post meeting dates, times, and instructions in advance of the meetings. 225

Citizen Participation Plan (CPP) Procedural History

1. Originally adopted CPP by City Council on October 18, 1994

2. Modifications to CPP adopted by City Council on July 25, 2000

3. Amended CPP adopted by City Council on July 10, 2018

4. CARES Act Addendum approved by City Council on October 6, 2020

5. Amended CPP adopted by City Council on May 16, 2023 (Pending) 226

Appendix A

CARES ACT
HUD Waivers
Applicable to Citizen Participation
Plan
227

CARES ACT HUD Waivers Applicable to Citizen Participation Plan

CONSOLIDATED PLAN REQUIREMENTS

1. Citizen Participation Public Comment Period for Consolidated Plan Amendment Requirement: 30-day Public Comment Period.

Citations: 24 CFR 91.105(c)(2) and (k), 24 CFR 91.115(c)(2) and (i) and 24 CFR 91.401
Explanation: A CPD grantee may amend an approved consolidated plan in accordance with 24 CFR 91.505. Substantial amendments to the consolidated plan are subject to the citizen participation process in the grantee’s citizen participation plan. The citizen participation plan must provide citizens with 30 days to comment on substantial amendments.

Justification: Given the need to expedite actions to respond to COVID-19, HUD waives 24 CFR 91.105(c)(2) and (k), 91.115(c)(2) and (i) as specified below, in order to balance the need to respond quickly to the growing spread and effects of COVID-19 with the statutory requirement to provide reasonable notice and opportunity for citizens to comment on substantial amendments concerning the proposed uses of CDBG, HOME, HTF, HOPWA or ESG funds.

Applicability: This 30-day minimum for the required public comment period is waived for substantial amendments, provided that no less than 5 days are provided for public comments on each substantial amendment. The waiver is available through the end of the recipient’s 2020 program year. Any recipient wishing to undertake further amendments to prior year plans following the 2020 program year can do so during the development of its FY 2021 Annual Action Plan.

2. Citizen Participation Reasonable Notice and Opportunity to Comment Requirement:Reasonable Notice and Opportunity to Comment.

Citations: 24 CFR 91.105(c)(2) and (k), 24 CFR 91.115(c)(2) and (i) and 24 CFR 91.401
Explanation: As noted above, the regulations at 24 CFR 91.105 (for local governments) and 91.115 (for States) set forth the citizen participation plan requirements for recipients. For substantial 228

amendments to the consolidated plan, the regulations require the recipient to follow its citizen participation plan to provide citizens with reasonable notice and opportunity to comment. The citizen participation plan must state how reasonable notice and opportunity to comment will be given.

Justification: HUD recognizes the efforts to contain COVID-19 require limiting public gatherings, such as those often used to obtain citizen participation, and that there is a need to respond quickly to the growing spread and effects of COVID-19. Therefore, HUD waives 24 CFR 91.105(c)(2) and (k), 24 CFR 91.115(c)(2) and (i) and 24 CFR 91.401 as specified below to allow these grantees to determine what constitutes reasonable notice and opportunity to comment given their circumstances.

Applicability: This authority is in effect through the end of the 2020 program year. 229
2023 ANNUAL ACTION PLAN

OXNARD CITIZEN PARTICIPATION

PLAN AMENDMENT
Emilio Ramirez, Director
Housing Department
City Council
May 16, 2023
230

HUD ENTITLEMENT PROGRAMS - BACKGROUND
2 231

BACKGROUN
D
In order to receive CDBG, HESG, &
HOME Entitlement, the City must:

1. Have a 5-Year Consolidated Plan
& Analysis of Impediments

2. Submit subsequent Annual Action
Plans, and,

3. Receive HUD approval of both
plans
3 BACKGROUND
232

COMMUNITY DEVELOPMENT BLOCK GRANT
4 233
CDBG Categories FY 2023-2024
Requested
FY 2023-2024
Recommended
Administration $ 462,783 $ 462,783
Public Services
Livingston Memorial
Visiting Nurses $ 20,000 $ 8,000
Oxnard Performing Arts
Center Corporation-Creative
Youth Development
$ 20,000 $ 20,000
Oxnard Recreation-Colonia
Memorial Park Veterans Gym $ 100,000 $ 48,000

ANNUAL ACTION PLAN
5 234
Public Services Continued FY 2032-2024
Requested
FY 2023-2024
Recommended
Oxnard Recreation
Police Activities League $ 100,000 $ 45,087
Oxnard Recreation
Southwinds Youth Center $ 75,000 $ 31,000
Oxnard Cultural & Comm Services
Palm Vista Senior Center $ 60,000 $ 31,000
Oxnard Housing Authority
Senior Supportive Services $ 67,000 $ 36,000
Oxnard Housing Authority
Housing Supportive Services $ 67,000 $ 73,000

ANNUAL ACTION PLAN
6 235
Public Services Continued FY 2023-2024
Requested
FY 2023-2024
Recommended
Shelter Care Resources-
Foundation First $ 57,216 $ 20,000
Turning Point Foundation-
Emergency Shelter & Multi-Service
Navigation
$ 127,000 $ 35,000
CLU Oxnard Cares – Affordable Mental
Health Services $81,700 $0
Public Service Total $ 781,027 $ 347,087
(Estimate)

ANNUAL ACTION PLAN
7 236
Public Improvements & Other
Programs
FY 2023-2024
Requested
FY 2023-2024
Recommended
Many Mansions- Aspire
Pocket Park $ 489,660 $ 489,660
Ventura County Community
Development Corporation -Hope to
Home Down Payment Assistance
$ 250,000 $ 250,000
Oxnard Housing & Redevelopment –
Neighborhood Improvement Projects $ 564,387 $ 764,387

ANNUAL ACTION PLAN
8 237
Public Improvements & Other
Programs Continued
FY 2023-2024
Requested
FY 2023-2024
Recommended
People's Self-Help Housing Corp. -
Cypress Place at Garden City $ 1,852,369 $ 0
WeeCare, Inc. - BOOST (Business
Operation & Optimization
Support Tools)
$ 660,000 $ 0
$ 4,016,416 $1,504,047

ANNUAL ACTION PLAN
9 238
CDBG FY 2023-2024
Requested
FY 2023-2024
Recommended
Administration (20% Cap) $ 462,783 $ 462,783
Public Service (15% Cap) $ 781,027 $347,087
Public Improvements & Other
Programs $ 4,016,416 $ 1,504,047
CDBG Total $ 5,260,226 $ 2,313,917

ANNUAL ACTION PLAN
10 239

EMERGENCY SOLUTIONS GRANT
11 240

ANNUAL ACTION PLAN
Hearth Emergency Solutions
Grant
FY 2023-2024
Requested
FY 2023- 2024
Recommended
Administration (7.5% Cap) $ 15,591 $ 15,591
Turning Point Foundation -Emergency
Shelter $ 80,000 $ 46,000
The Salvation Army- Street Outreach $ 126,884 $ 63,000
The Kingdom Center- Emergency
Shelter $ 30,000 $ 0
Mercy House Living Centers-Rapid
Rehousing $68,730 $ 58,500
United Way of Ventura County $ 29,250 $ 24,792
HESG TOTAL $ 338,614 $ 207,883
12 241

HOME INVESTMENT PARTNERSHIPS
13 242
HOME FY 2022-2023
Approved
FY 2023- 2024
Recommended
Administration (10%) $ 95,550 $86,886
CHDO Set-Aside (>15%) $128,325 $115,330
Affordable Housing Development
Project $731,628 $666,651
HOME TOTAL $ 955,503 $868,8867

ANNUAL ACTION PLAN
14 243

OXNARD CITIZEN PARTICIPATION PLAN AMENDMENT
Substantial Amendment to Plan per Citizen Participation Plan Amendments will be considered substantial changes and require official (Council) action if;
Original Revision
A funding increase in a current activity, or a
change in the use of funding from one
eligible activity to another, of more than
$100,000 in CDBG or HOME funding, or
more $30,000 in ESG funding; or if . . .

A funding increase in a current activity, or a
change in the use of funding from one
eligible activity to another by 10 percent, or
$200,000 or more in CDBG or HOME
funding, whichever is greater, and $50,000 in
ESG funding or more; or if . . .
15 244

RECOMMENDATIONS
That the City Council:

1. Conduct a public hearing regarding the fiscal year 2023-2024 Annual Action Plan with funding recommendations, and the amended Oxnard Citizen Participation Plan;

2. Approve the 2023 Annual Action Plan with the recommended use of funds for selected activities that conform with City of Oxnard consolidated plan goals as defined in the Ventura County Regional Consolidated Plan for the three entitlement grants – Community Development Block Grant, Home Investments Partnership Program grant and the Emergency Solutions Grant to be submitted to the United States Department of Housing and Urban Development, as required;

3. Approve the updated changes in the amended Oxnard Citizen Participation Plan;
16 245

RECOMMENDATIONS

4. Authorize the City Manager, and his designees, to incorporate the final HUD grant allocations into the 2023 Annual Action Plan, and authorize the budget appropriations to fund the administration, and projects, including the ability to increase or decrease project funding by ten percent or up to the administrative amount allowed of the administering staff, whichever is greater.

5. Authorize the City Manager and his designees, to incorporate any recommended changes resulting from the public input to the 2023 Annual Action Plan and the amended Oxnard Citizen Participation Plan, Oxnard, as directed by the City Council, including the authorization of funding appropriations and revenue or expenditure budget changes, up to ten percent of each grant;
17 246

RECOMMENDATIONS

6. Authorize the City Manager and his designees, to execute the required applications, certifications, and other pertinent documents for the submission of the 2023 Annual Action Plan and the amended Oxnard Citizen Participation Plan to the United States Department of Housing and Urban Development, Office of Community Planning and Development;

7. Authorize the City Manager, and his designees, to execute HUD agreements and sign all agreements for the implementation of the Annual Action Plan including subrecipients, interdepartmental, and intradepartmental agreements. 18 247
End of Presentation
19 248

CITY COUNCIL AGENDA REPORT

REPORTS
AGENDA ITEM NO. N.1

DATE: May 16, 2023

TO: City Council

FROM: Alexander Nguyen, City Manager, (805) 385-7430, [email protected]

SUBJECT: Update on Efforts of the Mayor’s Gateway Task Force and Authorization of an Agreement with Found Design, LLC dba MERJE for the Gateway Project. (15 minutes)

RECOMMENDATION

That the City Council:

Receive an update on the locations and preliminary schematic designs for the four (4) gateways proposed by the Mayor’s Gateway Task Force;
Authorize the City Manager to execute an agreement with Found Design, LLC dba MERJE for a not-to-exceed amount of $400,000 for the proposed design development, documentation, engineering and construction administration of up to four (4) gateways; and
Authorize the City Manager to initiate the design, construction, permitting, and project management of Gateway Location 1, in South Oxnard.
(The Community Services, Public Safety, Housing & Development Committee approved 2-0 on April 25, 2023.)

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/RwHWk4qAvDc

BACKGROUND

As part of the City Council’s 5-year priorities adopted on March 16, 2021, the Council committed to restoring proper maintenance of parkways and medians, tree trimming cycles, and cleaning up the gateways to the City. As part of this effort, Mayor John C. Zaragoza appointed the Mayor’s Gateway Task Force in September 2021.

The Gateway Task Force is composed of community members to lead the effort to create gateways into the City.

Members include:
• Armando Lopez, a member of the Oxnard business community • Brittney Hendricks, Vice President of Marketing for Visit Oxnard • Celina Zacarias, Senior Director of Community and Government Relations for California State University, Channel Islands and a Harbor Commissioner
• Marvin Boos, co-creator of the Neighborhood Pride Resident clean-ups • Melanie Medina, Coastal Keepers
• Rene Mendoza, BRITE (left the task force in July 2022 due to a change in employment)

Since its creation in September 2021, the Gateway Task Force has met eight (8) times with the Mayor and City staff to identify four (4) entry point locations and provide input into gateway designs. The Task Force recommends locations and designs that compliment the City’s restored landscaping efforts and celebrate the diverse culture in the community.

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In July 2022, the City hired Found Design, LLC dba MERJE (“MERJE”) to develop schematic design options for each gateway location. MERJE specializes in gateway monuments and wayfinding projects and is also leading the design efforts for the Council-approved, and Visit Oxnard lead, City-wide Wayfinding project (ARPA Project 20). The Task Force, in collaboration with the Mayor and City staff, selected their top design choice for each proposed gateway location.

DISCUSSION

The four (4) locations selected by the Gateway Task Force are heavily traveled by individuals or vehicles and act as natural entry points to the City. A map showing the locations is included as Attachment #1.

The unique setting of each location allows for different architectural styles tied together with common design elements.

The Gateway locations and schematic designs recommended by the Task Force were selected to be welcoming, engaging, and vibrant. Design development and subsequent construction of the four (4) gateways is proposed as a multi-phased and multi-year project based on other existing projects, permitting requirements, funding availability, and based on the opportunities and challenges for each location.

These designs are believed to be welcoming and celebrate the City. The designs will be further developed, including material recommendations and ongoing maintenance schedules, as the project progresses. The proposed schematic designs are included as Attachment #2 of the report.
• Location 1, S. Oxnard Blvd. heading north toward Channel Islands Blvd: this concept was developed from the gateway signs across cities in Mexico which include vibrant colors and big block letters spelling the city’s name.

The secondary design elements add artistic texture and including “California” in the design will allow someone unfamiliar with Oxnard to locate the area more easily in a photo. As this location has the fewest anticipated challenges, staff recommends funding this location in FY 2023-2024 • Location 2, N. Oxnard Blvd. on both sides of the embankments: this will create an experience for visitors and residents to drive through as they enter or exit the City; the proposed design includes mural-style artwork with the option to extend north and south of the bridges. It will clean up and enhance the embankments moving between the City and freeway in either location; proposed lighting can create a colorful element and could be changed to recognize or celebrate a current event. This location is anticipated to have the most challenges, including an intricate design and potentially requiring approval from other agencies. Therefore, staff recommend this location to be the last gateway to be constructed.
• Location 3, Median on Victoria Ave. heading south toward Gonzales Rd.: using a vertical architectural style to take advantage of the long line of sight on the straight roadway, this gateway will be visible to traffic on both sides and travelers will be able to see the City’s name clearly from either direction. The bottom panel heading into the City welcomes individuals and the reverse side includes “thank you for visiting.” Locations 3 and 4 have similar challenges. Staff recommends that the order of construction for these two locations be dependent on other City construction projects at the time.
• Location 4, Median on Rice Ave. heading south toward Gonzales Rd.: using the wide median on Rice Avenue, this design spells out the City’s name on six individual posts; this will create an experience for drivers to move through as they are entering the City from the north. The large posts will be designed in a similar style to the existing light poles on the freeway overpass; the letters will be viewed in reverse as drivers exit the City.

Locations 3 and 4 have similar challenges. Staff recommends that the order of construction for these two locations be dependent on other City construction projects at the time.

To complement the new gateways, removal of the old wooden entryway signs is anticipated as part of the overall project.

Costs, and budget requests, associated with the removal of these signs will be identified by staff as the project progresses.

Design Contract:

MERJE submitted a proposal to perform the following work necessary to complete the design:

1) Design Development
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2) Documentation
3) Bid Assistance Review
4) Construction Administration

The total cost of the proposal, which is recommended to be phased over multiple years, is for a not-to-exceed (NTE) amount of $400,000. This proposal and cost does not include construction of any gateway location. The total NTE amount is broken down per location in the chart below:

Cost per location
Location #1 $78,000
Location #2 $136,000
Location #3 $86,500
Location #4 $99,500
Total NTE $400,000

Construction and Project Management:

In addition to the MERJE scope of work, the City will utilize the on-call service contracts to obtain a contracted Project Manager/Construction Manager (PM/CM) to lead the project. This individual will be responsible for site surveys, utility research, permitting requirements and approvals, and eventually overseeing the construction process.

With existing staffing levels, other City projects and priorities, and budget constraints, staff anticipate only one gateway can be designed, permitted and bid for construction per year. For FY 23-24, staff recommends that the City Council prioritize Gateway Location 1 (S. Oxnard Blvd).

STRATEGIC PRIORITIES

This agenda item supports the Infrastructure and Natural Resources strategy. The purpose of the Infrastructure and Natural Resources strategy is to preserve and improve our roads, utilities, parks, trees, water supply and natural resources through effective planning, prioritization, and an equitable and efficient use of available funding.

This agenda item supports the Quality of Life strategy. The purpose of the Quality of Life strategy is to restore and increase quality services and programs that enrich Oxnard's diverse community, promotes safe neighborhoods, encourages community engagement, and supports our residents in their efforts to improve their quality of life.

FINANCIAL IMPACT

The total amount of this contract with MERJE is for a not-to-exceed amount of $400,000 expended over multiple years. It is expected that $78,000 of the total NTE amount will be spent in FY 23-24 for Location 1. Funding from the General Fund will be included in the recommended budget of each fiscal year.

Construction costs for Location 1 will be brought forward to Council as part of the bid contract award as the project reaches that phase.

COMMITTEE OUTCOME

The Community Services, Public Safety, Housing & Development Committee approved 2-0 on April 25, 2023 to approve the staff recommendation and to forward the item to Council for approval.

Prepared by: Samantha Shapiro, Project Manager

ATTACHMENTS

1. Gateway Locations Map
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2. Mayor's Gateway Task Force Recommended Designs

3. Gateways Presentation 05.16.23

252
JULY 29, 2022 | OXNARD GATEWAY PROJECT
Mayor's Gateway Task Force - Gateway Locations Map
Attachment #1 - Rev. 07/2022
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ENVIRONMENTS & EXPERIENCES
Mayor's Gateway Task Force
Recommended Designs
Attachment #2 - Rev. 12/2022
254
LOCATION 1
255

OPTION A
Dimensional Letterforms
OXNARD Patterns wrap each letter
Living Shrub Base
External Illumination - Ground Mounted
Halo Light - Curve
LOCATION 1 - Option A Front view

CALIFORNIA
256

OPTION A
Dimensional Letterforms
OXNARD Patterns wrap each letter
Living Shrub Base
External Illumination - Ground Mounted
Halo Light - Curve
LOCATION 1 - Option A Front view

CALIFORNIA
257

OPTION A
Dimensional Letterforms
OXNARD Patterns wrap each letter
Living Shrub Base
External Illumination - Ground Mounted
Halo Light - Curve
LOCATION 1 - Option A Front view

CALIFORNIA
258

OPTION A
Dimensional Letterforms
OXNARD Patterns wrap each letter
Living Shrub Base
External Illumination - Ground Mounted
Halo Light - Curve
LOCATION 1 - Option A Front view

CALIFORNIA
259
260
LOCATION 2
261
262
263
264
265
LOCATION 3
266

OPTION A
Dimensional Letterforms
OXNARD Patterns wrap each letter
Living Shrub Base
External Illumination - Ground Mounted
LOCATION 3 - Option A Front view

CALIFORNIA
267
268
LOCATION 4
269

OPTION B
Dimensional Letterforms
OXNARD Patterns wrap each letter
External Illumination - Decorative Wave Mounted
Halo Lit - Letterforms
LOCATION 4 - Option B Front view
Alternate Letter Style
270

OPTION B
Dimensional Letterforms
OXNARD Patterns wrap each letter
External Illumination - Decorative Wave Mounted
Halo Lit - Letterforms
LOCATION 4 - Option B Front view
Alternate Letter Style
271

OPTION B
Dimensional Letterforms
OXNARD Patterns wrap each letter
External Illumination - Decorative Wave Mounted
Halo Lit - Letterforms
LOCATION 4 - Option B Front view
Alternate Letter Style
272
Update on efforts of the Mayor’s Gateway Task Force and authorization of an agreement with Found Design, LLC dba MERJE for Gateway Project (15 minutes) Samantha Shapiro, Project Manager
City CouncilMay 16, 2023
That the City Council:1.Receive an update on the locations and preliminary schematic designs for the four (4) gateways proposed by the Mayor’s Gateway Task Force; 2.Authorize the City Manager to execute an agreement with Found Design, LLC dba MERJE for a not-to-exceed amount of $400,000 for the proposed design development, documentation, engineering and construction administration of up to four (4) gateway locations; and3.Authorize the City Manager to initiate the design, construction, permitting, and project management of Gateway Location 1, in South Oxnard.

RECOMMENDATION 2
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MAYOR’S GATEWAY TASK FORCE 3
❖Mayor John C. Zaragoza appointed the Mayor’s Gateway Task Force in September 2021 as part of the Council’s 5-year priorities to clean up the gateways to the City.❖Task Force Members include:➢Armando Lopez, a member of the Oxnard business community➢Brittney Hendricks, Vice President of Marketing for Visit Oxnard➢Celina Zacarias, Senior Director of Community and Government Relations for CSUCI and Harbor Commissioner➢Marvin Boos, co-creator of the Neighborhood Pride resident cleanups➢Melanie Medina, Coastal Keepers➢Rene Mendoza, BRITE (left task force in July 2022 due to a change in employment) BACKGROUND 4
❖Task Force has met 8 times between September 2021 - October 2022❖Four (4) entry point locations were identified and input into design was provided❖Task Force recommends locations and designs that compliment the City’s restored landscaping efforts and celebrate the diverse culture in the community❖Found Design, LLC dba MERJE was hired in July 2022 to develop schematic design options for each location❖The Task Force selected their top design choice for each location 274
GATEWAY LOCATIONS 5
❖The Gateway Task Force selected four (4) locations that act as natural entry points into the City; these are heavily traveled by individuals and vehicles. ❖Locations and designs selected to be welcoming, vibrant and engaging ❖Design development and subsequent construction is proposed as a multi-phased and multi-year project ❖Designs will be further developed as the project progresses ❖Removal of old wooden entryway signs is anticipated as part of the overall project LOCATION 1: S. Oxnard Blvd. heading north toward Channel Islands Blvd. 6 ❖Inspiration developed from gateways across cities in Mexico with vibrant colors and big block letters spelling the City’s name❖Secondary design elements add artistic texture❖Including “California” rather than “Welcome” will allow someone unfamiliar with Oxnard to locate it more easily in a photo❖Staff recommends funding this location for FY 23-24 (fewest anticipated challenges) Proposed design for Location 1 (December 2022)
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LOCATION 2: N. Oxnard Blvd., both sides of embankments 7 ❖Creates an experience for visitors or residents to drive through as they enter and exit the City❖Mural-style artwork is proposed with the option to extend north and south of the bridges; Clean up and enhance the embankments❖Proposed lighting creates a colorful element that could be changed to recognize or celebrate a current event❖Staff recommends this location to be the last gateway constructed (anticipated to have the most challenges) Proposed design for Location 2 (December 2022)
LOCATION 3: Median on Victoria Ave. heading south toward Gonzales Rd. 8 ❖Vertical architectural style takes advantage of long line of sight on the straight roadway❖Visible to traffic on both sides; travelers will see City’s name clearly in either direction❖Bottom panel will welcome visitors as they enter and read “thank you for visiting” as they exit Proposed design for Location 3 (December 2022)
❖Location 3 and 4 have similar challenges; order of construction dependent on other city projects at the time. 276
LOCATION 4: Median on Rice Ave. heading south toward Gonzales Rd. 9 ❖Design spells out Oxnard on six individual posts in the wide media❖Creates an experience for drivers to move through as they enter the City❖Posts would be designed in a similar fashion to existing light poles on the freeway overpass❖Location 3 and 4 have similar challenges; order of construction dependent on other city projects at the time.❖ Proposed design for Location 4 (December 2022)
❖MERJE submitted a proposal to perform the following work necessary to complete the design: 1)Design Development2)Documentation3)Bid Assistance & Review4)Construction Administration ❖Total cost of the proposal, which includes the above tasks for the four proposed gateways, is not-to-exceed $400,000. This is recommended to be phased over multiple years DESIGN CONTRACT 10
Cost per Location
Location #1 $78,000.00
Location #2 $136,000.00
Location #3 $86,500.00
Location #4 $99,500.00
Total Amount (NTE) $400,000.00
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❖City will utilize the on-call service contracts to obtain a contracted Project Manager/Construction Manager (PM/CM) to lead the project➢Responsible for site surveys, utility research, permitting requirements and approvals, and eventually overseeing the construction process❖Staff anticipate only one gateway can be constructed per year due to staffing levels, other City projects and priorities, and budget constraints❖In FY 23-24, staff recommends that City Council prioritize the Gateway in Location 1 CONSTRUCTION AND PROJECT MANAGEMENT 11
FINANCIAL IMPACT 12
❖Contract with MERJE is for a not-to-exceed amount of $400,000.00 expended over multiple years➢Expected that $78,000 of the total NTE amount will be spent in FY 23-24 for Location 1.❖Construction costs for Location 1 will be brought to Council as part of the bid contract award 278

END OF PRESENTATION
279

CITY COUNCIL AGENDA REPORT

REPORTS
AGENDA ITEM NO. N.2

DATE: May 16, 2023

TO: City Council

FROM: Helen Miller, Chief Information Officer, (805)385-7446, [email protected]

SUBJECT: Purchasing Authorization with Insight Public Sector Inc. for Information Technology Goods and Services. (10 minutes)

RECOMMENDATION

That City Council approve and authorize the Mayor to extend Purchase Order 8481 for information technology goods and services with Insight Public Sector, Inc. by revising its expiration date from February 15, 2024, to June 30, 2026, and raising the not to exceed amount from $770,000 to $2,635,000 over an additional 28 month period.

(The Finance and Governance Committee approved 3-0 on April 25, 2023.)

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/e4qkRw3mvO4

BACKGROUND

The City's current computer network infrastructure, consisting of 200+ physical network components, supports the delivery of services to residents across 27 sites. The average age of the City’s network equipment is approximately five years with the oldest at nine years of age. The useful life of network components typically ranges from five to seven years; therefore, the City has extended and responsibly optimized its initial investment in these products.

Since the last City Council approval on February 15, 2022, for a two-year purchase order in the amount of $770,000 with Insight, IT Department staff replaced a portion of the City’s oldest and non-vendor supported network equipment with modern hardware. In the 14 months since that approval, the average equipment age across the City has been reduced from 6 years to 5 years, a 17% improvement. Major upgrades were completed for network systems at the City Hall Annex building, Public Works Administration building, the Main Library, Wastewater facilities, Fire Administration building, Emergency Operations Center, multiple fire stations (1, 6 and 7), Fleet administration offices, and the City Attorney’s office. Along with these hardware upgrades, new cyber security software was implemented to further protect the City from cyber threats and malicious attacks. Lastly, staff was able to sustain the City’s existing network licenses and maintenance agreements thus entitling the City to vendors’ most up to date enhancements and security features. Due to these accomplishments and their associated costs, staff is returning to Council ten months earlier than anticipated to seek authorization for additional funds. Allowing IT to continue to update and sustain the critical network infrastructure enabling City departments’ operations and the delivery of resident services.

To date, purchases from Insight under blanket purchase order 8481 total approximately $490,000. Staff estimates that IT will need additional funding of $650,000 through June 30, 2024, to maintain licenses and continue replacing and upgrading end of life network components. Maintaining the City’s network is a continuous two-step process of (1) consistently replacing aging and unsupported equipment; and (2) expanding the capabilities of the network as usage increases from the growing needs of residents and businesses looking for additional services from the City. For example, with increased functionality of the Tyler ERP system that will allow residents and businesses to conduct transactions electronically with the City, the foundational strength of the network infrastructure throughout City offices becomes very 280
important to ensure operations are handled securely and reliably. Systems that ensure public services can be rendered effectively, such as Police or Fire response, require a strong network framework running modern reliable equipment that is vendor or manufacturer supported.

This new requested purchase authorization with Insight Public Sector will enable continued progress by supporting the refresh and replacement of existing obsolete network components, software maintenance and security support essential for City services. In anticipation of these costs related to maintaining and upgrading the City’s foundational network infrastructure, staff requests authorization to extend the blanket purchase order through June 30, 2026, thus raising the not to exceed amount to $2,635,000, which is an increase of $1,865,000 over a 28 month period through June 30, 2026, allocated approximately as follows:

Description
Estimate
Expenditures
through FY 24
2/15/22 - 6/30/24
FY 24-25
Estimate
7/1/24 - 6/30/25
FY 25-26
Estimate
7/1/25 - 6/30/26

Total
Annual maintenance
support
$500,000 $250,000 $250,000 $1,000,000
Network
infrastructure
improvements
(modernize/replace)
$640,000 $400,000 $400,000 $1,440,000
Contingency
(10%)

$65,000 $65,000 $65,000 $195,000
Total

$1,205,000 $715,000 $715,000 $2,635,000

A ten percent contingency is included in anticipation of continued cost increases, an increase in City departments’ demand for IT services to support business process improvements (including the current ERP implementation), and unforeseen remediation and/or emergency equipment replacements.

Staff continues to compare pricing for its networking equipment and services from various sources. Specifically, as it relates to the City’s standardization on Cisco network equipment, Insight Public Sector has been assigned as our preferred provider by Cisco and is the technology value added reseller authorized in the City’s network infrastructure vendor agreement. Insight offers access to competitive public purchase agreements such as Omnia (formerly US Communities), National IPA Technology Solutions, and NASPO ValuePoint. The City is purchasing under the Omnia Partners Public Sector Contract No. 4400006644 purchasing group.

STRATEGIC PRIORITIES

This agenda item supports the Organizational Effectiveness strategy. The purpose of the Organizational Effectiveness strategy is to reinforce, stabilize, improve, and strengthen the organizational foundation of the City in order to build a modern, high-functioning City government that effectively and efficiently supports the operating departments in providing high-quality services and programs for our residents and businesses.

FINANCIAL IMPACT

The annual cost for keeping up-to-date software licensing and maintenance agreements for the City’s current network hardware and security software purchased through Insight is approximately $250,000. The annual cost of replacing and meeting City departments’ network hardware needs is expected to be approximately $400,000. These expenditures are paid from the IT Department's hardware, software, and services funds allocated in IT's current and future fiscal years' operational budget. Extending this purchase order through the end of fiscal year 2025-26 will allow the IT Department to meet its network-related obligations as well as plan for future updates and upgrades. 281

COMMITTEE OUTCOME

The Finance & Governance Committee approved 3-0 on April 25, 2023 to approve the staff recommendation and to forward the item for Council approval.

Prepared by: Gary Krumian, Programmer Analyst

ATTACHMENTS

1. PO 8481 Insight Public Sector

2. Presentation -City Council -Insight 05-16-23 L2

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283
284
285
Purchasing Authorization with Insight
Public Sector Inc. for information
technology goods and services
City Council
May 16, 2023
Helen Miller, Chief Information Officer
286
That the City Council approve and authorize the Mayor to extend Purchase Order 8481 with Insight Public Sector,
Inc. by revising its expiration date from February 15,
2024 to June 30, 2026 and raising the not to exceed
amount from $770,000 to $2,635,000 over an additional
28 month period
RECOMMENDATION 2
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Network Refresh
• Since Oct. 2019 average equipment age has been reduced from 12 years down to 5 years; however oldest components ~9 years old • Useful equipment life of this equipment is typically 5-7 years • Obsolescence introduces business continuity and cyber risks • Since Feb 2022, upgrade strategy has embraced:
• Current, modern network design/architecture concept that is fully- supported by manufacturer
• Architecture that’s scalable, resilient, agile, secure, efficient and expandable for evolving technology standards
• Automated City network services & internal controls reducing errors and administrative overhead
BACKGROUND –Computer Network Infrastructure 3
The City’s computer network infrastructure, comprised of 200+ physical components, supports the delivery of resident services across 27 city sites. 288
• Insight Public Sector, Inc is the technology value added reseller authorized in City’s network infrastructure vendor agreement
• Insight offers access to competitive public purchase agreements • Council approved PO 8481 in Feb 2022 for a 2-year $770,000 authorization that allowed the IT Department to use Insight for:
o Network equipment
o Infrastructure operations system software
o Associated maintenance and support agreements
o Infrastructure operations professional services
BACKGROUND – Vendor 4
A blanket purchase authorization provides flexibility for the City’s short and long term business-technology success
289
Work Performed by IT Staff since February 2022
• Staff is returning to council 10 months earlier than anticipated to provide an update of accomplishments and seek additional time and spending authorization
• Replaced network hardware and/or associated systems software at:
• City Hall Annex building
• Public Works Administration building
• Main Library
• Wastewater facilities
• Fire Administration building
• Emergency Operations Center
• Fire stations 1, 6 and 7
• Fleet administration offices
• City Attorney’s office
ACCOMPLISHMENTS 5
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Scope of Work
• Extension of PO time and NTE spending authorization will allow for scheduled replacements and a contingency for unforeseeable needs in times of crisis – both man-made and natural
• Cost includes license, maintenance, software updates, and associated infrastructure operations professional services for network to run optimally and to be protected from malicious threats
• Provides continued network refresh and minor upgrades for all facilities through the City’s work locations
• This renewal adds $1,865,000 over the next 28 month period through June 30, 2026 for a total NTE of $2,635,000
NEEDS AND DETAILS 6
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Actual and projected expenditures by category with vendor since Feb 2022 through June 2026:
7NEEDS AND DETAILS
These expenditures are paid from the IT Department’s hardware, software, and services funds allocated in IT’s current and future fiscal years’ operational budget

Description
Estimated Expenditures
through FY 24
2/15/22 - 6/30/24
FY 24-25 Estimate
7/1/24 - 6/30/25
FY 25-26 Estimate
7/1/25 - 6/30/26

Total
Annual maintenance
support
$500,000 $250,000 $250,000 $1,000,000
Network infrastructure
improvements
(modernize/replace)
$640,000 $400,000 $400,000 $1,440,000
Contingency (10%) $65,000 $65,000 $65,000 $195,000 Total $1,205,000 $715,000 $715,000 $2,635,000 292
That the City Council approve and authorize the Mayor to extend Purchase Order 8481 with Insight Public Sector,
Inc. by revising its expiration date from February 15,
2024 to June 30, 2026 and raising the not to exceed
amount from $770,000 to $2,635,000 over an additional
28 month period
RECOMMENDATION 8
293

QUESTIONS
9 294

CITY COUNCIL AGENDA REPORT

REPORTS
AGENDA ITEM NO. N.3

DATE: May 16, 2023

TO: City Council

FROM: Emilio Ramirez, Housing Director, (805) 385-8094, [email protected]

SUBJECT: Acquisition of Real Property at 2900 Saviers Road in Support of the Oxnard Police Department for a Future Precinct in South Oxnard. (10 minutes)

RECOMMENDATION

That the City Council:

1. Approve the acquisition of property located at 2900 Saviers Road for the future development of an Oxnard Police Department precinct; and

2. Appropriate $2,400,000 from the General Fund reserve for the purchase of the property; and

3. Authorize the City Manager or his designee to execute any and all documents necessary to facilitate this transaction.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/NDZ7ljttDhk

BACKGROUND

The existing Police Headquarters Building (Headquarters), located at 251 South 'C' Street, is nearly fifty years old, and was built for a much smaller city and police department. The City has since grown significantly and continues to grow, with a large amount of the growth occurring in the northern part of the City. As the City continues to grow, another police facility (Precinct) will be needed to meet service demands. With the addition of a Precinct building, the current Headquarters facility would remain as the Police Department’s principal facility, and would mainly support the northern portion of the City (north of Wooley Road). A new Precinct in South Oxnard would focus on service delivery in South Oxnard. To best serve the growing community and its needs, the ideal site for a Precinct would be centrally located within South Oxnard, and situated on (or very close to) significant travel routes, including public transportation. The facility should also be accessible on two or more sides of the property, and be accessible to the public.

Staff identified real property that met the ideal site parameters. The site is approximately 1.1 acres and improved with a vacant four-story office building located at 2900 Saviers Road (the “Property”).

On January 3, 2023, the City Council directed staff to negotiate the purchase of the Property subject to an appraisal and approval by the full City Council. Since that time, staff have engaged the contracted real property services and broker, CBRE, to represent the City for this transaction. The due diligence period included a site inspection, environmental assessment, document review of encumbrances, and an appraisal. The review of encumbrances identified three prepaid and long-term rooftop cell tower leases, which the City of Oxnard would have to assume. The existing wireless leases were entered into in the 1990s and the rights to these leases were sold in 2021, to a third party, Wireless Propco, for a 65- year period. Subject to that 2021 agreement, Wireless Propco has an exclusive easement over the roof of the building and a non-exclusive access easement over the entire property. Redevelopment of the site must comply with the 2021 agreement, which can include relocation of the wireless facilities (on or offsite) or buying out the value.

Staff completed an appraisal of the subject property, which considered the condition of the property and known 295
encumbrances. The appraisal identified a market value of $2,705,000.

Additionally, staff procured an inspection of the property, building and systems, which identified an inoperable heating, ventilation, and air conditioning system plus non-working elevators. After further negotiations, the seller agreed to repair the elevators and a further price reduction of $366,000 for a final and total purchase price of $2,339,000.

DISCUSSION

The City of Oxnard intends to eventually develop the property into the Police Department’s South Oxnard Precinct. City leadership and the Police Chief agree that as the City of Oxnard continues to grow, a precinct building at this location will provide better policing services for all South Oxnard. The 2900 Saviers Road location is optimal in terms of it being centrally located in South Oxnard, and is situated at major thoroughfares at Channel Islands Boulevard and Saviers Road.

Persons in South Oxnard would have enhanced access to public safety services much closer to their neighborhoods and businesses.

Staff anticipates redevelopment of the property for such a Precinct in approximately next ten (10) years. As such, staff has not completed design specifications for the future development. During the interim ten-year period, the property is anticipated to remain vacant and the City of Oxnard will incur a duty and cost to maintain the property. Staff estimates an annual maintenance cost of approximately $100.000 per year, subject to a further review of the complete systems and a determination of the extent to which utilities must be maintained in operation.

STRATEGIC PRIORITIES

This agenda item supports the Quality of Life strategy. The purpose of the Quality of Life strategy is to restore and increase quality services and programs that enrich Oxnard's diverse community, promotes safe neighborhoods, encourages community engagement, and supports our residents in their efforts to improve their quality of life.

This agenda item supports Public Safety strategy. The purpose of the Public Safety strategy is to restore and modernize the delivery of public safety services to provide for the safety of our neighborhoods and health of our community.

FINANCIAL IMPACT

Staff proposes to appropriate $2,400,000 from the General Funds reserves for this acquisition and the related costs. There are sufficient funds on reserve to pay for the expenses of this transaction estimated not to exceed $2,400,000. The broker fees in the amount of $81,150 will be paid by the seller as a transaction cost.

COMMITTEE OUTCOME

This item did not originate in committee.

Prepared by: Emilio Ramirez, Housing Director

ATTACHMENTS

1. Purchase and Sale Agreement

2. Powerpoint Presentation Acquisition of Savier Rd.

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ACQUISITION OF REAL PROPERTY IN SUPPORT

OF THE OXNARD POLICE DEPARTMENT FOR A

FUTURE PRECINCT
Emilio Ramirez, Director
Housing Department
City Council
May 16, 2023
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OXNARD POLICE DEPARTMENT IN SOUTH OXNARD 2
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2900 SAVIERS ROAD 3
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SITE CONDITIONS 4
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RECOMMEDATION
That the City Council:

1. Approve the acquisition of 2900 Saviors Road for future use of the Oxnard Police Department; and

2. Appropriate $2,400,000 from the General Fund reserve to pay the purchase price and related costs.

3. Authorize the City Manager or his designee to execute any and all documents necessary to facilitate this transaction. 5 320

END OF PRESENTATION
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CITY COUNCIL AGENDA REPORT

REPORTS
AGENDA ITEM NO. N.4

DATE: May 16, 2023

TO: City Council

FROM: Michael Wolfe, Public Works Director, (805) 385-8055, [email protected]

SUBJECT: Adoption of Ordinance No. 3028 Establishing New Water Rates, Fees and Charges. (20 minutes)

RECOMMENDATION

That the City Council:

1. Adopt Ordinance No. 3028 entitled "Ordinance of the City Council of the City of Oxnard to Establish Water Rate and Fee Increases for Customer Use and Service from the City Water Service;" and

2. Find that CEQA does not apply to this ordinance pursuant to Public Resource Code sections 21080(b)(8) and 21083 in conjunction with the exemption listed in title 14 California Code of Regulations section 15273.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/cDYCdov4dBE

BACKGROUND

The City of Oxnard’s Water Division serves residential, commercial, industrial, institutional and agricultural customers.

As the largest city in Ventura County, the City’s water utility serves potable water to more than 43,000 service connections. Approximately 85% of those services are single and multi-family residential.

The City’s water system includes: ten groundwater wells, five connections from the United Water Conservation District, five connections from the Calleguas Municipal Water District, one reverse osmosis treatment plant, six blending stations, more than 500 miles of transmission and distribution pipelines, approximately 43,000 Meters and appurtenances, and a network of remote pressure monitoring stations.

As a separate Enterprise Fund, the Water Utility relies mainly on revenues paid through customer water and recycled water rates to fund daily operations and maintenance, repairs, capital improvements to renew and replace aging infrastructure, cover debt service payments, and appropriate reserves. The Oxnard community owns its water system and its financial health is an important responsibility shared between our customers, community leaders, and staff. Providing a safe and reliable water supply for public health and safety is the utmost priority.

In August 2022, the City authorized Raftelis to perform a water cost of service analysis and rate study to develop the cost of service-based water rates. Raftelis is recognized as a leading rate consultant in California and works with utilities to design water rates to achieve financial balance and maintain financial sustainability.

The results of the water cost of service analysis indicated a significant revenue shortfall and financial deficit if water rates and fees were not increased. The rate study analyzed critical components of the Water Utility to establish appropriate water rates, which include but are not limited to costs for purchased water; water treatment; water distribution system; customer service; maintenance; general and administrative; testing; debt service; reserves; and capital improvements.

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Additionally, the rate study examined various scenarios to structure an appropriate rate for the needed capital projects, debt coverage and reserves. The City Council provided earlier guidance that a low to moderate capital improvement program be implemented, because this would have a lower impact on customers' bills.

DISCUSSION

Prior to the City increasing any property-related fee, such as water rates, the City must comply with Proposition 218. On or about March 13-15, 2023, the City mailed out 85,957 Public Notices, as required by Proposition 218, to all property owners that receive water utility services and all water utility customers. The Public Notice provided information on the City’s proposed water rate and fee increases, the proposed impact to water customer utility bills, the date of the Public Hearing on the proposed rate increases, as well as information on how to protest water rate increases along with a protest form and instructions on how to complete the form. State law required the City to mail the Public Notice at least 45 days prior to the Public Hearing.

The Public Hearing on the proposed water rate increases was held on May 2, 2023, at the Oxnard City Council Chambers. The City Council conducted a public hearing in which the Council Members received public testimony and written public comments regarding the proposed water rate increases. Council members responded to questions from the public and asked questions to City Staff and the City’s Consultant Raftelis regarding the proposed water rate increases. The Council members considered all information presented on whether to approve or deny a water rate increase.

After all comments from the public were received at the hearing, the Mayor on Motion closed the public hearing. After the close of the public hearing the City Clerk counted the water rate protests in view of the public in attendance at the hearing. The City Clerk announced that 1432 protests had been counted and there were not enough protests received to validate the protests. A majority protest was not achieved. In order to achieve a majority protest and halt any water rate increase the City needed to receive 21,929 protests.

The City Council voted to take the recommended action which included conducting a public hearing, introducing and waiving further reading of a proposed ordinance to increase water rates and make a finding that CEQA does not apply to the ordinance. The City Council voted 7-0 in favor of adopting the proposed water rates.

If adopted, this ordinance will result in adjusted water rates for all customers beginning July 1, 2023, and continuing for the next five years. The ordinance allows for adjustments for increased wholesale water costs, after notice to customers and automatic revenue adjustments beginning July 1, 2024. The increase in water rates will provide the revenue requirements necessary to adequately operate the City’s water system and maintain the financial health of the Water Fund and provide its customers with safe and reliable drinking water.

STRATEGIC PRIORITIES

This agenda item supports the Infrastructure and Natural Resources strategy. The purpose of the Infrastructure and Natural Resources strategy is to preserve and improve our roads, utilities, parks, trees, water supply and natural resources through effective planning, prioritization, and an equitable and efficient use of available funding.

FINANCIAL IMPACT

Passage of the proposed ordinance will increase funding to the Water Enterprise Fund and provide necessary financial support needed to sustain the Water Division. Without passage of the new rates operations will be decreased, maintenance will be deferred, and capital projects will be stalled.

COMMITTEE OUTCOME

This item did not originate in Committee.

Prepared by: Joseph Marcinko, Assistant Public Works Director

ATTACHMENTS

1. Ordinance 3028
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2. Presentation

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Adoption of Ordinance 3028 Establishing New
Water Rates, Fees and Charges
City Council
May 16, 2023
Joseph Marcinko
Assistant Public Works Director
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That the City Council:

1. Adopt Ordinance No. 3028 entitled, “Ordinance of the City Council of the City of Oxnard to Establish Water Rate and Fee Increases for Customer Use and Service from the City Water Service” ; and

2. Find that CEQA does not apply to this ordinance pursuant to Public Resource Code sections 21080(b)(8) and 21083 in conjunction with the exemption listed in 14 California Code of Regulations section 15273.

RECOMMENDATION 2
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• City of Oxnard provides water to over 43,000 connections with a population of over 200,000 residents. • The water system includes ten groundwater wells, five connections with United Water, five connection with Calleguas, a reverse osmosis plant, six blending stations, and over 500 miles of water pipelines. • Water Fund relies on revenues collected from rates.
• Safe Reliable water is necessary for public health and safety.

BACKGROUND 3
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• August 2022: Raftelis started a water cost of service analysis and rate study to develop cost of service-based rates.
• Cost of service analysis concluded significant revenue shortfall and financial deficit if rates and fees were not adjusted. • City Council provided guidance on the low-to-moderate capital improvement program to minimize impact to customers.

BACKGROUND 4
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Prop 218 Notice:
• March 13-15, 2023- City completed sending Proposition 218 Public Notices.
• The Public Notice informed customers and parcel owners of the proposed rate and fee increases.
• The Public Notice provided Information on how to participate in the Public hearing and complete and submit a protest, which was included in the Notice.

DISCUSSION 5
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Public Hearing:
• Held on May 2, 2023 City Council Chambers.
• Members of the Public offered T estimony and protests were received at the hearing.
• City Council asked questions to City Staff and Raftelis staff regarding the rate increases.
• City Council considered all information relevant to approving or denying the proposed rate increases.

DISCUSSION 6
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Protest Count and Council Action:
• The City Clerk counted all of the Prop 218 protests in view of the public, and1,432 protests were received.
• A majority protest was not obtained.
• Council voted 7-0 in favor of adopting the proposed water rates. • If adopted, annual rate adjustments will begin on July 1, 2023 and be in effect until 2027.

DISCUSSION 7
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This agenda item supports the Infrastructure and Natural Resources strategy. The purpose of the Infrastructure and Natural Resources strategy is to preserve and improve our roads, utilities, parks, trees, water supply and natural resources through effective planning, prioritization, and an equitable and efficient use of available funding.

STRATEGIC PRIORITIES 8
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• Passage of the proposed ordinance will increase funding to the Water Enterprise Fund and provide necessary financial support needed to sustain the Water Division.
• Without passage of the new rates operations will be decreased, maintenance will be deferred, and capital projects will be stalled.

FINANCIAL IMPACT 9
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QUESTIONS
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