Pinole City Council
January 16, 2024

CITY COUNCIL
Maureen Toms, Mayor
Cameron Sasai, Mayor Pro Tem
Anthony Tave, Council Member
Norma Martínez-Rubin, Council Member
Devin T. Murphy, Council Member

PINOLE CITY COUNCIL

MEETING AGENDA
January 16, 2024
5:00 PM
Attend in Person: PINOLE CITY COUNCIL CHAMBERS - 2131 PEAR STREET OR
Attend VIA ZOOM TELECONFERENCE – Details provided below How to Submit Public Comments:

In Person:

Attend meeting at the Pinole City Council Chambers, fill out a yellow public comment card and submit it to the City Clerk.

Via Zoom:

Members of the public may submit a live remote public comment via Zoom video conferencing. Download the Zoom mobile app from the Apple Appstore or Google Play. If you are using a desktop computer, you can test your connection to Zoom by clicking here. Zoom also allows you to join the meeting by phone.

From a PC, Mac, iPad, iPhone or Android:
https://us02web.zoom.us/j/89335000272
Webinar ID: 893 3500 0272
By phone: +1 (669) 900-6833 or +1 (253) 215-8782 or +1 (346) 248-7799 • Speakers will be asked to provide their name and city of residence, although providing this is not required for participation.
• Each speaker will be afforded up to 3 minutes to speak (subject to modification by the Mayor) • Speakers will be muted until their opportunity to provide public comment.

When the Mayor opens the comment period for the item you wish to speak on, please use the “raise hand” feature (or press *9 if connecting via telephone) which will alert staff that you have a comment to provide and press *6 to unmute. To comment with your video enabled, please let the City Clerk know you would like to turn your camera on once you are called to speak.

Written Comments:

All comments received before 3:00 pm the day of the meeting will be posted on the City’s website on the agenda page (Agenda Page Link) and provided to the City Council prior to the meeting. Written comments will not be read aloud during the meeting. Email comments to [email protected] Please indicate which item on the agenda you are commenting on in the subject line of your email.

City Council
Agenda - January 16, 2024

OTHER WAYS TO WATCH THE MEETING
LIVE ON CHANNEL 26. They are retelecast the following week. The Community TV Channel 26 schedule is published on the city’s website at www.ci.pinole.ca.us.

VIDEO-STREAMED LIVE ON THE CITY’S WEBSITE, www.ci.pinole.ca.us and remain archived on the site for five (5) years.

If none of these options are available to you, or you need assistance with public comment, please contact the City Clerk, Heather Bell at (510) 724-8928 or [email protected]..

Americans With Disabilities Act: In compliance with the Americans With Disabilities Act of 1990, if you need special assistance to participate in a City Meeting or you need a copy of the agenda, or the agenda packet in an appropriate alternative format, please contact the City Clerk’s Office at (510) 724-8928. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Note: Staff reports are available for inspection on the City Website at www.ci.pinole.ca.us. You may also contact the City Clerk via e-mail at [email protected].

Ralph M. Brown Act. Gov. Code § 54950. In enacting this chapter, the Legislature finds and declares that the public commissions, boards and councils and the other public agencies in this State exist to aid in the conduct of the people's business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly. The people of this State do not yield their sovereignty to the agencies, which serve them. The people, in delegating authority, do not give their public servants the right to decide what is good for the people to know and what is not good for them to know. The people insist on remaining informed so that they may retain control over the instruments they have created.

City Council
Agenda - January 16, 2024

1. CALL TO ORDER & PLEDGE OF ALLEGIANCE IN HONOR OF THE US MILITARY TROOPS

2. LAND ACKNOWLEDGMENT
Before we begin, we would like to acknowledge the Ohlone people, who are the traditional custodians of this land. We pay our respects to the Ohlone elders, past, present, and future, who call this place, Ohlone Land, the land that Pinole sits upon, their home. We are proud to continue their tradition of coming together and growing as a community. We thank the Ohlone community for their stewardship and support, and we look forward to strengthening our ties as we continue our relationship of mutual respect and understanding.

3. ROLL CALL, CITY CLERK’S REPORT & STATEMENT OF CONFLICT An official who has a conflict must, prior to consideration of the decision: (1) publicly identify in detail the financial interest that causes the conflict; (2) recuse himself /herself from discussing and voting on the matter; and (3) leave the room until after the decision has been made, Cal. Gov't Code § 87105.

4. CONVENE TO A CLOSED SESSION
Citizens may address the Council regarding a Closed Session item prior to the Council adjourning into the Closed Session, by first providing a speaker card to the City Clerk.

A. CONFERENCE WITH LABOR NEGOTIATORS
Gov. Code § 54957.6
Agency designated representatives: Greg Ramirez, IEDA Employee organization:

Management Compensation Plan (MCP)

5. RECONVENE IN OPEN SESSION TO ANNOUNCE RESULTS OF CLOSED SESSION

6. CITIZENS TO BE HEARD (Public Comments)
Citizens may provide comments to the City Council on any matter not listed as an agenda item on this Council Meeting's Agenda. Citizens may speak for 3 minutes subject to modification by the Mayor.

Individuals may not share or offer time to another speaker. Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting. PLEASE SEE THE COVERSHEET OF THE AGENDA FOR

INSTRUCTIONS ON HOW TO SUBMIT PUBLIC COMMENTS

7. RECOGNITIONS / PRESENTATIONS / COMMUNITY EVENTS
A. Proclamations

1. Recognizing Police Officer of the Year

2. Recognizing Jose Hernandez and Norman Montiel-Garay for their Heroism in Stopping a Carjacking in Pinole

3. Recognizing Firefighter of the Year

4. Martin Luther King Jr. Day

5. National Day Of Racial Healing

6. Holocaust Day of Remembrance
B. Presentations
None

8. REPORTS & COMMUNICATIONS
A. Mayor Report
City Council
Agenda - January 16, 2024

1. Announcements
B. Mayoral & Council Appointments
C. City Council Committee Reports & Communications
D. Council Requests for Future Agenda Items
E. City Manager Report / Department Staff
F. City Attorney Report

9. CONSENT CALENDAR
All matters under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted by one motion and without discussion. If, however, any interested party or Council member(s) wishes to comment on an item, they may do so before action is taken on the Consent Calendar. Following comments, if a Council member wishes to discuss an item, it will be removed from the Consent Calendar and taken up in order after adoption of the Consent Calendar.

A. Approve the Minutes of the Regular City Council Meeting on December 5, 2023.

B. Receive the December 2, 2023 – January 12, 2024 List of Warrants in the Amount of $2,622,428.60, the December 8, 2023 Payroll in the amount of $523,176.33, the December 22, 2023 Payroll in the amount of $514,089.35, and the January 5, 2024 Payroll in the amount of $616,892.96.

C. Adopt A Resolution Approving Side Letter Agreement To The Memorandum Of Understanding Between The City And AFSCME Local 1 To Amend Article II – Recognition And Attachment A – Salary Schedule Action: Adopt Resolution per Staff Recommendation (Stacy Shell, Charlene Davis)
D. Receive The Quarterly Report On Implementation Of The Strategic Plan For Fiscal Year (FY) 2023-24 First Quarter Action: Receive Report (Neil Gang, Fiona Epps) E. Authorize The City Manager To Execute The Purchase Of Vehicles For Public Works Operations And Maintenance Division At A Total Cost Not To Exceed $128,000 Action:

Adopt Resolution per Staff Recommendation (Joseph Bingaman, Sanjay Mishra) F. Adopt a Resolution Authorizing the Interim City Manager to Execute a Contract with Client First Technology Consulting through FY23/24 for System Administration Support and Implementation of New Permitting/Licensing System
Action: Adopt a Resolution per Staff Recommendation (Lilly Whalen, Sanjay Mishra) G. Award A Contract For Engineering Services For The RO2302 Safety Improvements On Arterial Roadways Project (CIP Project # RO2302) To CSW/Stuber-Stroeh Engineering Group In An Amount Not To Exceed $37,000 Action: Adopt Resolution per Staff Recommendation (Sanjay Mishra)
H. Approve the 2024 Council Committee Assignment List Action: Adopt Resolution per Staff Recommendation (Heather Bell)
I. Adopt a Resolution Amending the On-Call Agreement with M-Group for Fiscal Year 2023- 2024 Action: Adopt Resolution per Staff Recommendation (David Hanham) City Council
Agenda - January 16, 2024

J. Adopt a Resolution Authorizing Designated City Staff to Accept Disaster-Related Financial Assistance from Federal and State Programs. Action: Adopt Resolution per Staff Recommendation. (Markisha Guillory)
K. Adopt a Resolution to Approve the Successor Agency Recognized Obligation Payment Schedule (ROPS) for Fiscal Year 2024-2025 Action: Adopt a Resolution per staff recommendation. (Markisha Guillory)
L. Adopt a Resolution to accept the Safety Improvements at Tennent Ave/Pear & Plum St (CIP Project # RO2304) as complete and approve filing a Notice of Completion Action: Adopt Resolution per Staff Recommendation (Sanjay Mishra)

10. PUBLIC HEARINGS
Citizens wishing to speak regarding a Public Hearing item should fill out a speaker card prior to the completion of the presentation, by first providing a speaker card to the City Clerk. An official who engaged in an ex parte communication that is the subject of a Public Hearing must disclose the communication on the record prior to the start of the Public Hearing.

A. Introduce And Waive First Reading Of Ordinance Amending Chapter 17.54 Of The Pinole Municipal Code To Include A Prohibition On Political And Campaign Signs Action: Introduce and waive first reading of Ordinance. (Eric Casher)

11. OLD BUSINESS
None

12. NEW BUSINESS
A. Revised Long-Term Financial Forecast and Results of City Council-Directed Forecast Scenarios Action: Adopt Resolution per Staff Recommendation (Markisha Guillory)

13. CITIZENS TO BE HEARD (Continued from Item 6) (Public Comments) Open only to members of the public who did not speak under the first Citizens to Be Heard, Agenda Item 6 Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes for City Council items and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future meeting.

14. ADJOURNMENT to the Regular City Council Meeting of February 6, 2024 in Remembrance of Amber Swartz.

I hereby certify under the laws of the State of California that the foregoing Agenda was posted on the bulletin board at the main entrance of Pinole City Hall, 2131 Pear Street Pinole, CA, and on the City’s website, not less than 72 hours prior to the meeting date set forth on this agenda. _______________________
Heather Bell, CMC
City Clerk
POSTED: 4:30 pm

Pinole City Council Regular Meeting
Minutes – December 5, 2023

CITY COUNCIL MEETING

MINUTES
December 5, 2023

1. CALL TO ORDER & PLEDGE OF ALLEGIANCE IN HONOR OF THE US MILITARY TROOPS
The City Council Meeting was held in a hybrid format (in-person and via Zoom videoconference and broadcast) from the Pinole Council Chambers, 2131 Pear Street, Pinole, California. Mayor Murphy called the Regular Meeting of the City Council to order at 5:03 p.m. and led the Pledge of Allegiance.

2. LAND ACKNOWLEDGEMENT
Before we begin, we would like to acknowledge the Ohlone people, who are the traditional custodians of this land. We pay our respects to the Ohlone elders, past, present and future, who call this place, Ohlone Land, the land that Pinole sits upon, their home. We are proud to continue their tradition of coming together and growing as a community. We thank the Ohlone community for their stewardship and support, and we look forward to strengthening our ties as we continue our relationship of mutual respect and understanding.

3. ROLL CALL, CITY CLERK’S REPORT & STATEMENT OF CONFLICT An official who has a conflict must, prior to consideration of the decision; (1) publicly identify in detail the financial interest that causes the conflict; (2) recuse himself/herself from discussing and voting on the matter; and (3) leave the room until after the decision has been made, Cal. Gov. Code § 87105.

A. COUNCILMEMBERS PRESENT
Devin Murphy, Mayor
Maureen Toms, Mayor Pro Tem
Norma Martinez-Rubin, Council Member
Cameron Sasai, Council Member
Anthony Tave*, Council Member
*Arrived After Roll Call
B. STAFF PRESENT
Neil Gang, Interim City Manager
Heather Bell, City Clerk
Eric Casher, City Attorney
Sanjay Mishra, Public Works Director
Markisha Guillory, Finance Director
Roxane Stone, Deputy City Clerk
City Clerk Heather Bell announced the agenda had been posted on Thursday, December 1, 2023 at 3:00 p.m. with all legally required written notices. Written comments received in advance of the meeting had been posted online, distributed to staff and the City Council and made available in the Council Chambers for the public.

Following an inquiry, the Council reported there were no conflicts with any items on the agenda.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

4. CONVENE TO A CLOSED SESSION:

Citizens may address the Council regarding a Closed Session item prior to the Council adjourning into the Closed Session, by first providing a speaker card to the City Clerk.

A. CONFERENCE WITH LABOR NEGOTIATORS
Gov. Code § 54957.6
Agency designated representatives: Interim City Manager, Neil Gang; City Attorney, Eric Casher; Human Resources Director, Stacy Shell and Greg Ramirez, IEDA
Employee organization: Pinole Police Employees Association (PPEA) and AFSCME, Local 1
B. CONFERENCE WITH LABOR NEGOTIATORS
Gov. Code § 54957.6
Agency designated representatives: Greg Ramirez, IEDA
Employee organization: Management Compensation Plan (MCP)

PUBLIC COMMENTS OPENED
Deputy City Clerk Roxane Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED

5. RECONVENE IN OPEN SESSION TO ANNOUNCE RESULTS OF CLOSED SESSION At 6:19 p.m., Mayor Murphy reconvened the meeting into open session. There was no reportable action from the Closed Session.

6. CITIZENS TO BE HEARD (Public Comments)
Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting.

Ann Moriarty, Friends of Pinole Creek Watershed, Pinole, expressed her appreciation to Council members Martinez-Rubin, Mayor Pro Tem Toms, and Mayor Murphy for their work on various projects in support of Pinole Creek and for their commitment to green infrastructure and parks. In highlighting the three Council members, she also highlighted mutual priorities everyone could agree upon, including the value of Pinole Creek and its watershed to the community. She looked forward to working with the entire City Council to work towards shared values and priorities.

Rafael Menis, Pinole, reminded everyone that vaccinations were available for the flu, Coronavirus and RSV, and depending on the age group, two or all three vaccinations had been recommended.

He also commented that during the November 7, 2023 City Council meeting and the discussion of the Mayoral rotation, there had been several statements made by Council members and members of the public that he suggested did not fit the level of decorum the City Council should strive to achieve.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Through the Mayor to Council member Martinez-Rubin, Mr. Menis requested that Council member Martinez-Rubin withdraw her statement that she was of the opinion that some people voted for Mayor Murphy because he was of Irish descent and there was no valid basis to assume he was not, which reflected poorly on Council member Martinez-Rubin and the City Council, and while she may have been acting in good intent and meant no maliciousness by the statement, he stated it would benefit the City Council and the community to have that statement be formally withdrawn.

He urged all Council members to work together in the spirit of good will and in the spirit of the holidays. He otherwise wished everyone a Happy Holiday.

Chris Palomo, Pinole, Field Representative for Norcal Carpenter’s Union, Local 152, spoke to labor standards and suggested it was crucial to elevate labor standards and ensure fairness for all workers involved in building in the City of Pinole, to include livable wages, access to health care and the implementation of joint apprenticeship programs. By elevating those standards, it would lead to a more equitable and prosperous City, workers would thrive, the entire community would reap the benefits and prioritizing fairness and accountability would provide a stronger foundation for future growth and success in Pinole.

7. REPORTS & COMMUNICATIONS
A. Mayor Report

1. Announcements
Mayor Murphy reported on the work of Marin Clean Energy (MCE) and its aggressive outreach and activities to bring in more funding for residents and customers of MCE, with $7.5 million in grants and research activities coming in from the state and federal government. He reported that MCE had recently received a grant in the amount of $168 million from the California Public Utilities Commission (PUC) to ensure residents had access to funding for all electric upgrades and home retrofitting; $1 million would come from the U.S. Department of Energy to the community, and over 30 community-based organizations had been invited to provide input on the location of electric vehicle charging (EV) stations and micro-mobility options. Everyone was encouraged to review MCE’s activities. In addition, the City of Hercules had been voted in to become a member of MCE and would be fully on-board in 2025.

Mayor Murphy also reported on his attendance at the National League of Cities Conference and highlighted the Mayors’ Task Force for Education. He would be meeting with the Superintendent of the West Contra Costa Unified School District (WCCUSD) soon on how to support the program, and he invited the City Council and staff to the first Annual City Schools Tour scheduled for Friday, December 8, 2023, which would involve a tour of all schools in the WCCUSD. He also briefed the City Council on discussions of a local infrastructure hub.

Mayor Murphy further reported that he attended the Holiday Tree Lighting ceremony and he thanked all staff, the City Council and the community for the successful event. He also thanked the St. Joseph School community and the Parent Teacher Association (PTA) for hosting the great start to the holiday period with its first Sunday of the month of December event.

B. Mayoral & Council Appointments: None
C. City Council Committee Reports & Communications

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Mayor Pro Tem Toms reported she had attended a meeting of the WestCAT Board of Directors and highlighted the discussions including changes in the way payment for parking would be done, the formal agreement between WestCAT drivers and maintenance staff, budget reserves, and with a change in the Board meeting start time to 6:00 p.m. in 2024. She had participated in the Ruby Bridges Walk to School Day with Ellerhorst Elementary School when the principal had encouraged the City Council and staff to participate in 2024. She had also attended the Association of Bay Area Governments (ABAG) Executive Board meeting and briefed the City Council on the approval of Priority Development Areas (PDAs) throughout the Bay Area. In addition, she had attended an MCE Board meeting and briefed the City Council on the approval of the City of Hercules to join MCE and a presentation on assistance available to MCE customers experiencing trouble with the payment of their bills. She expressed her appreciation to staff and all community participants in putting together the Holiday Tree Lighting activities.

Council member Tave reported he had attended the Holiday Tree Lighting ceremony and he too thanked City staff, particularly the Public Works Department.

Council member Martinez-Rubin reported she had been part of the National Association of Latino Elected Officials Conference in Newport Beach with a focus on health and briefed the City Council on the discussions. She otherwise wished everyone a happy and healthy holiday season.

Council member Sasai reported he had attended the WestCAT Board of Directors meeting and briefed the City Council on a presentation from the California v. Hate Initiative, which had also been presented to the City Council at its prior meeting. He thanked the City Council and the WestCAT Board of Directors for taking action and for allocating resources to expand resources to combat and report hate crimes. He had also attended the MAC Permanent Beauty Grand Opening, a local Filipino owned business, the Board of Supervisors Luncheon hosted by the Industrial Association of Contra Costa County, and the Holiday Tree Lighting ceremony.

PUBLIC COMMENTS OPENED (Items 7A through 7C)
Deputy City Clerk Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED
D. Council Requests for Future Agenda Items
Mayor Pro Tem Toms requested a report, not necessarily as a future agenda item, to the City Council on the projection of the quarterly reports from different City Departments and an outlook calendar of those meetings.

ACTION: Motion by Council member Sasai/ Mayor Murphy for a staff level presentation on the City’s ability to place restrictions on the size and weight of vehicles traveling on the San Pablo Avenue Corridor in the City of Pinole.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None

Pinole City Council Regular Meeting
Minutes – December 5, 2023

ACTION: Motion by Council members Sasai/Tave for a discussion to initiate a regional feasibility study in partnership with the Contra Costa Transportation Authority and neighboring cities for a dynamic personal micro-transit project in the City of Pinole and other areas in West Contra Costa County.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
ACTION: Motion by Mayor Murphy/Council member Sasai for a proclamation to recognize the 50th Anniversary of Fiat Music Company.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
ACTION: Motion by Mayor Murphy/Mayor Pro Tem Toms for a discussion to consider membership confirmation and budget appropriation for the National League of Cities.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
Mayor Murphy offered a motion, seconded by Council member Sasai for a discussion to create an Ad-Hoc Committee for Interdepartmental Grant Research, Writing and Management.

On the motion, Council member Martinez-Rubin clarified with the Mayor the composition of the potential Ad-Hoc Committee would be discussed as part of the future agenda item.

ACTION: Motion by Mayor Murphy/Council member Sasai for a discussion to create an Ad-Hoc Committee for Interdepartmental Grant Research, Writing and Management.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
ACTION: Motion by Council member Martinez-Rubin/Mayor Pro Tem Toms for a proclamation to recognize the 50th Anniversary of the Pinole Historical Society.

Vote: Passed 5-0

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None

PUBLIC COMMENTS OPENED
Deputy City Clerk Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED
E. City Manager Report / Department Staff
Interim City Manager Neil Gang provided an update on the City’s Emergency Operations Plan (EOP). The City had contracted with a consultant to begin the review and development process to update the City’s EOP and would work with the City’s Departments in coordination with the Police Department to revise and finalize the EOP with anticipated completion in March 2024.

Once complete, the consultant would facilitate an orientation workshop, training and tabletop exercise.

Interim City Manager Gang also provided an update of Public Works Department activities including tree lighting in the downtown; the filling of ten potholes and work with the electrical vendor to resolve lighting issues in the areas of Pinole Valley Road, Sprouts, Kaiser, near the MOD Pizza area and I-880/San Pablo Avenue; and the seal and rehabilitation of the intersection at Marlesta Road and Appian Way prior to the contractor slurry sealing and the entire parking lot at Bayfront Park.

Interim City Manager Gang also reminded everyone that City Hall would be closed to the public for the holiday on December 26 through December 30 and reopen on Tuesday, January 2, 2024.

He too commented on the success of the Holiday Tree Lighting ceremony and he thanked all staff involved.

F. City Attorney Report
City Attorney Eric Casher wished everyone a safe and happy holiday.

PUBLIC COMMENTS OPENED (Items 7E through 7F)
Deputy City Clerk Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED

8. RECOGNITIONS / PRESENTATIONS / COMMNUNITY EVENTS
A. Proclamations

1. Transgender Day of Remembrance

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Mayor Murphy read into the record a proclamation recognizing November 20, 2023 as Transgender Day of Remembrance.

PUBLIC COMMENTS OPENED
Rafael Menis, Pinole, reported it was traditional on the Transgender Day of Remembrance to list the names of those individuals who had been killed for their identity in the past year, and he read into the record 33 names of those who had died in 2023. He asked that those individuals be remembered as part of the Transgender Day of Remembrance and that everyone dedicate their lives to ensure others’ lives were not cut short for fully being themselves.

PUBLIC COMMENTS CLOSED
B. Presentations

1. Reading from “Imaginative Short Stories, Volume 2” by Isabella Tucker, Writing Contest Winner
Isabella Tucker read “Imaginative Short Stories, Volume 2” into the record, and urged the City Council to remember to buy Girl Scout cookies in January.

Mayor Murphy thanked Ms. Tucker for reading her story into the record and looked forward to hearing more of her stories.

2. Recognizing Roxane Stone for achieving her Certified Municipal Clerk designation
The City Council recognized Deputy City Clerk Stone for achieving her Certified Municipal Clerk designation along with her other achievements during her six-year tenure with the City of Pinole.

PUBLIC COMMENTS OPENED
Roxane Stone thanked the City Council for the recognition, the City Clerk for her mentorship and friendship and other City staff and her family and friends present in the Council Chambers.

Dr. Marcie Hodge congratulated Mrs. Stone for achieving this milestone. She commended her dedication and recognized her family and friends and emphasized she had made everyone proud.

She wished her continued success.

PUBLIC COMMENTS CLOSED

9. CONSENT CALENDAR
All matters under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted by one motion and without discussion. If, however, any interested party or Council member(s) wishes to comment on an item, they may do so before action is taken on the Consent Calendar. Following comments, if a Council member wishes to discuss an item, it will be removed from the Consent Calendar and taken up in order after adoption of the Consent Calendar.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

A. Approve the Minutes of the Regular City Council Meeting on 11/07/23 B. Receive the November 4, 2023 – December 1, 2023 List of Warrants in the Amount of $970,320.07, the November 10, 2023 Payroll Amount of $490,550.76, and the November 24, 2023 2023 Payroll Amount of $498,231.14
C. Receive Update on Status of Parklet/Outdoor Dining in Pinole and Approve Extension of Existing Temporary Use Permits until June 30, 2024 [Action:

Receive Report and Approve Staff Recommendation (David Hanham)] D. Approve the Development Impact Fee Report for the Fiscal Year Ended June 30, 2023 and Related Findings [Action: Adopt Resolution per Staff Recommendation (Markisha Guillory)]
E. Adopt a Resolution to Increase Minimum Wage Pay Rates and Approve Master Salary Schedule Updates [Action: Adopt Resolution per Staff Recommendation (Charlene Davis, Stacy Shell)]
F. Authorize the City Manager to Execute the Purchase of Vehicles for Public Works [Action: Adopt Resolution per Staff Recommendation (Joseph Bingaman, Sanjay Mishra)]
G. Award Construction Contract for Sanitary Sewer Rehabilitation Project – Phase 1 (CIP Project #SS2201) [Action: Adopt Resolution per Staff Recommendation (Sanjay Mishra)]
H. Adopt City Council Procedures [Action: Adopt Resolution per Staff Recommendation (Heather Bell)]
I. Approve and Authorize the Mayor to Execute the Employment Agreement for Neil Gang to Become the Interim City Manager [Action: Adopt Resolution per Staff Recommendation (Stacy Shell)]
Speaking to Item 9I, Mayor Murphy reported pursuant to Government Code Section 54953 (c)(3), the item was to approve and authorize the Mayor to execute the Employment Agreement for Neil Gang to become the Interim City Manager. On September 19, 2023, the City Council had appointed Police Chief Neil Gang as Interim City Manager effective October 1, 2023. During the Interim City Manager appointment, Pinole Police Chief Gang would also continue to serve as the Police Chief fulfilling the full scope of duties of both positions. The fiscal impact of this Employment Agreement would be $43,783. to be offset with salary and benefits by the attrition of the current City Manager vacancy and Interim City Manager Gang’s continuation of service as Pinole’s Police Chief.

Council member Sasai requested that Item 9F be removed from the Consent Calendar.

Council member Martinez-Rubin requested that Items 9A, 9D and 9I be removed from the Consent Calendar.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

City Clerk Bell requested that Item 9A be removed from the Consent Calendar and be continued to the January 16, 2024 City Council meeting to allow for additional review.

PUBLIC COMMENTS OPENED
Rafael Menis, Pinole, spoke to Item 9A and since he understood the item would be deferred to a future meeting, he would defer his comments to that meeting. For Item 9D, he commented the staff report stated there were no overdue funds being spent but he understood around $18,000 would be allocated as of June 30, 2024. He noted there appeared to be a discrepancy between the report and the June 20, 2023 staff report. For Item 9F, he had submitted an email to the Public Works Director who had stated it was staff’s opinion a hybrid vehicle would be beneficial due to potential power loss situations, although he disputed that and urged a City Council discussion if the item were to be pulled. He commented that given the speed limits permitted in the City of Pinole, electric vehicles did not use that much power traveling around, and familiar with the different power loads of electric vehicles, unless a catastrophic loss of power was expected with no power access throughout the broader region for a period of time, he did not see the substantial benefit of an electric versus gas vehicle, and a hybrid vehicle was far more expensive than an electric vehicle even including the costs to install an EV charger that would be required to be installed regardless. He asked that Item 9F be pulled and that the City Council require a full EV rather than a plug-in hybrid vehicle.

Maria Alegria, Pinole, spoke to Item 9C and commented that it had been horrific trying to get into the area around Tina’s Place to park, particularly for those with disabilities given the parklet/outdoor dining area. She asked that when the item returned for a permanent decision, customers and the businesses in the area be asked to provide their input since in her opinion the parklet/outdoor dining took up a significant amount of parking. There was also a great deal of trash stacked in the back and the Public Health Department may be required to visit the site.

PUBLIC COMMENTS CLOSED
Mayor Murphy advised that Item 9A would be continued to the City Council meeting of January 16, 2024.

Council member Martinez-Rubin spoke to Item 9D, Page 175 of the agenda packet, and commented on the total cost of the Development Impact Fees allocated to projects in the Capital Improvement Plan (CIP). She asked for clarification of the available Development Impact Fees allocated and what funds would remain for future use.

Council member Sasai referenced Item 9F and asked whether the item could be continued to the City Council meeting in January, and Public Works Director Sanjay Mishra explained that there was no deadline for Item 9F and there would be no issue with a continuance.

Council member Sasai offered a motion, seconded by Mayor Pro Tem Toms to continue Item 9F to the City Council meeting of January 16, 2024.

On the motion, Mayor Pro Tem Toms referenced the RAV-4 Hybrid model and suggested moving to a 100 percent EV. She commented that she would be troubled by having a fleet vehicle be a Tesla and suggested being cost wary of the vehicles since there were other options that were more economical.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Council member Tave asked whether the intent was that the vehicles be used for on-call services, which would be a benefit to the City. Having compared costs, he suggested the RAV-4 Hybrid model would be more expensive while he recognized the expensive branding of the Tesla model may be problematic. He recommended that the Tesla model be included as an option but a better description of the use should be provided.

ACTION: Motion by Council member Sasai/Mayor Pro Tem Toms to defer Item 9F to the City Council meeting of January 16, 2024.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
For Item 9I, Council member Martinez-Rubin requested clarification of the effective start date of the contract for the Interim City Manager and was informed by City Attorney Eric Casher that Police Chief Gang had commenced his position as Interim City Manager on October 1, 2023, and a friendly amendment could be made to the Employment Agreement prior to signature.

For Item 9D, Council member Martinez-Rubin spoke to Page 172 of the staff report and again requested clarification of the sum total of the Development Impact Fees.

Finance Director Markisha Guillory clarified that $1.9 million was available; however, any project assigned to that funding would have to fall under the same rules of what the Development Impact Fees could be spent on.

Council member Martinez-Rubin added that Page 171 through 175 of the agenda packets included duplicate language and suggested a note be added to make it easier for the public to read the staff report.

Finance Director Guillory confirmed an amendment could be made.

ACTION: Motion by Mayor Pro Tem Toms/Council member Sasai to approve Items 9B, 9C, 9D, 9E, 9G, 9H and 9I (as amended).

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None

10. COUNCIL REORGANIZATION
A. Presentations to Mayor Murphy
Interim City Manager Gang thanked Mayor Murphy for his dedication, passion and vibrance and read into the record a verse from Isaiah 6:8. He presented Mayor Murphy with a gift of the City’s appreciation.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

PUBLIC COMMENTS OPENED
Vincent Salimi, Pinole, highlighted the achievements of Mayor Murphy’s tenure as Mayor as the first African-American, openly gay leader of the City of Pinole and he expressed his appreciation for his vibrant and inclusive approach, which had enriched the community. He also welcomed Mayor Pro Tem Toms as the new Mayor, and recognized Council member Sasai as the first Filipino-American Mayor Pro Tem. He found it to be a testament to the City of Pinole that various leaders with different backgrounds sought to serve. He looked forward to economic prosperity, embracing differences, and working collectively together towards a Pinole that thrived on diversity and opportunity.

Rafael Menis, Pinole, thanked Mayor Murphy for his improvement and strengthening of the office of Mayor, work to build up communication from the Mayor’s Office to the broader public, creation of routine videos to the public from the Mayor, skill in communication and dedication to the City, and while there had been some occasional disagreement around community engagement and other topics, the Mayor had been willing to listen and hear from all members of the community and engage with the community as a whole. He encouraged all future Mayors to imitate Mayor Murphy’s example. He also agreed that Pinole’s strength was in its diversity and he cited the examples of Mayor Murphy as the first openly gay African-American Mayor, Mayor Pro Tem Toms’ example of her generation of community service and Mayor Pro Tem Sasai as the first FilipinoAmerican Mayor Pro Tem. He found Mayor Murphy had done a good job as Mayor, he had expanded the definition of the role and his actions as Mayor, running City Council meetings, willingness to listen to members of the public and his engagement with the entire community was worthy of praise and he hoped future Mayors would live up to his example.

David Ruport, Pinole, thanked Mayor Murphy for his service to the City of Pinole. He was pleased that he would continue his active participation as a Council member. He suggested Mayor Murphy set a new bar for the position of Mayor and that bar should continue to be raised in the future. He encouraged all other future Mayors to look towards making things better for the City.

Irma Ruport, Pinole, thanked Mayor Murphy who she stated had exceeded his campaign promises, was a role model for others, not a politician but a real person who kept his promises and exceeded what she expected he would do. She supported Mayor Murphy as a people Council member, the real deal and urged him to always be true to himself. She thanked him for all he had done for the City of Pinole.

Oscar Soriano, Pinole, stated Mayor Murphy had been an inspiration and role model for young people who wanted to become involved in politics, had been an important voice as Mayor and for the LGBTQ+ community and he hoped see him in higher office in the future. Mayor Murphy also understood equity and democracy and he wished the best to whomever was chosen as the new Mayor and was happy to see Pinole thrive with its new leaders. He thanked Mayor Murphy for his service and stated he represented democracy and his legacy would serve future generations.

Maria Alegria, Pinole, echoed the comments and she too thanked Mayor Murphy for his service.

He had raised the bar, communicated with the community, was present, she was pleased with his leadership and stated he would always have the title as Mayor.

PUBLIC COMMENTS CLOSED

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Mayor Pro Tem Toms thanked Mayor Murphy for setting the bar high and for his communication style from the City Council to the public.

Council member Tave thanked Mayor Murphy for all of his hard work and he highlighted his many achievements as a result of his leadership. He looked forward to continuing to serve with Council member Murphy on the City Council.

Council member Sasai was pleased to have been elected under Mayor Murphy’s leadership. He commended the Mayor on how he had handled difficult situations, stated he had made an incredible impact as the first African-American and LGBTQ+ Mayor, and emphasized it had been an honor to work with him.

Council member Martinez-Rubin thanked Mayor Murphy for his service over the past year, enthusiastically promoting the use of clean energy, multiple ways to mitigate the ill effects of climate change, and she looked forward to continuing to serve as Council members on issues that were dear to each other’s hearts so they could do more for the City.

B. Remarks by Mayor Murphy
Mayor Murphy thanked everyone for their kind words, his heart was full of love and gratitude and he was humbled and honored to have served as the Mayor of Pinole marked by triumphs and challenges working with the City Council to build a more vibrant community. Under his leadership many accomplishments had occurred including the reopening and reactivation of Fire Station 74, approval of over 600 units of housing including affordable housing units, host of the first ever Pinole Earth Day in coordination with the ground breaking efforts to develop the City’s first Climate Action and Adaptation Plan, LBGTQ+ Pride Month, Juneteenth and the Anniversary of the City of Pinole’s Incorporation in one large celebration.

Additionally, there had been critical traffic and safety improvements in the City, funds to allow residents to lower energy bills, a rally and community celebration to recognize Pinole Valley High School athletes’ many achievements, improve communications to keep residents informed including the Beat of Pinole video series, Citywide newsletter The Pulse and residents’ engagement through the use of the budgeting tool The Balancing Act. There had also been the opening of several new businesses, newly developed evacuation routes in the Pinole Valley, host of Citywide Town Hall with the Contra Costa County Fire Protection District (CCCFPD), maintenance to reduce wildfire risks, traffic and pedestrian safety improvements, filling of potholes and the removal of downed trees.

Mayor Murphy expressed his appreciation to the residents of Pinole for this passion, reliance and commitment to progress and with the City’s accomplishments being a testament of the power of unity and collaboration in the community. He also expressed his appreciation to his fellow City Council members, municipal employees and community leaders who made and continued to make public comment and have dedication to community service. He was confident the City Council would continue to propel things forward with the community to continue to flourish. He was eager to work with the dynamic Pinole City constituency to build a better Pinole for everyone and he urged everyone to embrace change, nurture inclusivity and continue the legacy of progress. He was excited to witness the bright future for the City of Pinole.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

C. Selection of Mayor and Mayor Pro Tem. Action: Adopt Resolution per Staff Recommendation (Heather Bell)
City Clerk Bell presented the staff report dated December 5, 2023, and recommended the City Council approve a resolution appointing Maureen Toms as Mayor and Cameron Sasai as Mayor Pro Tem per the current Mayoral rotation list.

PUBLIC COMMENTS OPENED
Deputy City Clerk Stone reported there were no comments from the public.

PUBLIC COMMENTS CLOSED
ACTION: Motion by Council members Martinez-Rubin/Tave to approve a resolution appointing Maureen Toms as Mayor and Cameron Sasai as Mayor Pro Tem per the current Mayoral rotation list.

Vote: Passed 5-0
Ayes: Murphy, Toms, Martinez-Rubin, Sasai, Tave
Noes: None
Abstain: None

Absent: None
D. Administer Oaths to Mayor and Mayor Pro Tem
David Sasai, father of Cameron Sasai, presented the Oath of Office to Mayor Pro Tem Cameron Sasai.

Jack Meehan, former Mayor of Pinole during 1964/1965, and the father of Maureen Toms, presented the Oath of Office to Mayor Maureen Toms.

PUBLIC COMMENTS OPENED
Oscar Soriano, Pinole, stated he was proud of Mayor Pro Tem Sasai and commented he was what democracy and being progressive and working in local government was all about. He had met Mayor Pro Tem Sasai at a Contra Costa Young Democrats meeting and had been impressed with what he wanted to do with the City of Pinole and he hoped voters would continue to support his candidacy. Mayor Pro Tem Sasai was also a great person and with more people like him stated that democracy would continue to thrive, move forward and not back down. He again congratulated both the Mayor Pro Tem and Mayor Toms.

PUBLIC COMMENTS CLOSED
E. Transfer of Gavel and Comments by the New Mayor
Mayor Pro Tem Sasai thanked everyone in the Council Chambers, close friends, mentors, and family whose help and the community allowed him to win this Council seat and be appointed to the office of Mayor Pro Tem.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Mayor Pro Tem Sasai was proud of the good work performed over the past year and highlighted some of the accomplishments including the allocation of funds for the first High School City Council Internship Program and regional and environmental justice, which he hoped to continue.

He congratulated Mayor Toms and looked forward to continue to present new ideas, push the envelope, serve the people of Pinole and make their lives better. He was proud to be the first Filipino Mayor Pro Tem in the City’s history and one of the very few Mayors Pro Tem/Vice Mayors who were Japanese-American in Contra Costa County. He was excited for the future.

Mayor Toms stated she was honored to represent the City of Pinole, and took the opportunity to thank her family present in the Council Chambers, former Mayors Mary Horton, Maria Alegria and Vincent Salimi and City staff.

In preparation for taking on the role of Mayor, Mayor Toms explained that she had reflected on the growth, changes and evolution of the City she had witnessed over the years. As a young child, she had been aware of how special Pinole was, driven by people getting involved to improve the community. Her parents and siblings had been involved in the community and she provided the background of Parks in Pinole (PIP), which had been a ballot initiative in 1966, to fund the acquisition of the grazing land where Pinole Valley Park was currently located. She commented the effort to approve the measure had ultimately not been successful. In later years, the initiative included the ability for the City to develop, program and maintain a large park. The population of the City had doubled between 1960 and 1970, the need for the park had increased and the project had later been completed using state funds. She emphasized that quality of life remained a priority for the existing and future community.

Mayor Toms commented that when moving forward to develop and implement plans such as the General Plan, Strategic Plan, Three Corridors Specific Plan, CIP, Climate Action Plan (CAP), Local Road Safety Plan (LRSP), Active Transportation Plan (ATP), Parks Master Plan, Local Hazard Mitigation Plan (LHMP), Emergency Action Plan (EAP), Community Engagement Plan, Long Term Financial Plan (LTFP) and the Economic Strategy amongst many others, all plans City staff had been working on with community input were not intended to sit on the shelf but improve the quality of life with implementation measures and actions identified on the City Council and staff “to do” lists. The City Council and staff would identify the revenue to implement the plans and move the City forward, and it was likely an equitable and affordable revenue measure would need to be considered for the November 2024 ballot, to be discussed in the coming months. She invited everyone to become involved to be able to get things done.

PUBLIC COMMENTS OPENED
Cordell Hindler, Richmond, was honored Mayor Toms was the new Mayor of Pinole. He recognized that Mayor Pro Tem Sasai had a lot of potential and would represent the City of Pinole in its finest. He hoped to visit the City Council in person at a later date to offer ideas on how Pinole could be more vibrant.

PUBLIC COMMENTS CLOSED

11. BRIEF RECESS FOR RECEPTION
The City Council took a recess at 8:20 p.m. for a brief reception, and reconvened at 8:52 p.m. with all Council members present.

Pinole City Council Regular Meeting
Minutes – December 5, 2023

12. NEW BUSINESS
A. Nominate Council Members to Serve on Boards and Subcommittees Action:

Discuss and Provide Direction (Heather Bell)
City Clerk Bell presented the staff report dated December 5, 2023, and recommended the City Council nominate Council members to serve as City representatives on specific boards and subcommittees in 2024. The City Council would have the opportunity to approve the nominations at the next City Council meeting on January 16, 2024.

The following Board and Subcommittee Appointments were offered for 2024:

Joint Powers Authorities and other Interagency Regulatory Bodies of which the City is a Member Delegate/Primary Alternate
Association of Bay Area Murphy Martinez-Rubin
Governments (ABAG)
(General Assembly Meeting Date of June 21, 2024)
Marin Clean Energy (MCE) Murphy Toms
(Meeting time to be changed to 6:00 p.m.)
Pinole/Hercules Wastewater Tave/Murphy Martinez-Rubin
Subcommittee
West Contra Costa Integrated Waste Tave Murphy
Management Authority
(WCCIWMA, “RecycleMore”)
West Contra Costa Transportation Tave Sasai
Advisory Committee (WCCTAC)
Western Contra Costa Transit Toms/Sasai Murphy
Authority (“WestCAT”)
Interagency Collaboration Bodies of which the City is a Member Bayfront Chamber of Commerce Sasai
Contra Costa Mayors Conference Toms Sasai
East Bay Division League of Toms Sasai
California Cities
West County Mayors and Toms Sasai
Supervisors Association
Subcommittees of the Pinole City Council
Finance Subcommittee Mayor, Mayor Pro Tem & City Treasurer Committee on Memorials Sasai/Martinez-Rubin
Municipal Code Ad-Hoc Subcommittee Toms/Sasai

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Planning Commission Interview Ad-Hoc Toms/Martinez-Rubin Subcommittee
TAPS & Community Services Commission Tave/Martinez-Rubin Interview Ad-Hoc Subcommittee
Participants in Formation Process of East Bay Toms/Tave Wildfire Prevention and Vegetation Management
Joint Powers Authority
Technology and Communication Murphy/Tave
Subcommittee
City Seal Ad-Hoc Committee Sasai/Martinez-Rubin
ACTION: Motion by Council members Tave/Sasai to appoint Council members Tave and Murphy as the Delegates to the Pinole/Hercules Wastewater Subcommittee and Council member Martinez-Rubin as the Alternate.

Vote: Passed 5-0
Ayes: Toms, Sasai, Murphy, Martinez-Rubin, Tave
Noes: None
Abstain: None

Absent: None
ACTION: Motion by Council members Murphy/Tave to appoint Council member Tave as the Delegate to the West Contra Costa Integrated Waste Management Authority (WCCIWMA, “RecycleMore”) and Council member Murphy as the Alternate.

Vote: Passed 3-2
Ayes: Sasai, Murphy, Tave
Noes: Toms, Martinez-Rubin
Abstain: None

Absent: None
Mayor Toms explained that she had voted no on the motion since she wanted a more equitable distribution of the tasks.

City Clerk Bell reiterated that all of the agreed assignments would be formalized in the document and brought back to the City Council for approval on the Consent Calendar to be considered at the January 16, 2024 City Council meeting.

PUBLIC COMMENTS OPENED
Cordell Hindler, Richmond, commented on the slate of subcommittees and hoped the assignments would be voted on to be placed on the next City Council agenda.

PUBLIC COMMENTS CLOSED

13. CITIZENS TO BE HEARD (Continued from Item 6) (Public Comments)

Pinole City Council Regular Meeting
Minutes – December 5, 2023

Only open to members of the public who did not speak under the first Citizens to be Heard, Agenda Item 6.

Citizens may speak under any item not listed on the Agenda. The time limit is 3 minutes and is subject to modification by the Mayor. Individuals may not share or offer time to another speaker.

Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future Council meeting.

Maria Alegria, Pinole, welcomed new Mayor Toms, Mayor Pro Tem Sasai and Council members Martinez-Rubin, Murphy, and Tave to the newly-formed City Council. She also welcomed Interim City Manager Gang to the new leadership team and hoped the Interim City Manager would implement the City’s vision. She was confident given his work as the Police Chief that he would do the job. She noted that under former Mayor Murphy’s leadership, the City’s level of service had been elevated and she looked forward to the new City Council and City leadership.

Cordell Hindler, Richmond, explained that he had been appalled at the behavior of elected officials at the November 7, 2023 City Council meeting and commented that any time Anthony Vossbrink called in his time elapsed. Like other cities in West County, he hoped the City Council would conduct itself with decorum and allow the public to complete their comments. He urged the City Council to listen to its constituents. He requested as future agenda items that the City Council follow-up on items raised by Mr. Vossbrink such as conditions in Fernandez Park and the safety issues along the Trader Joe’s Shopping Center at the next City Council meeting. He wished everyone a Merry Christmas, Feliz Navidad and looked forward to seeing everyone in 2024.

Anthony Vossbrink, Pinole, identified public health and safety issues including areas up and down Old Town, Pinole Valley Road and Fitzgerald Drive. He referred to problems with respect to crime and safety evident per the Police Blotter, and he did not want the City of Pinole to experience the same problems occurring in the cities of San Francisco, Oakland and San Jose. For that reason, he requested consideration of a satellite police station in the Fitzgerald Drive retail corridor for a four-to-six-month trial period. He also asked the status of the caretaker’s house and the garbage cans that were to be installed in the Adobe Dog Park and Barbeque Grove.

Mayor Toms wished everyone a happy holiday season and Happy New Year.

14. ADJOURNMENT to the Regular City Council Meeting of January 16, 2024 in Remembrance of Amber Swartz.

At 9:20 p.m., Mayor Murphy adjourned the meeting to the Regular City Council Meeting of January 16, 2024 in Remembrance of Amber Swartz.

Submitted by:
_________________________________
Heather Bell, CMC
City Clerk
Approved by City Council:

CITY COUNCIL
REPORT 9.C.

DATE: JANUARY 16, 2024
TO: MAYOR AND COUNCIL MEMBERS
FROM: STACY SHELL, HUMAN RESOURCES DIRECTOR

CHARLENE DAVIS, HUMAN RESOURCES ANALYST
SUBJECT: ADOPT A RESOLUTION APPROVING SIDE LETTER AGREEMENT TO THE

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY AND AFSCME LOCAL 1 TO AMEND ARTICLE II – RECOGNITION AND ATTACHMENT A –

SALARY SCHEDULE

RECOMMENDATION
It is recommended that the City Council adopt a resolution approving the Side Letter Agreement to the Memorandum of Understanding (MOU) between the City of Pinole and AFSCME Local 1 to amend Article II – Recognition and Attachment A – Salary Schedule.

BACKGROUND
In 2019, the City developed the City of Pinole Strategic Plan 2020-2025 through an extensive research and engagement process that identified the City’s vision, mission, goals, and strategies for the five-year period.

Relative to the City’s goal to build an organizational culture that is efficient, ethical, and effective in delivering quality services with community involvement and fiscal stewardship, one of the strategies identified was the development of an employee attraction, retention, and development plan. One activity identified in support of this plan is the analysis of the City’s classification and compensation system and updating it as needed to provide engaging job descriptions, career growth opportunities, and competitive pay.

In accordance with the City’s Personnel Rule 3, Classification Plan, at the recommendation of the Human Resources Director, the City Manager shall approve, and amended from time to time, the City’s classification plan after consultation with the affected collective bargaining organization.

Consistent with Personnel Rule 12.1, Salary Plan, salary ranges are set for each classification by the City Council. No change in the salary range of a classification may be made without City Council approval.

REVIEW AND ANALYSIS
Staff conducted a desk audit of the Cook incumbent and a salary survey of comparable public agencies. Staff found the incumbent to be performing more complex, journey-level tasks that were outside the Cook classification and, in consultation with AFSCME Local 1, developed the

Food Services Specialist classification to reflect a broader scope of increasingly responsible tasks assigned within the classification series.

Staff is recommending that the Cook salary maintain the current assigned range and align the salary range for the Food Services Specialist to provide a minimum 10% differential for advancement from top step of the Cook to entry step of the Food Services Specialist. Staff believes the new classification and salary placement will help recruit qualified candidates and retain current employees. Staff met and conferred with the AFSCME Local 1 representatives and agreed to the new classification and the salary placement of the new classification.

In accordance with Personnel Rule 12.1 Salary Plan, salary ranges are set for each class by the City Council. No person may be paid less than the minimum, nor more than the maximum of the salary range established for the class in which they are employed. No change in the salary range of a class may be made without City Council approval. Therefore, it is recommended that the City Council approve the Food Services Specialist salary range and side letter agreement with AFSCME Local 1 to be effective upon the adoption of this Resolution.

FISCAL IMPACT
The fiscal impact for the remainder of FY 2023-24 is estimated to be $3,020, and includes employee benefit costs.

The cost for the salary adjustments will be absorbed within the Community Services Department’s current budget.

ATTACHMENTS
A. Side Letter of Agreement -AFSCME Union, Local 1 Unit B. Resolution

Side Letter of Agreement
Between the City of Pinole and AFSCME Public Employees Union, Local One This will confirm that the representatives of the City of Pinole (“City”) and the AFSCME Public Employees Union, Local One (“PEU”) have met and conferred and have agreed to the following modifications of their memorandum of understanding (“MOU”) covering the term July 1, 2023, through June 30, 2025, as follows:

The parties agree to modify the following paragraph under Article II, Section 2.1, Unit Composition and Attachment A:

ARTICLE II. RECOGNITION

2.1 Unit Composition.

The City hereby recognizes the Union as the majority representative of the following job classifications:

Accounting Technician
Administrative Assistant
Cable Access Technician
Community Services Officer
Cook
Kitchen Services Specialist
Laboratory Technician I
Laboratory Technician II
Permit Technician I
Permit Technician II
Permit Technician III
Police Property Specialist
Police Records Specialist
Public Works Maintenance Worker
Public Works Senior Maintenance Worker
Wastewater Treatment Plant Senior Operator
Wastewater Treatment Plant Operator
Wastewater Treatment Plant Senior Maintenance Mechanic
Wastewater Treatment Plant Maintenance Mechanic
Wastewater Treatment Plant Operator in Training
ATTACHMENT A – FY 23/24 MASTER SALARY SCHEDULE
City of Pinole Salary Ranking
Class Series Proposed Salary Range

A B C D E
Food Services Specialist $ 27.7508 $ 29.1383 $ 30.5953 $ 32.1251 $ 33.7313 There shall be no change to any other portion of Article II or Attachment A or to any section(s) of the existing agreement other than those identified in this and any preceding Side Letter of Agreements.

Dated:

AFSCME PUBLIC EMPLOYEES UNION CITY OF PINOLE
By: By:

Lisa Davis Neil Gang
PEU Representative Interim City Manager
By: By:

Ana Aviles Avila Stacy Shell
PEU Representative Human Resources Director

ATTACHMENT A

ATTACHMENT B
RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY OF PINOLE, COUNTY OF CONTRA COSTA,

STATE OF CALIFORNIA, APPROVING SIDE LETTER AGREEMENT TO THE

MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE CITY OF PINOLE AND THE REPRESENTED GROUP AFSCME LOCAL 1 TO AMEND ARTICLE II –

RECOGNITION AND ATTACHMENT A, OF THEIR RESPECTIVE MOU AGREEMENT WHEREAS, the American Federation of State, County, and Municipal Employees (AFSCME) Public Employees Union Local 1 represent the maintenance/clerical employees of the City; and
WHEREAS, the City conducted a classification and compensation system analysis and recommended changes to the system which affects represented classifications within the AFSCME Local 1 Union; and
WHEREAS, AFSCME Local 1 supports the City’s recommended changes; and WHEREAS, AFSCME Local 1 and the City will execute a side letter amending Section II – Recognition and Attachment A of the MOU to reflect the classification and compensation system changes; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pinole does hereby approve the side letter agreement to make changes to the classification and compensation system and authorizes the City Manager to execute the side letter agreement with the represented employee group, attached hereto as Exhibit A, and incorporated herein by this reference.

PASSED AND ADOPTED this 16th day of January 2024, by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

I hereby certify that the foregoing resolution was introduced, passed and adopted on this 16th day of January 2024.

Heather Bell, CMC
City Clerk

CITY COUNCIL
REPORT 9.D.

DATE: JANUARY 16, 2024
TO: MAYOR AND COUNCIL MEMBERS
FROM: NEIL GANG, POLICE CHIEF

FIONA EPPS, ASSISTANT TO THE CITY MANAGER
SUBJECT: RECEIVE THE QUARTERLY REPORT ON IMPLEMENTATION OF THE STRATEGIC PLAN FOR FISCAL YEAR (FY) 2023-24 FIRST QUARTER

RECOMMENDATION
City staff recommends that the City Council receive the quarterly report on implementation of the Strategic Plan.

BACKGROUND
In February 2020, the City Council adopted the City of Pinole Strategic Plan 2020 – 2025. The Strategic Plan identified four goals for the City (safe and resilient, financially stable, vibrant and beautiful, and high performance) and 22 individual strategies (special projects) to complete over a five-year timeframe.

In August 2020, the City created the Strategic Plan Implementation Action Plan (IAP), which identified the timeframe on which each Strategic Plan strategy would be implemented. The City Council revisited the IAP in January 2021 and approved an updated version, which specified completion dates for each of the strategies. During the January 2021 discussion of the IAP, staff recommended a quarterly report on the status of the implementation of the Strategic Plan strategies, akin to the quarterly reports that staff provides to the Council on the City budget and City investments. Council agreed to this recommendation. The City Council updated two Strategic Plan strategies and added a new strategy in April 2023, as part of a special strategic planning Council meeting.

REVIEW AND ANALYSIS
Below find a table listing the four goals and 23 strategies contained within the Strategic Plan, along with the start and completion dates for each agreed upon in the January 2021 IAP. Each strategy has been coded with a green, yellow, or red dot to indicate whether the City is on track to achieve the beginning and completion dates specified in the January 2021 IAP. Green indicates that the City is on track to achieve both the beginning and completion dates; yellow indicates that the City is on track to achieve either the beginning or completion date; and red indicates that the City is not on track to achieve either the beginning or completion date. Note that “Year 1” is FY 2020-21. Those strategies that have been completed are shaded gray in the table below. The City has completed nineteen of the strategies and is currently on track to achieve the beginning and completion dates of many of the remaining strategies.

Goal and Strategy Year to
Begin
Strategy
(January
2021 IAP)
Year to
Complete
Strategy
(January
2021 IAP)
Current
Status
Notes on Status
Goal 1: Safe and
Resilient Pinole
Strategy 1. Conduct a
citywide asset
condition
assessment.

Year 1 Year 5 The City is in the
midst of multiple
asset condition
assessments and
master plans, which
are reflected in the
Capital Improvement
Plan (CIP). At the end
of Year 5, the City will
have current
assessments for all
major capital assets.

Strategy 2. Update
the emergency
preparedness and
response plan
(including results of
the facilities and
equipment
assessment).

Year 1 Year 5 Staff presented a
draft updated
Emergency
Operations Plan
(EOP) to the City
Council in August
2022. Staff expects to
present a final
updated EOP
incorporating City
Council’s feedback
and other changes for
Council adoption in
FY 2024-25. Given
the new arrangement
with Con Fire, the
Pinole Police
Department is now
responsible for
emergency planning,
including the
EOP and is currently
working with a
consultant for
completion.

Strategy 3. Explore
restoring the
Year 3 Year 3 CCCFPD began
providing emergency

community
emergency response
team (CERT)
program and
conducting annual
tabletop exercises
and community drills.

Complete medical and fire
response service in
Pinole in March 2023.

CCCFPD does not
operate CERT
programs. The Pinole
Police Department
intends to re-start the
CERT program in FY
2023-24.

Strategy 4. Review,
prioritize, and
implement as
appropriate the 2019
fire service study
recommendations.

Year 1 Year 2
Complete
City staff presented
its assessment of the
fire study and its
recommendations
regarding next steps
to bolster fire service
in April 2021. City
Council approved
staff’s
recommendations,
which staff is now
implementing.

Goal 2: Financially
Stable Pinole
Strategy 1. Develop a
long-term financial
plan (LTFP) and use
it to guide budget and
financial decisions
(including policies
regarding reserves
and management of
liabilities).

Year 1 Year 1
Complete
The City adopted a
LTFP in June 2021.

The City adopted a
second LTFP, for the
following fiscal year,
in June 2022, and will
adopt a third LTFP in
fall 2023.

Strategy 2. Conduct a
comprehensive fee
study to ensure cost
recovery of current
and potential service
fees. (Evaluate
implementing an
online payment
platform.)
Year 1 Year 2
Complete
Staff presented a
proposed updated
Master Fee Schedule,
based on a
comprehensive fee
study and cost
allocation plan, to
Council in June 2022,
which Council
approved. Staff will
complete a fee study
and recommend
updates if appropriate

to development
impact fees in FY
2023-24. City staff
has implemented
options for online
payments for certain
services.

Strategy 3. Establish
a program to evaluate
grant opportunities
and capacity.

Year 2 Year 3 City staff has hired
Townsend, a grant
research, writing, and
management
consulting firm which
has provided a
framework to
evaluate and pursue
appropriate grant
opportunities.

Strategy 4. Explore
an array of revenue
generation
opportunities to
recover costs.

Year 2 Year 3
Complete
Staff has supported
the City Council in
exploring various
revenue generation
opportunities, most
significantly when the
City Council
considered placing an
increased real
property transfer tax
(RPTT) measure on
the November 2022
ballot. The LTFP that
will be adopted in fall
2023 will provide
information on a
number of revenue
generation
opportunities the City
could pursue in the
future.

Strategy 5. Develop a
disciplined approach
to funding
infrastructure
maintenance and
improvements.

Year 1 Year 5 This is an ongoing
effort in which staff is
currently engaged,
and which involves
the asset condition
assessments, master
plans, and annual
capital planning
process.

Goal 3: Vibrant and
Beautiful Pinole
Strategy 1. Update
the General Plan and
Three Corridors
Specific Plan.

Year 1 Year 4 Updates to the
General Plan Housing
and Health & Safety
Elements in addition
to a new
Environmental Justice
Element are
underway, Staff will
consider the need to
update other aspects
of the General Plan
and the Three
Corridors Specific
Plan Environmental
Impact Report so that
high-density
residential projects
could utilize the EIR
for project-specific
environmental
clearances, which
would encourage
streamlining the
rehabilitation and reuse of undeveloped
or under-developed
properties.

Strategy 2.

Develop/create a
comprehensive
strategy to encourage
streamlining the
rehabilitation and reuse of undeveloped
or under-developed
properties.

Year 4 Year 4 Staff expects to
initiate and complete
this effort on
schedule.

Strategy 3. Partner
with regional for- and
non-profit housing
organizations to
provide an array of
housing options
consistent with
community income
levels.

Year 1 Year 1
Complete
The City has
partnered with
nonprofit housing
organizations to
explore and develop
affordable housing
projects, particularly
the Satellite
Affordable Housing

Associates (SAHA)
project at 811 San
Pablo Avenue. Staff
also processed an
application for a 179-
unit, 100% affordable
senior housing project
at 600 Roble Avenue
called Vista Woods.

Although this is an
ongoing effort, it was
scheduled as a oneyear project in the
IAP, and is therefore
marked as complete.

Strategy 4. Develop a
comprehensive
economic
development strategy
that includes a focus
on downtown
redevelopment to
activate the core of
the community as a
destination for the
region (including
gateway and
wayfinding signage
as well as branding).

Year 1 Year 2
Complete
The City Council
adopted the Pinole
Economic
Development
Strategy (EDS) in
October 2022.

Strategy 5. Partner
regionally to improve
and enhance
transportation
circulation,
including public
transit, cars, bikes,
and pedestrians,
guided by the
downtown Pedestrian
Safety Plan, Active
Transportation Plan,
and
other adopted plans.

Year 2 Year 4 The City is engaged
in several
collaborations with
other jurisdictions and
agencies to enhance
transportation. The
City Council
appropriated funding
to create an Active
Transportation Plan;
the City received
funding to collaborate
with the County on an
Appian Way complete
streets project; and
the City is requesting
that new development
projects have facilities

to promote transit.

Strategy 6. Conduct a
review and update of
the City’s code
enforcement and
property maintenance
programs with a focus
on increased
beautification efforts
and investment in
community ecological
and
cultural amenities,
business districts,
and nuisance
abatement.

Year 1 Year 1 This is an ongoing
effort. City staff is
continually updating
code enforcement
policies and
procedures.

Goal 4. High
Performance Pinole
Strategy 1. Develop
an employee
attraction, retention,
and development
plan. a. Analyze the
City’s classification
and compensation
system and update as
needed.

Year 1 Year 2
Complete
Staff completed an
employee attraction,
retention, and
development plan
(Talent Management
Plan) in June 2022.

City staff continuously
updates the
classification system
and seeks Council
approval of
appropriate
compensation
changes.

Strategy 2. Conduct a
citywide organization
review to optimize
efficiencies.

Year 1 Year 1 Complete The City completed a
citywide
organizational review
(assessment) in
March 2021.

Strategy 3. Review
citywide
implementation of
best practices and
improve processes.

Year 2 Year 5 This is an ongoing
effort in which staff is
currently engaged.

City staff have made
many process
improvements since
the adoption of the
Strategic Plan.

Strategy 4. Develop a
strategic
communication plan
(i.e., public
information officer,
messaging,
marketing, technical
implementation).

Year 1 Year 2
Complete
The City Council
adopted the City of
Pinole
Communication and
Engagement Plan in
October 2022.

Strategy 5. Develop a
public engagement
plan. a. Develop
policies and practices
that provide a
framework for diverse
community members
to connect, interact,
and proactively
participate. b.

Explore opportunities
for meaningful youth
participation in city
and community life. c.

Develop a robust
volunteer and
internship program.

Year 1 Year 2 The City Council
adopted the City of
Pinole
Communication and
Engagement Plan,
which addresses
public engagement, in
October 2022. The
City is in the process
of finalizing related
communication and
engagement policies
and procedures. The
City has implemented
a new volunteer
program, and started
two youth internship
programs.

Strategy 6. Develop a
comprehensive
information
technology Strategic
Plan.

Year 1 Year 1
Complete
City staff completed a
comprehensive IT
Plan in June 2022.

Strategy 7. Develop
an interagency
legislative advocacy
program.

Year 2 Year 4 City staff expects
complete this project
in FY 2024-25. City
staff will seek Council
direction on a
legislative advocacy
framework in June
2023. City staff might
recommend that the
City hire a firm to
assist the City in
legislative advocacy.

Strategy 8. Explore
the use of the
Government Access
Year 4 Year 4 City staff expects
complete this project
in FY 2023-24. PCTV

Channel/PCTV to
implement the
strategic
communication plan.
has contributed to
many new City
communication and
engagement efforts,
including producing
The Beat of Pinole
monthly mayor’s
video; producing
other informational
videos for the public;
and producing videos
of numerous
community events.

FISCAL IMPACT
There is no fiscal impact related to receiving this report.

ATTACHMENTS
None

CITY COUNCIL
REPORT 9.E.

DATE: JANUARY 16, 2024
TO: MAYOR AND COUNCIL MEMBERS
FROM: JOSEPH BINGAMAN, PUBLIC WORKS MANAGER

SANJAY MISHRA, PUBLIC WORKS DIRECTOR
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE THE PURCHASE OF

VEHICLES FOR PUBLIC WORKS OPERATIONS AND MAINTENANCE
DIVISION AT A TOTAL COST NOT TO EXCEED $128,000

RECOMMENDATION
Adopt Resolution per Staff Recommendation

BACKGROUND
Public Works oversees the purchase and disposal of fleet vehicles for City departments except for the Police Department. Currently, the City owns five vehicles that either no longer operate or are obsolete. Furthermore, with the hiring of new City staff, the City needs to purchase additional vehicles and replace older vehicles. The City currently has a fleet of five sedans that Public Works, Community Development, and Community Services use. The Public Works Department has two service trucks that are older than 20 years and need to be replaced.

REVIEW AND ANALYSIS
The City's fleet vehicles are necessary for the day-to-day operation of City business to provide services to the residents of the City of Pinole. The use of vehicles varies from Building and Public Works inspectors to Code Enforcement and Recreational services. The City must purchase two Public Works service trucks to replace aging trucks in the fleet. The diverse range of tasks involved in public works, from construction to maintenance and transportation, makes trucks the preferred choice due to their adaptability and capacity to handle these responsibilities effectively. Trucks can access areas that might be challenging for other vehicles, especially off-road or construction sites. Trucks can be customized with different accessories or modifications, making them adaptable to specific tasks. Whether it's adding specialized toolboxes, winches, or trailers, trucks can be tailored to meet the needs of various public works projects.

Public Works recommends the replacement of two Ford F-350 service trucks and retiring two older service trucks, namely a 2001 Chevrolet Silverado 4X4 and a 2000 Dodge 3500.

FISCAL IMPACT
Public Works requested and has received a Sourcewell sole source purchase proposal for the two Ford F-350. Sourcewell is a cooperative purchasing entity for public agencies and city

have used them in the past.

F-350 2-wheel drive Super Duty $53,962,67
F-350 4-wheel drive Super Duty $56,920,34
The above quotes do not include taxes and fees, and a final price will be obtained from the supplier when a firm order is placed. To account for these unknown costs, the Resolution authorizes the vehicles to be purchased for a combined amount not to exceed $128,000.

These vehicle purchases were anticipated and are part of the current fiscal year budget, adopted at the June 20, 2023 council meeting.

ATTACHMENTS
A. Vechicle Quotes
B. Resolution

One Unit (MSRP) One Unit Total % Savings Total Savings
Contract Price $53,785.00 $51,855.66 3.587 % $1,929.34
Factory Order $0.00
Tax (9.7500 %) $5,055.93
Tire fee $8.75
Total $56,920.34
Jesse Cooper Quoting Department
Account Manager Account Manager
Email: [email protected] [email protected] Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
9/20/2023                                        Quote ID: 25822 Order Cut Off Date: TBA
Mr Joseph Bingaman
City of Pinole
2131 Pear St.

Pinole, California, 94564-1774
Dear Joseph Bingaman,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

One (1) New/Unused (2024 Ford Super Duty F-350 SRW (X3B) XL 4WD SuperCab 8' Box 164" WB, Factory Order ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

Purchase Order Instructions & Resources
In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email: [email protected]
Fax:    (831) 480-8497
Mail:  National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076
We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle:                                    www.NAFGETA.com Use the upfitter of your choice:                                 www.NAFGpartner.com Vehicle Status:                                        [email protected] General Inquiries:                                  [email protected] For general questions or assistance please contact our main office at:
1-855-289-6572

Vehicle Configuration Options
ENGINE
Code Description
99A Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)

TRANSMISSION
Code Description
44F Transmission: TorqShift-G 10-Speed Automatic, (STD) WHEELS
Code Description
64A Wheels: 17" Argent Painted Steel, (STD)
TIRES
Code Description
TD8 Tires: LT245/75Rx17E BSW A/S (4), (STD)
PRIMARY PAINT
Code Description
Z1 Oxford White
SEAT TYPE
Code Description
AS Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar
AXLE RATIO
Code Description
X37 3.73 Axle Ratio, (STD)
ADDITIONAL EQUIPMENT
Code Description
153 Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others 18B Platform Running Boards
OPTION PACKAGE
Code Description
610A Order Code 610A

2024 Ford Super Duty F-350 SRW XL 4WD SuperCab 8' Box 164" WB

CODE MSRP
X3B $51,345.00
99A $0.00
44F $0.00
64A $0.00
TD8 $0.00
Z1 $0.00
AS $0.00
X37 $0.00
153 $0.00
18B $445.00
610A $0.00
$51,790.00
$0.00
$1,995.00
$53,785.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
2024 Fleet/Non-Retail Ford Super Duty F-350 SRW XL 4WD SuperCab 8' Box 164" WB
WINDOW STICKER
MODEL
2024 Ford Super Duty F-350 SRW XL 4WD SuperCab 8' Box 164" WB

OPTIONS
Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)
Transmission: TorqShift-G 10-Speed Automatic, (STD)
Wheels: 17" Argent Painted Steel, (STD)
Tires: LT245/75Rx17E BSW A/S (4), (STD)
Oxford White
Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar

3.73 Axle Ratio, (STD)
Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others Platform Running Boards
Order Code 610A
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge
TOTAL PRICE
Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.

Notes

Standard Equipment

MECHANICAL
Engine: 6.8L 2V DEVCT NA PFI V8 Gas -inc: Flex fuel (STD) Transmission: TorqShift-G 10-Speed Automatic -inc: SelectShift and selectable drive modes: normal, eco, slippery roads, tow/haul and offroad (STD)

3.73 Axle Ratio (STD)

EXTERIOR
Wheels: 17" Argent Painted Steel -inc: painted hub covers/center ornaments (STD) Tires: LT245/75Rx17E BSW A/S (4) -inc: Spare may not be the same as road tire (STD) ADDITIONAL EQUIPMENT
50-State Emissions System
Transmission w/Oil Cooler
Electronic Transfer Case
Part-Time Four-Wheel Drive
78-Amp/Hr 750CCA Maintenance-Free Battery w/Run Down Protection 160 Amp Alternator
Class V Towing Equipment -inc: Hitch, Brake Controller and Trailer Sway Control Trailer Wiring Harness
4130# Maximum Payload
GVWR: 10,800 lb Payload Package
HD Shock Absorbers
Front Anti-Roll Bar
Firm Suspension
Hydraulic Power-Assist Steering
34 Gal. Fuel Tank
Single Stainless Steel Exhaust
Auto Locking Hubs
Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs, Brake Assist and Hill Hold Control Regular Box Style
Steel Spare Wheel
Full-Size Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks Black Rear Step Bumper
Black Side Windows Trim and Black Front Windshield Trim Black Door Handles
Black Power Heated Side Mirrors w/Convex Spotter, Manual Folding and Turn Signal Indicator Manual Extendable Trailer Style Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Aluminum Panels
Black Grille
Tailgate Rear Cargo Access
Reverse Opening Rear Doors

Tailgate/Rear Door Lock Included w/Power Door Locks
Boxside Steps
Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cargo Lamp w/High Mount Stop Light
Perimeter/Approach Lights
Radio w/Seek-Scan, Clock and Speed Compensated Volume Control Radio: AM/FM Stereo w/MP3 Player -inc: 4 speakers
Fixed Antenna
SYNC 4 -inc: 8" LCD capacitive touchscreen w/swipe capability, wireless phone connection, cloud connected, AppLink w/app catalog, 911 Assist, Apple CarPlay and Android Auto compatibility and digital owner's manual 2 LCD Monitors In The Front
4-Way Driver Seat -inc: Manual Recline and Fore/Aft Movement 4-Way Passenger Seat -inc: Manual Recline and Fore/Aft Movement 60-40 Folding Split-Bench Front Facing Fold-Up Cushion Rear Seat Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer
Power Rear Windows
FordPass Connect 5G Mobile Hotspot Internet Access
Rear Cupholder
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Manual Air Conditioning
HVAC -inc: Underseat Ducts
Illuminated Locking Glove Box
Interior Trim -inc: Chrome Interior Accents
Full Cloth Headliner
Urethane Gear Shifter Material
HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and driver's side manual lumbar Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Full Overhead Console w/Storage and 2 12V DC Power Outlets Front Map Lights
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Pickup Cargo Box Lights
Smart Device Remote Engine Start
Instrument Panel Covered Bin and Dashboard Storage
Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Delayed Accessory Power
Power Door Locks
Driver Information Center
Trip Computer
Outside Temp Gauge
Digital/Analog Appearance
Seats w/Vinyl Back Material
Manual Adjustable Front Head Restraints and Manual Adjustable Rear Head Restraints Securilock Anti-Theft Ignition (pats) Immobilizer
2 12V DC Power Outlets
Air Filtration
AdvanceTrac w/Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC)

ABS And Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Seat-Mounted Side Airbags Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch Safety Canopy System Curtain 1st And 2nd Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point and Height Adjusters Back-Up Camera

One Unit (MSRP) One Unit Total % Savings Total Savings
Contract Price $50,995.00 $49,151.64 3.615 % $1,843.36
Factory Order $0.00
Tax (9.7500 %) $4,792.28
Tire fee $8.75
Total $53,952.67
Jesse Cooper Quoting Department
Account Manager Account Manager
Email: [email protected] [email protected] Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
9/19/2023                                        Quote ID: 25783 Order Cut Off Date: TBA
Mr Joseph Bingaman
City of Pinole
2131 Pear St.

Pinole, California, 94564-1774
Dear Joseph Bingaman,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

One (1) New/Unused (2024 Ford Super Duty F-350 SRW (X3A) XL 2WD SuperCab 8' Box 164" WB, Factory Order ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

Purchase Order Instructions & Resources
In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email: [email protected]
Fax:    (831) 480-8497
Mail:  National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076
We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle:                                    www.NAFGETA.com Use the upfitter of your choice:                                 www.NAFGpartner.com Vehicle Status:                                        [email protected] General Inquiries:                                  [email protected] For general questions or assistance please contact our main office at:
1-855-289-6572

Vehicle Configuration Options
ENGINE
Code Description
99A Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)

TRANSMISSION
Code Description
44F Transmission: TorqShift-G 10-Speed Automatic, (STD) WHEELS
Code Description
64A Wheels: 17" Argent Painted Steel, (STD)
TIRES
Code Description
TD8 Tires: LT245/75Rx17E BSW A/S (4), (STD)
PRIMARY PAINT
Code Description
Z1 Oxford White
SEAT TYPE
Code Description
AS Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar
AXLE RATIO
Code Description
X37 3.73 Axle Ratio, (STD)
ADDITIONAL EQUIPMENT
Code Description
153 Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others 18B Platform Running Boards
OPTION PACKAGE
Code Description
610A Order Code 610A

2024 Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB

CODE MSRP
X3A $48,555.00
99A $0.00
44F $0.00
64A $0.00
TD8 $0.00
Z1 $0.00
AS $0.00
X37 $0.00
153 $0.00
18B $445.00
610A $0.00
$49,000.00
$0.00
$1,995.00
$50,995.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
2024 Fleet/Non-Retail Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB
WINDOW STICKER
MODEL
2024 Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB

OPTIONS
Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)
Transmission: TorqShift-G 10-Speed Automatic, (STD)
Wheels: 17" Argent Painted Steel, (STD)
Tires: LT245/75Rx17E BSW A/S (4), (STD)
Oxford White
Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar

3.73 Axle Ratio, (STD)
Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others Platform Running Boards
Order Code 610A
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge
TOTAL PRICE
Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.

Notes

Standard Equipment

MECHANICAL
Engine: 6.8L 2V DEVCT NA PFI V8 Gas -inc: Flex fuel (STD) Transmission: TorqShift-G 10-Speed Automatic -inc: SelectShift and selectable drive modes: normal, eco, slippery roads, tow/haul and trail (STD)

3.73 Axle Ratio (STD)

EXTERIOR
Wheels: 17" Argent Painted Steel -inc: painted hub covers/center ornaments (STD) Tires: LT245/75Rx17E BSW A/S (4) -inc: Spare may not be the same as road tire (STD) ADDITIONAL EQUIPMENT
50-State Emissions System
Transmission w/Oil Cooler
Rear-Wheel Drive
78-Amp/Hr 750CCA Maintenance-Free Battery w/Run Down Protection 160 Amp Alternator
Class V Towing Equipment -inc: Hitch, Brake Controller and Trailer Sway Control Trailer Wiring Harness
4160# Maximum Payload
GVWR: 10,400 lb Payload Package
HD Shock Absorbers
Front Anti-Roll Bar
Firm Suspension
Hydraulic Power-Assist Steering
34 Gal. Fuel Tank
Single Stainless Steel Exhaust
Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs, Brake Assist and Hill Hold Control Regular Box Style
Steel Spare Wheel
Full-Size Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks Black Rear Step Bumper
Black Side Windows Trim and Black Front Windshield Trim Black Door Handles
Black Power Heated Side Mirrors w/Convex Spotter, Manual Folding and Turn Signal Indicator Manual Extendable Trailer Style Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Aluminum Panels
Black Grille
Tailgate Rear Cargo Access
Reverse Opening Rear Doors
Tailgate/Rear Door Lock Included w/Power Door Locks
Boxside Steps

Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cargo Lamp w/High Mount Stop Light
Perimeter/Approach Lights
Radio w/Seek-Scan, Clock and Speed Compensated Volume Control Radio: AM/FM Stereo w/MP3 Player -inc: 4 speakers
Fixed Antenna
SYNC 4 -inc: 8" LCD capacitive touchscreen w/swipe capability, wireless phone connection, cloud connected, AppLink w/app catalog, 911 Assist, Apple CarPlay and Android Auto compatibility and digital owner's manual 2 LCD Monitors In The Front
4-Way Driver Seat -inc: Manual Recline and Fore/Aft Movement 4-Way Passenger Seat -inc: Manual Recline and Fore/Aft Movement 60-40 Folding Split-Bench Front Facing Fold-Up Cushion Rear Seat Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer
Power Rear Windows
FordPass Connect 5G Mobile Hotspot Internet Access
Rear Cupholder
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Manual Air Conditioning
HVAC -inc: Underseat Ducts
Illuminated Locking Glove Box
Interior Trim -inc: Chrome Interior Accents
Full Cloth Headliner
Urethane Gear Shifter Material
HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and driver's side manual lumbar Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Full Overhead Console w/Storage and 2 12V DC Power Outlets Front Map Lights
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Pickup Cargo Box Lights
Smart Device Remote Engine Start
Instrument Panel Covered Bin and Dashboard Storage
Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Delayed Accessory Power
Power Door Locks
Driver Information Center
Trip Computer
Outside Temp Gauge
Digital/Analog Appearance
Seats w/Vinyl Back Material
Manual Adjustable Front Head Restraints and Manual Adjustable Rear Head Restraints Securilock Anti-Theft Ignition (pats) Immobilizer
2 12V DC Power Outlets
Air Filtration
AdvanceTrac w/Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC) ABS And Driveline Traction Control
Side Impact Beams

Dual Stage Driver And Passenger Seat-Mounted Side Airbags Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch Safety Canopy System Curtain 1st And 2nd Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point and Height Adjusters Back-Up Camera

One Unit (MSRP) One Unit Total % Savings Total Savings
Contract Price $50,995.00 $49,151.64 3.615 % $1,843.36
Factory Order $0.00
Tax (9.7500 %) $4,792.28
Tire fee $8.75
Total $53,952.67
Jesse Cooper Quoting Department
Account Manager Account Manager
Email: [email protected] [email protected] Office: (855) 289-6572 (855) 289-6572
Fax: (831) 480-8497
9/19/2023                                        Quote ID: 25784 Order Cut Off Date: TBA
Mr Joseph Bingaman
City of Pinole
2131 Pear St.

Pinole, California, 94564-1774
Dear Joseph Bingaman,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.

One (1) New/Unused (2024 Ford Super Duty F-350 SRW (X3A) XL 2WD SuperCab 8' Box 164" WB, Factory Order ) and delivered to your specified location, each for
- per the attached specifications.

This vehicle(s) is available under the Sourcewell Contract 091521-NAF . Please reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days after receipt of vehicle.

Thank you in advance for your consideration. Should you have any questions, please do not hesitate to call.

Sincerely,

Purchase Order Instructions & Resources
In order to finalize your purchase please submit this purchase packet to your governing body for a purchase order approval and submit your purchase order in the following way:

Email: [email protected]
Fax:    (831) 480-8497
Mail:  National Auto Fleet Group
490 Auto Center Drive
Watsonville, CA 95076
We will send a courtesy confirmation for your order and a W-9 if needed.

Additional Resources
Learn how to track your vehicle:                                    www.NAFGETA.com Use the upfitter of your choice:                                 www.NAFGpartner.com Vehicle Status:                                        [email protected] General Inquiries:                                  [email protected] For general questions or assistance please contact our main office at:
1-855-289-6572

Vehicle Configuration Options
ENGINE
Code Description
99A Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)

TRANSMISSION
Code Description
44F Transmission: TorqShift-G 10-Speed Automatic, (STD) WHEELS
Code Description
64A Wheels: 17" Argent Painted Steel, (STD)
TIRES
Code Description
TD8 Tires: LT245/75Rx17E BSW A/S (4), (STD)
PRIMARY PAINT
Code Description
Z1 Oxford White
SEAT TYPE
Code Description
AS Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar
AXLE RATIO
Code Description
X37 3.73 Axle Ratio, (STD)
ADDITIONAL EQUIPMENT
Code Description
153 Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others 18B Platform Running Boards
OPTION PACKAGE
Code Description
610A Order Code 610A

2024 Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB

CODE MSRP
X3A $48,555.00
99A $0.00
44F $0.00
64A $0.00
TD8 $0.00
Z1 $0.00
AS $0.00
X37 $0.00
153 $0.00
18B $445.00
610A $0.00
$49,000.00
$0.00
$1,995.00
$50,995.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
2024 Fleet/Non-Retail Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB
WINDOW STICKER
MODEL
2024 Ford Super Duty F-350 SRW XL 2WD SuperCab 8' Box 164" WB

OPTIONS
Engine: 6.8L 2V DEVCT NA PFI V8 Gas, (STD)
Transmission: TorqShift-G 10-Speed Automatic, (STD)
Wheels: 17" Argent Painted Steel, (STD)
Tires: LT245/75Rx17E BSW A/S (4), (STD)
Oxford White
Medium Dark Slate, HD Vinyl 40/20/40 Split Bench Seat, -inc: center armrest, cupholder, storage and driver's side manual lumbar

3.73 Axle Ratio, (STD)
Front License Plate Bracket, -inc: Standard in states requiring 2 license plates and optional to all others Platform Running Boards
Order Code 610A
Please note selected options override standard equipment

SUBTOTAL
Advert/ Adjustments
Manufacturer Destination Charge
TOTAL PRICE
Any performance-related calculations are offered solely as guidelines. Actual unit performance will depend on your operating conditions.

Notes

Standard Equipment

MECHANICAL
Engine: 6.8L 2V DEVCT NA PFI V8 Gas -inc: Flex fuel (STD) Transmission: TorqShift-G 10-Speed Automatic -inc: SelectShift and selectable drive modes: normal, eco, slippery roads, tow/haul and trail (STD)

3.73 Axle Ratio (STD)

EXTERIOR
Wheels: 17" Argent Painted Steel -inc: painted hub covers/center ornaments (STD) Tires: LT245/75Rx17E BSW A/S (4) -inc: Spare may not be the same as road tire (STD) ADDITIONAL EQUIPMENT
50-State Emissions System
Transmission w/Oil Cooler
Rear-Wheel Drive
78-Amp/Hr 750CCA Maintenance-Free Battery w/Run Down Protection 160 Amp Alternator
Class V Towing Equipment -inc: Hitch, Brake Controller and Trailer Sway Control Trailer Wiring Harness
4160# Maximum Payload
GVWR: 10,400 lb Payload Package
HD Shock Absorbers
Front Anti-Roll Bar
Firm Suspension
Hydraulic Power-Assist Steering
34 Gal. Fuel Tank
Single Stainless Steel Exhaust
Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs, Brake Assist and Hill Hold Control Regular Box Style
Steel Spare Wheel
Full-Size Spare Tire Stored Underbody w/Crankdown
Clearcoat Paint
Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks Black Rear Step Bumper
Black Side Windows Trim and Black Front Windshield Trim Black Door Handles
Black Power Heated Side Mirrors w/Convex Spotter, Manual Folding and Turn Signal Indicator Manual Extendable Trailer Style Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Aluminum Panels
Black Grille
Tailgate Rear Cargo Access
Reverse Opening Rear Doors
Tailgate/Rear Door Lock Included w/Power Door Locks
Boxside Steps

Autolamp Auto On/Off Aero-Composite Halogen Daytime Running Lights Preference Setting Headlamps w/Delay-Off Cargo Lamp w/High Mount Stop Light
Perimeter/Approach Lights
Radio w/Seek-Scan, Clock and Speed Compensated Volume Control Radio: AM/FM Stereo w/MP3 Player -inc: 4 speakers
Fixed Antenna
SYNC 4 -inc: 8" LCD capacitive touchscreen w/swipe capability, wireless phone connection, cloud connected, AppLink w/app catalog, 911 Assist, Apple CarPlay and Android Auto compatibility and digital owner's manual 2 LCD Monitors In The Front
4-Way Driver Seat -inc: Manual Recline and Fore/Aft Movement 4-Way Passenger Seat -inc: Manual Recline and Fore/Aft Movement 60-40 Folding Split-Bench Front Facing Fold-Up Cushion Rear Seat Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer
Power Rear Windows
FordPass Connect 5G Mobile Hotspot Internet Access
Rear Cupholder
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Manual Air Conditioning
HVAC -inc: Underseat Ducts
Illuminated Locking Glove Box
Interior Trim -inc: Chrome Interior Accents
Full Cloth Headliner
Urethane Gear Shifter Material
HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and driver's side manual lumbar Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Full Overhead Console w/Storage and 2 12V DC Power Outlets Front Map Lights
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Pickup Cargo Box Lights
Smart Device Remote Engine Start
Instrument Panel Covered Bin and Dashboard Storage
Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Delayed Accessory Power
Power Door Locks
Driver Information Center
Trip Computer
Outside Temp Gauge
Digital/Analog Appearance
Seats w/Vinyl Back Material
Manual Adjustable Front Head Restraints and Manual Adjustable Rear Head Restraints Securilock Anti-Theft Ignition (pats) Immobilizer
2 12V DC Power Outlets
Air Filtration
AdvanceTrac w/Roll Stability Control Electronic Stability Control (ESC) And Roll Stability Control (RSC) ABS And Driveline Traction Control
Side Impact Beams

Dual Stage Driver And Passenger Seat-Mounted Side Airbags Tire Specific Low Tire Pressure Warning
Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch Safety Canopy System Curtain 1st And 2nd Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point and Height Adjusters Back-Up Camera

RESOLUTION NO. 2024-___

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PINOLE,

COUNTY OF CONTRA COSTA, STATE OF CALIFORNIA, TO

APPROVE THE PURCHASE OF TWO VEHICLES FOR PUBLIC WORKS OPERATIONS

AND MAINTENANCE DIVISION THROUGH SOURCEWELL FOR A TOTAL AMOUNT NOT TO EXCEED $128,000
WHEREAS the City of Pinole Public Works is responsible for maintaining the City’s infrastructure; and
WHEREAS Pinole Public Works relies of its staff vehicles to provide essential service to the residents of pinole and to address maintenance needs of city’s infrastructure; and WHEREAS the City wants to replace aging fleet and purchase one F-350 2-wheel drive Super Duty, one F-350 4-wheel drive Super Duty; and
WHEREAS funding for above request was approved on June 20, 2023; and WHEREAS City staff solicited bids through Sourcewell, a cooperative purchasing organization for government agencies; and
WHEREAS, the quoted cost for the F-350 2-wheel drive Super Duty is $53,962.67, for the F-350 4-wheel drive Super Duty is $56,920.34; and
WHEREAS, the City will be required to pay various taxes and fees for the purchases, which may increase the cost by up to 15%; and
WHEREAS, the total cost to purchase the two vehicles will not exceed $128,000; and WHEREAS funds for the staff vehicles and will come from Measure S2014 Fund 106; and
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Pinole does hereby approve the purchase of the two vehicles identified herein for a total combined amount not to exceed $128,000 and authorize the City Manager to approve the purchase agreements in conformance with the Procurement Policy.

PASSED AND ADOPTED at a regular meeting of the Pinole City Council held on the 16th day of January, 2024 by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

I hereby certify that the foregoing resolution was regularly introduced, passed, and adopted on the 16th day of January 2024.
___________________________
Heather Bell
City Clerk

CITY COUNCIL
REPORT 9.F.

DATE: JANUARY 16, 2024
TO: MAYOR AND COUNCIL MEMBERS
FROM: LILLY WHALEN, COMMUNITY DEVELOPMENT DIRECTOR

SANJAY MISHRA, PUBLIC WORKS DIRECTOR
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE INTERIM CITY MANAGER TO EXECUTE A CONTRACT WITH CLIENT FIRST TECHNOLOGY CONSULTING THROUGH FY23/24

FOR SYSTEM ADMINISTRATION SUPPORT AND IMPLEMENTATION OF NEW

PERMITTING/LICENSING SYSTEM

RECOMMENDATION
Staff recommends that the City Council adopt the attached Resolution (Attachment A) that Authorizes the Interim City Manager to execute a Consulting Services Agreement with Client First Technology Consulting through June 2024 to provide Land Management System Administration and GIS Maintenance for new Community Development Suite software which allows for 24/7 public access to permitting and licensing.

BACKGROUND
The City of Pinole was an early adopter of an electronic building and planning permit tracking system, acquiring permitting software 24 years ago, in 1999. Until recently, the City continued to use the software system to track the submittal, processing, and retention of building and planning permits, code enforcement cases, and business licenses. Central Square Technologies acquired the software in 2018 and now offers a secure cloud-based "Community Development Suite" of technology solutions that replaces the current system.

On June 7, 2022 the City Council authorized the approval of several contracts to upgrade the City’s current permitting system to Central Square Technologies’ secure cloud-based Community Development Suite which automates work processes, allows field staff remote access, and engages citizens and customers by providing 24/7 online access to apply for and track projects, permits and licenses for the Building, Planning and Code Enforcement Divisions and the Public Works and Finance Departments.

The City has contracted with Client First Technology Consulting (Client First) since February 2022 for assistance with the City’s contract negotiations with CentralSquare Technologies and help configuring the new version of the system and migrating data to it. The project launched in September 2022, and Staff transitioned to the use of the new back-end software for managing and processing permits and licenses in late November, 2023. With Client First’s help, Staff anticipates that the new eTRAKiT portal (which is the public-facing end of the same tool staff is now using) will be launched in February 2024. In addition to the benefits mentioned, the new software will provide increased turnaround times, more efficient use of staff time, eliminate redundancies, and reduce reliance on paper-based records.

Client First has been a helpful partner in making sure the new system is successful. Working closely with staff, they have helped build the public portal for online applications, credit card payments, inspection scheduling, license renewals, and data searches. They are currently working with each department (Building, Planning, Public Works, Code Enforcement, and Finance) to improve the public portal experience and make internal processes smoother. This has required a complete reconfiguration of the system which was more extensive than anticipated, and all the funds contracted for the implementation of the permitting system have been expended to date.

REVIEW AND ANALYSIS
The City has very limited in-house subject-matter expertise and resources to support this enterprise application system fully. The position of Administrative Coordinator, responsible for supporting the system, was briefly filled but is currently vacant. At this critical moment in the project, the City is therefore seeking a third-party land management support specialist with extensive Community Development Suite experience to assist the City with both Land Management System Administration and Geographic Information System (GIS) Maintenance support through the remainder of the 23/24 fiscal year.

Land Management System Administration
City Land Management System-related assistance needs will include post go-live support, eTRAKiT (public portal) roll out and system administration assistance, as described below.

Post “Go-Live” Support (One-Time Project)
Staff “went live” with the product by transitioning to the use of the new back-end software for managing and processing permits in late November, 2023. Additional support is needed prior to being able to roll out the product to the public. This work includes, but is not limited to:
• Back-end development configuration improvements
• Public portal configuration improvements
• Workflow analysis and reengineering
• Training
• Report development
• Setup and Configuration
• Integrations Issue Resolution
Client First will work with City departments to find out what they need and where the system can be improved. They'll talk to each department's staff leads to see if there are any gaps in the way things are done. After they have looked at everything, Client First will suggest ways to improve the system and make it easier for the public and staff to use. They'll also work with staff to see what documents the City uses and what needs to be updated or created.

A portion of the work Client First will assist with include the development and launch of automated online solar permit processing under SB 379 (Solar Access Act). This involves integrating with a third-party application, Symbium.

Rollout of Public Portal (One-Time Project)
This goal for this phase is to introduce online public services such as online applications, payments, inspection scheduling, and data searches. To accomplish this, Client First will work closely with staff to test eTRAKiT and address any issues with the vendor, Central Square.

The main objectives are to simplify and streamline the processes. Client First will work with staff to recruit beta testers (Pinole routine customers) for the public portal and plan to launch it in mid-January. After a successful soft launch, Client First will support the full Go Live of the public portal in early February.

Routine System Administration Assistance
As mentioned above, as a part of the FY22/23 budgeting process, the City Council approved a new staff position, the Administrative Coordinator, to serve both Community Development and Public Works. One responsibility of the Administrative Coordinator will be to maintain the new system in the future. The position has not been filled, and filling the position as envisioned may be challenging. Staff will be working with Client First to identify needs for ongoing system administration and support on a fiscal year basis for FY24/25 and beyond.

Services Client First will provide for system administration though the end of FY23/24 include, but are not limited to:
• Configuration updates (adding a status, adding a subtype, adjusting automatic fees, adjusting allowable fees, etc.)
• Fee schedule adjustments
• Quality assurance of configuration changes across all departments • User issues troubleshooting and resolution
• Staff training (on-site or remote)
• New reports, letters, scripting, and testing
• Existing reports/letters modifications/adjustments
• Existing reports/letters issue research and fixes
• User rights adjustments
• Adding new users
• Configuration updates to utilize new functionality
• Process redefinition and/or process translation into system configuration During this process, Staff will evaluate in-house capacities and needs for routine System Administration for FY24/25 and beyond.

GIS Maintenance
Geographic Information System (GIS) maintenance is a periodic process of parcel, address, and street segment updates. GIS maintenance also includes periodic data clean-up and updates of all land-based data. This scope of work contains two objectives, as described below:

GIS Data Clean-Up (One-Time Project)
The City GIS data has been assessed by Client First, and a set of data issues identified that need to be resolved. GIS data issues include:

• Address records with inconsistent address parsing
• Parcels with the same address but different parcel numbers • Parcels without a street number
Periodic GIS Data Maintenance
Periodic maintenance will include:
• County parcel data and ownership import
• Data updates for records that need manual updates
• Address data updates based on construction and tenant improvement activities • Zoning changes
• Other layer updates as needed
During this process, Staff will evaluate in-house capacities for routine update of GIS data for FY24/25 and beyond.

Staff “went live” with the product by transitioning to the use of the new back-end software for managing and processing permits in late November, 2023. Additional support is needed prior to being able to roll out the product to the public. This work includes, but is not limited to:
• Back-end development configuration improvements
• Public portal configuration improvements
• Workflow analysis and reengineering
• Training
• Report development
• Setup and Configuration
• Integrations Issue Resolution
Client First will work with City departments to find out what they need and where the system can be improved. They'll talk to each department's staff leads to see if there are any gaps in the way things are done. After they have looked at everything, Client First will suggest ways to improve the system and make it easier for the public and staff to use. They'll also work with staff to see what documents the City uses and what needs to be updated or created.

A portion of the work Client First will assist with include the development and launch of automated online solar permit processing under SB 379 (Solar Access Act). This involves integrating with a third-party application, Symbium.

Rollout of Public Portal (One-Time Project)
This goal for this phase is to introduce online public services such as online applications, payments, inspection scheduling, and data searches. To accomplish this, Client First will work closely with staff to test eTRAKiT and address any issues with the vendor, Central Square.

The main objectives are to simplify and streamline the processes. Client First will work with staff to recruit beta testers (Pinole routine customers) for the public portal and plan to launch it in mid-January. After a successful soft launch, Client First will support the full Go Live of the public portal in early February.

Routine System Administration Assistance
As mentioned above, as a part of the FY22/23 budgeting process, the City Council approved a new staff position, the Administrative Coordinator, to serve both Community Development and Public Works. One responsibility of the Administrative Coordinator will be to maintain the new system in the future. The position has not been filled, and filling the position as envisioned may be challenging. Staff will be working with Client First to identify needs for ongoing system administration and support on a fiscal year basis for FY24/25 and beyond.

Services Client First will provide for system administration through the end of FY23/24 include, but are not limited to:
• Configuration updates (adding a status, adding a subtype, adjusting automatic fees, adjusting allowable fees, etc.)
• Fee schedule adjustments
• Quality assurance of configuration changes across all departments • User issues troubleshooting and resolution
• Staff training (on-site or remote)
• New reports, letters, scripting, and testing
• Existing reports/letters modifications/adjustments
• Existing reports/letters issue research and fixes
• User rights adjustments
• Adding new users
• Configuration updates to utilize new functionality
• Process redefinition and/or process translation into system configuration During this process, Staff will evaluate in-house capacities and needs for routine System Administration for FY24/25 and beyond.

GIS Maintenance
Geographic Information System (GIS) maintenance is a periodic process of parcel, address, and street segment updates. GIS maintenance also includes periodic data clean-up and updates of all land-based data. This scope of work contains two objectives, as described below:

GIS Data Clean-Up (One-Time)
The City GIS data has been assessed by Client First, and a set of data issues identified that need to be resolved. GIS data issues include:
• Address records with inconsistent address parsing
• Parcels with the same address but different parcel numbers • Parcels without a street number
Periodic GIS Data Maintenance
Periodic maintenance will include:

• County parcel data and ownership import
• Data updates for records that need manual updates
• Address data updates based on construction and tenant improvement activities • Zoning changes
• Other layer updates as needed
During this process, Staff will evaluate in-house capacities for routine update of GIS data for FY24/25 and beyond.

FISCAL IMPACT
Pursuant to the Proposal (Attachment B), the cost of Land Management System Administration is estimated at $80,000 and GIS maintenance cost is estimated at $20,000, all on a time and materials basis, for a total cost not to exceed $100,000 (One Hundred Thousand Dollars). This cost will be entirely covered by salary savings from the Administrative Coordinator position, and there is no need for a budget allocation. The balance of salary savings (salary and benefits) for the vacant Administrative Coordinator position is $109,915 for the remainder of fiscal year 23/24.

Additionally, a portion of Client First’s work will be implementing automatic online solar permit processing in pursuit of compliance with automated SB 379 (Solar Access Act) by September 2024. The City received a $40,000 grant (CalAPP) from the State of California State of California Energy Commission (see item 9E in the Council’s February 7, 2023 agenda). Staff anticipates that approximately $5,000 in Client First invoices will be reimbursed through the CalAPP grant, for a total fiscal impact of $95,000 instead of $100,000. The City will invoice for the remainder of the grant monies ($35,000) for subscription fees, staff time in setting up and training on the system, creating educational materials and hosting trainings with the public.

ATTACHMENTS
A. Council Resolution, with Exhibit A
B. Client First Proposal

RESOLUTION NO. 2024-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PINOLE AUTHORIZING

THE INTERIM CITY MANAGER TO EXECUTE A CONSULTANT SERVICES

AGREEMENT WITH CLIENT FIRST TECHNOLOGY CONSULTING FOR
PROFESSIONAL SERVICES THROUGH THE REMAINDER OF THE 23/24 FISCAL

YEAR TO SUPPORT LAND MANAGEMENT SYSTEM ADMINISTRATION AND

GEOGRAPHIC INFORMATION SYSTEM MAINTENANCE FOR THE NEW

COMMUNITY DEVELOPMENT PERMIT TRACKING AND ONLINE APPLICATION SYSTEM
WHEREAS, the City of Pinole was an early adopter of an electronic building and planning permit tracking system, acquiring current permitting software TRAKiT in 1999; and
WHEREAS, the City’s TRAKiT system, which is offered by Central Square Technologies, was outdated, unsupported by the vendor and was required to be updated to retain functionality;
WHEREAS, the City originally engaged Client First in 2022 to assist with the City’s upgrade and migration to the new software with a focus on improving efficiency, project management, and customer service; and
WHEREAS, with Client First’s support, the City “went live” with the new product and transitioned to the use of the new back-end software for managing and processing permits and licenses in November 2023; and
WHEREAS, the City desires to launch the new eTRAKiT portal (the public-facing end of the system) in February 2024; and
WHEREAS, the City has very limited in-house subject-matter expertise and resources to build and support the enterprise application system fully; and WHEREAS, at this critical moment in the project, the City desires to contract with land management support specialist with extensive Community Development Suite experience to assist the City with both Land Management System Administration and Geographic Information System (GIS) Maintenance support through the remainder of the 23/24 fiscal year; and
WHEREAS, as a subject matter expert, Client First has been a professional, supportive, and helpful partner in ensuring the success of the new system; and WHEREAS, salary-savings from the vacant Administrative Coordinator position in Community Development and Public Works will be utilized to support the contract and no additional allocation is required.

NOW THEREFORE, BE IT RESOLVED, that the above recitals are true and

correct and made part of this resolution.

BE IT FURTHER RESOLVED that the City Council of the City of Pinole takes the following actions:

1. Authorizes the Interim City Manager to execute a Consultant Services Agreement (Exhibit A, incorporated herein) with First Client in an amount not to exceed an $100,000 for the Land Management System Administration, which includes Post Go Live Support, rollout of the public portal, routine system administration assistance and GIS maintenance; and

2. Allows for $100,000 in salary savings from the vacant Administrative Coordinator position in the Community Development and Public Works Department for FY23/24 to be utilized to support this Consultant Services Agreement.

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pinole held on the 16th day of January, 2024 by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

I, hereby certify that the foregoing resolution was regularly introduced, passed, and adopted on the 16th day of January, 2024
____________________________________
Heather Bell, CMC
City Clerk

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
Exhibit A:

CONSULTING SERVICES AGREEMENT

BETWEEN THE CITY OF PINOLE AND
[NAME OF CONSULTANT]
THIS AGREEMENT for consulting services is made by and between the City of Pinole (“City”) and
(“Consultant”) (together sometimes referred to as the “Parties”) as of , 20 (the “Effective Date”) in Pinole, California.

Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.

1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on , and Consultant shall complete the work described in Exhibit A by that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as provided for in Section 8.

1.2 Standard of Performance. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession.

Consultant shall prepare all work products required by this Agreement in a professional manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession.

1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons.

1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder.

Section 2. COMPENSATION. City hereby agrees to pay Consultant an amount not to exceed , for all work set forth in Exhibit A and all reimbursable expenses incurred in performing the work. In the event of a conflict between this Agreement and Consultant’s

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
proposal regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement.

Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person.

Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant.

Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.

2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
▪ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
▪ The beginning and ending dates of the billing period; ▪ A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
▪ At City’s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense; ▪ The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A;
▪ The Consultant’s signature.

2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Consultant.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed.

2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement.

In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.

2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed the amounts shown on the following fee schedule attached hereto as Exhibit B.

2.6 Reimbursable Expenses. Reimbursable expenses are specified in Exhibit B, and shall not exceed ($ ). Expenses not listed in Exhibit B are not chargeable to City. Reimbursable expenses are included in the total amount of compensation provided under this Agreement that shall not be exceeded.

2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.

2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination.

Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date.

2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.

Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement. City shall make available to Consultant only the facilities and equipment listed in Exhibit C, and only under the terms and conditions set forth therein.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
Section 4. INSURANCE REQUIREMENTS. Before beginning any services under this Agreement, Consultant, at its own cost and expense, shall procure the types and amounts of insurance specified herein and maintain that insurance throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant’s bid or proposal. Consultant shall be fully responsible for the acts and omissions of its subcontractors or other agents.

4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant in the amount required by applicable law. The requirement to maintain Statutory Workers’ Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Consultant is a sole proprietor and does not have any employees and will not have any employees during the term of this Agreement.

4.2 Commercial General and Automobile Liability Insurance.

4.2.1 General requirements. Consultant, Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than TWO MILLION DOLLARS ($2,000,000) per occurrence and FOUR MILLION DOLLARS ($4,000,000) aggregate, combined single limit coverage for risks associated with the work contemplated by this Agreement.

4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering comprehensive General Liability on an “occurrence” basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition) covering any auto (Code 1), or if Consultant has no owned autos, hired (code 8) and non-owned autos (Code 9). No endorsement shall be attached limiting the coverage.

4.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy:
a. The Commercial General and Automobile Liability Insurance shall cover on an occurrence basis.
b. City, its officers, officials, employees, agents, and volunteers shall be covered as additional insureds for liability arising out of work or operations on behalf of the Consultant, including materials, parts, or equipment furnished in connection with such work or operations; or automobiles owned, leased, hired, or borrowed by the Consultant. Coverage can be provided in the form of an endorsement to the Consultant’s insurance at least as broad as CG 20 10 11 85, or both CG 20 10 10 01 and CG 20 37 10 01.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
c. For any claims related to this Agreement or the work hereunder, the Consultant’s insurance covered shall be primary insurance as respects the City, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Consultant’s insurance and non-contributing. d. The policy shall cover inter-insured suits and include a “separation of Insureds” or “severability” clause which treats each insured separately. e. Consultant agrees to give at least 30 days prior written notice to City before coverage is canceled or modified as to scope or amount.

4.3 Professional Liability Insurance.

4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) per occurrence or claim covering the Consultant’s errors and omissions.

4.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Agreement or the work.
c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years after completion of work under this Agreement.
d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement.

4.4 All Policies Requirements.

4.4.1 Submittal Requirements. Consultant shall submit the following to City prior to beginning services:
a. Certificate of Liability Insurance in the amounts specified in this Agreement; and

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
b. Additional Insured Endorsement as required for the General Commercial and Automobile Liability Polices.

4.4.2 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.

4.4.3 Deductibles and Self-Insured Retentions. Insurance obtained by the Consultant shall have a self-insured retention or deductible of no more than ONE HUNDRED THOUSAND DOLLARS ($100,000).

4.4.4 Wasting Policies. No policy required herein shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).

4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from Consultant by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein, and Consultant shall ensure that City, its officers, officials, employees, agents, and volunteers are covered as additional insured on all coverages.

4.4.7 Excess Insurance. If Consultant maintains higher insurance limits than the minimums specified herein, City shall be entitled to coverage for the higher limits maintained by the Consultant.

4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option: 1) obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; 2) order Consultant to stop work under this Agreement and withhold any payment that becomes due to Consultant hereunder until Consultant demonstrates compliance with the requirements hereof; and/or 3) terminate this Agreement.

Section 5. INDEMNIFICATION AND C ONSULTANT’S R ESPONSIBILITIES.

5.1 General Indemnification. To the fullest extent permitted by law, Contractor shall defend, indemnify and hold City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged negligent acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, subcontractors and subcontractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages, attorneys’ fees and other related costs and expenses. Contractor shall defend, at Contractor's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs, including reasonable attorneys’ fees, incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by City or its directors, officials, officers, employees, agents or volunteers.

Notwithstanding the foregoing, to the extent Contractor's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

This Section 5.1 shall survive any expiration or termination of this Agreement.

5.2 PERS Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Section 6. STATUS OF CONSULTANT.

6.1 Independent Contractor. At all times during the term of this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.

6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.

Section 7. LEGAL REQUIREMENTS.

7.1 Governing Law. The laws of the State of California shall govern this Agreement.

7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions. Consultant represents and warrants to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City.

7.5 Pinole Business License. Consultant shall obtain a City of Pinole business license according to the terms of Title 5 of the City of Pinole Municipal Code and deliver to City proof of such business license prior to beginning work under this Agreement. Work under this Agreement cannot begin until the City receives proof that Consultant has obtained a City of Pinole business license.

7.6 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement. Consultant

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.

Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.

Section 8. TERMINATION AND MODIFICATION.

8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant.

In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement.

8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall be specified in writing by the City. Consultant understands and agrees that if City issues such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized
by the City, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.

8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.

8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique professional competence, experience, and specialized professional knowledge. Moreover, a substantial inducement to City for entering into this Agreement was and is the personal reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the City.

Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the City.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement.

8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms of this Agreement, City’s remedies shall included, but not be limited to, the following:

8.6.1 Immediately terminate the Agreement;

8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;

8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or

8.6.4 Charge Consultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work.

Section 9. KEEPING AND STATUS OF RECORDS.

9.1 Rec ords Created as Part of Consultant’s Performan ce. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports and other documents are confidential and will not be released to third parties without prior written consent of both parties.

9.2 Consultant’s Books and Rec ords. 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 or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.

9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement.

Section 10 MISCELLANEOUS PROVISIONS.

10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including an action for declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing party shall be entitled to reasonable attorneys’ fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose.

10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Contra Costa or in the United States District Court for the Northern District of California.

10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.

10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.

10.6 Use of Recycled Products. Consultant shall endeavor to prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.

10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A
Consultant shall not employ any City official in the work performed pursuant to this Agreement.

No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.

Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.

Consultant will comply with all conflict of interest laws and regulations including, without limitation, City’s Conflict of Interest Code (on file in the City Clerk’s Office). It is incumbent upon the Consultant or Consultant’s firm to notify the City pursuant to section 10.10 Notices of any staff changes relating to this Agreement.
a. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of Consultant(s), unless as indicated in Subsection b., will be performing a very limited and closely supervised function, and, therefore, are unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of Consultant, except as indicated in Subsection b.

Initialed by City Attorney’s Office
b. In accomplishing the scope of services of this Agreement, Consultant(s) will be performing a specialized or general service for the City, and there is substantial likelihood that the Consultant’s work product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following Consultant(s) shall be subject to the Disclosure Category “1-5” of the City’s Conflict of Interest Code:

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.

10.9 Contract Administration. This Agreement shall be administered by who shall act as the City’s representative.

All correspondence shall be directed to or through or his or her designee.

10.10 Notices. Any written notice to Consultant shall be sent to:

Any written notice to City shall be sent to:

10.11 Professional Seal. Where applicable in the determination of the City, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation.

10.12 Integration; Incorporation. This Agreement, including all the exhibits attached hereto, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. All exhibits attached hereto are incorporated by reference herein.

10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement.
///
///
///
///
///
///
///
///
///
///
///
///
The Parties have executed this Agreement as of the Effective Date.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

CITY OF PINOLE CONSULTANT
Andrew Murray, City Manager [NAME, TITLE]
Consultant’s City of Pinole Business
License #:_
Attest:

Heather Bell, City Clerk
Approved as to Form:

Eric S. Casher, City Attorney

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

EXHIBIT A

SCOPE OF

SERVICES
.

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

EXHIBIT B

COMPENSATION SCHEDULE AND HOURLY FEES

Consulting Services Agreement
between City of Pinole and
[DATE]

EXHIBIT A

EXHIBIT C

CITY-FURNISHED FACILITIES
City shall furnish physical facilities such as desks, filing cabinets, and conference space, as may be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of the City. The location, quantity, and time of furnishing those facilities shall be in the sole discretion of City. In no event shall City be obligated to furnish any facility that may involve incurring any direct expense, including but not limited to computer, long-distance telephone or other communication charges, vehicles, and reproduction facilities.

Optimal Technology Guidance
Proposal for
Land Management System
Administrative and GIS
Maintenance Services
December14, 2023
Client Locations
Coast-to-Coast
Practice Locations
California
Illinois
North Carolina
Texas
800.806.3080
www.clientfirstcg.com

OPTIMAL TECHNOLOGY GUIDANCE
California • Illinois • North Carolina • Texas • 800.806.3080 • Fax 888.478.0495 2 | 21
December 14, 2023
Ms. Lilly Whalen
Director of Community Development
City of Pinole
2131 Pear Street
Pinole, CA 94564
RE: Proposal for Land Management System Administrative and GIS Maintenance Services
Dear Ms. Whalen:

ClientFirst appreciates the opportunity to present the City of Pinole with our proposal. Our consultants have decades of experience providing these services to agencies throughout the United States. Key qualifications include:

TRAKiT Experience – Although ClientFirst works with numerous agencies with different types of Land Management systems, the project team assigned to this engagement also has combined experience with over 140 Land Management application projects, over 80 of which are, or were, specifically TRAKiT.

Local Government ONLY Focus – ClientFirst Technology Consulting specializes in helping local government agencies with the evaluation and implementation of enterprise software solutions, including business process requirements, fostering buy-in and consensus across the organization, and providing the best value proposition.

Expertise and Experience – ClientFirst has worked with hundreds of local governments throughout the United States.

Why ClientFirst is the Best Choice
• We pride ourselves on our ability to listen and communicate, affecting positive change at all personnel levels.
• We truly put our client’s needs first. You are not just another project to us. • Our partners are hands-on and do not just provide high-level oversight or project management assistance.
• We not only follow best practices but also educate staff at all levels on best practices in a manner that helps them understand the relevance to their organization and their role within the project.
• We seek to partner with our clients as integrated subject-matter experts and advisors. • We work to help transform your organization, transfer knowledge, manage change, and ingrain best practices into your processes.

For any questions, feel free to contact me at 951.739.7989 or via email at [email protected] for additional information. We look forward to the opportunity of serving the City of Pinole as one of our many satisfied clients.

Sincerely,
David W. Krout, CPA (inactive)
Partner
Management Consulting Practice Leader

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
3 | 21
Table of Contents
LAND MANAGEMENT SYSTEM ADMINISTRATION..............................4 Background and Objectives.................................................................................... 4 Scope of Work ........................................................................................................ 4 GIS MAINTENANCE.......................................................................7 Background and Objectives.................................................................................... 7 Scope of Work ........................................................................................................ 7 COST DATA..................................................................................8 Fee Summary ......................................................................................................... 8 Scope Changes and Management ......................................................................... 8 Additional Services/Purchases by Other Seeking Public Agencies ........................ 8 Relevant Experience............................................................................................... 9 Primary Tasks Experience.................................................................................... 10 RELATED EXPERIENCE................................................................12 FIRM INFORMATION.....................................................................13 Enterprise Applications Consulting Practice Profile .............................................. 13 Firm Consultants’ Collective Experience .............................................................. 14 PROJECT ORGANIZATION AND STAFFING .....................................15 Key Personnel ...................................................................................................... 16

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
4 | 21
Land Management System
Administration
Background and Objectives
The City of Pinole is going live with the CentralSquare software called Community Development (or ComDev, formerly also known as TRAKIT) at the end of November 2023. ClientFirst assisted the City with migration to the new system. ClientFirst will be providing Post Go Live support, public portal rollout assistance, and system administration services to City staff for several months to aid in a smooth transition. ClientFirst will be working with and assisting the Community Development, Public Works, and Finance departments.

The City has limited in-house subject-matter expertise and resources to support this enterprise application system fully. It is, therefore, seeking a third-party land management support specialist with extensive ComDev experience to assist the City.

City ComDev-related assistance needed includes, but is not limited to:
• TRAKIT/Community development
configuration improvements
• eTRAKIT configuration improvements
• Workflow analysis and reengineering
• Training
• Report development
• Setup and Configuration
• Integrations Issue Resolution
Scope of Work
Post Go-Live Support
The ComDev system assistance for the City of Pinole will be managed by Tatjana Meser, Cyndi Hoxie, and Michael Truncale. Their extensive TRAKiT/ComDev configuration, training, data conversion, integrations, and project management experience are the best suited to assist the City with its post-go live, public portal, and system administration needs. They will be assisted, if necessary, by other subject-matter experts, including database and technical support consultants. ClientFirst partners will provide quality assurance and oversight as needed.

System Change Needs Assessment
ClientFirst will work with the City departments to identify their specific needs and gaps in the system configuration, integrations, and other issues. Establishing a list of open issues will allow the City and ClientFirst to prioritize issues and map out a path to resolution, establish timelines, and set expectations with each department.

Business Analysis and ComDev Improvements
ClientFirst will work closely with the Functional Leads to review and identify any business process or ComDev configuration gaps. Based on assessment findings, ClientFirst will recommend and assist with ComDev and eTRAKiT improvements by utilizing new functionality to streamline the business process for the public and City staff.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
5 | 21
Integrations
Reviewing the current state of all integrations with City teams will allow ClientFirst to identify testing steps the City needs to take to validate each integration during the migration. These testing steps will be recorded and used as a testing script by the Functional Leads. ClientFirst can also assist with testing each integration and documenting errors or incorrect system behavior.

Reports and Forms
ClientFirst, with the assistance of the Functional Leads, will complete a review of the existing and missing forms, correspondences, letters, and reports the City utilizes. This will lead to a clear list of documents that need to be updated or created. ClientFirst will also assess each form, correspondence, letter, and report to determine if a merge document or SSRS form/report needs to be created and work with the Functional Leads to determine how to deliver best the form, correspondence, letter, or report in the Merge Document or SSRS format. eTRAKiT (Public Portal) Roll Out
The main goal for this phase will be the rollout of online public services like online applications, online payments, inspection scheduling, and data searches. ClientFirst will work closely with the Functional Leads to complete the testing of eTRAKiT and work with the vendor on any issues that may arise before rollout. Process redefinition and streamlining will be the main objectives.

ClientFirst will work with the City to recruit beta testers for the public portal for a soft launch and support the full Go Live of the public portal after a successful soft launch has been completed.

System Administration Assistance
The ClientFirst ComDev assistance and system changes include, but are not limited to:
• Configuration updates (adding a status, adding a subtype, adjusting automatic fees, adjusting allowable fees, etc.)
• Fee schedule adjustments
• Quality assurance of configuration changes across all departments • User issues troubleshooting and resolution
• Staff training (on-site or remote)
• New reports, letters, scripting, and testing
• Existing reports/letters modifications/adjustments
• Existing reports/letters issue research and fixes
• User rights adjustments (per City ComDev Administrator instruction) • Adding new users (per City ComDev Administrator instruction) • Configuration updates to utilize new functionality
• Process redefinition and/or process translation into ComDev configuration Most training will be provided remotely (on-site training can be provided if necessary, considering COVID protocols). Remote training will be conducted via the use of Teams. Agency training attendees will need to have access to PCs and PC or phone headsets. Agency training attendees will also need to be set up with a login to the ComDev Production and Test instances by the Agency ComDev Administrator (or ClientFirst). During the training, ClientFirst will share their screen and conduct a walk-through of the application and process. Agency training participants will be able to follow along on their machines and share their screens with the other training participants, as well as ClientFirst, if questions arise.

We will provide application consulting assistance but will not replace software vendor’s technical support or the Agency’s ComDev administration role (optional). Our consultants work with

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
6 | 21
multiple agencies on various similar types of projects, and most activities for this project will be planned and scheduled. Should the City need assistance more urgently, you will have our assigned consultants’ cell phones, and our office can also transfer you directly to their cell phones if they are not in the office. They will contact you back as soon as possible, usually the same day. However, even for non-urgent matters, our policy is to respond to the client within 24 hours. Our normal business hours are Monday through Friday, 8:00 am to 5:00 pm PST.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
7 | 21
GIS Maintenance
Geographic Information System (GIS) maintenance is a periodic process of parcel, address, and street segment updates. GIS maintenance also includes periodic data clean-up and updates of all land-based data.

Background and Objectives
Periodic GIS maintenance will include but is not limited to tracking parcels, updating existing layers, drawing boundaries, capturing and summarizing data, and other activities. Reasons for geo data updates include but are not limited to:
• ADU construction
• Commercial suite changes
• Street name changes
• Property ownership changes
• Zoning changes
Geography and GIS services play a role in nearly every decision the City makes and also provide a graphic representation to aid residents and decision-makers with their needs.

Scope of Work
GIS Data Clean-Up
The City GIS data has been assessed, and a set of data issues identified that need to be resolved.
• GIS data issues include:
 Address records with inconsistent address parcing
 Parcels with the same address but different parcel numbers  Parcels without a street number
Periodic GIS Data Maintenance
Periodic maintenance will include:
• County parcel data and ownership import
• Data updates for records that need manual updates
• Address data updates based on construction and tenant improvement activities • Zoning changes
• Other layer updates as needed

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
8 | 21
Cost Data
Fee Summary
Our professional fees are based on the scope and approach outlined in this proposal, plus travel-related expenses, if necessary. Our standard billing rates for these types of services are dependent on the levels and skill sets of the consultant(s) assigned to specific aspects of the project. This project will logistically span many months. The consulting fees payable based on this agreement shall not exceed $100,000 without City approval and written authorization.

Summary Rates
Time-and-Materials or Optional Tasks
Consultant Level Hourly Rate
Project & Quality Assurance Director $ 210
Applications Consultant/ Project Manager $ 195
GIS Consultant $ 195
The cost of Land Management System Administration is estimated at $80,000.

GIS maintenance cost is estimated at $20,000.

Scope Changes and Management
Alternative scope changes and fee adjustments are possible and are dependent on specific project needs and staff resources and capabilities. Minor changes to the scope and methodology stated above will not result in a change in our fees.

If the nature or scope of our work should change significantly during the project, we will discuss such matters and their effect on our fees and obtain written approval before proceeding.

Additional Services/Purchases by Other Seeking Public Agencies ClientFirst acknowledges that other public agencies may seek to “piggyback” under the same terms and conditions of a resulting similar services contract and/or purchases being offered in this contract or proposal. ClientFirst has the option to agree or disagree to allow contract piggybacks on a case-by-case basis. ClientFirst agrees to extend the same pricing, terms, and conditions as stated in this contract or proposal to each and every political entity, special district, and related non-profit. It is understood that other entities shall make purchases in their own name, make payments, and be liable directly to ClientFirst. The agency shall in no way be involved or responsible to ClientFirst for other entities’ purchases.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
9 | 21
TRAKIT/ComDev Experience
Relevant Experience
The project team assigned to this engagement has combined experience with over 100 Land Management application projects, over 80 of which are or were, specifically, TRAKiT/ComDev.

Our ComDev experience includes:
• Process Reviews and Workflow
Improvements
• Functionality Requirements Definition
• Contract Negotiations
• Hands-on Implementation
• User Training
• Data Conversion Assistance
• Project Management
• Systems Maintenance
• System Updates and Modifications
• Integrations Assistance
• Database Updates
Our specific ComDev module and functionality experience includes, but is not limited to:
• Land Management
• Permitting
• Projects and Planning
• Code Compliance
• CRM
• Entity
• Licensing
• TimeTRAK
• Reports
• Workspace
• eTRAKiT
• iTRAKiT/Mobiles
• GIS Integration
• Electronic Plan Review Process and
Integrations
• Online payment integrations
• At the Counter Credit Card Integrations
Experience with Local Governments – Our team’s experience working with local governments in California and across the country has provided our staff with the subject-matter expertise to quickly understand operational demands and opportunities and then equate them to beneficial recommendations and improvements.

Locally Based – Our California-based operations can react quickly to on-site project demands.

Stable, Strong, and Growing – We are a financially stable and profitable firm that has been serving local governments for over 18 years. We continue growing in both the addition of personnel, as well as the expansion of new office locations.

Quality of Experience of Our Consultants – Our Project Support Team for this project is made up of consultants with over 100 years of collective experience in IT consulting and software administration. The leaders and founders of our company come from IT consulting and management experience at a Top-Five national accounting and consulting firm.

Commitment to the Project – We believe ClientFirst has the expertise and commitment to provide excellent ComDev application and database-related services to the City of Pinole. Our team of consultants all have extensive backgrounds with ComDev and similar Land Management products, including scripting, data extracts, reporting, customization, and workflow improvements, as well as implementation of new modules and software version migrations.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
10 | 21
Primary Tasks Experience
Business Process Analysis
The ClientFirst team has a collective 18 years of experience with business process reviews, assessment, and analysis, as well as the documentation of configuration requirements.

Improvements
The assessment of existing configurations, processes, integrations, contracts, and other components of implementations and software, as well as improvement recommendations, is a service that ClientFirst SMEs have offered for over 20 years.

Integrations
ClientFirst has assisted many agencies with custom and standard integration with ComDev and other software solutions. Requirements gathering, review, and specification processes are key in implementing integrations, specifically for custom integrations.

Data Conversion
The ClientFirst team data conversion experience includes writing data conversion script(s), data mapping and analysis, data testing and validation, and data conversion testing training sessions with the project team. ClientFirst can also assist the project team in identifying and documenting any data conversion issues to ensure the resolution of the data conversion problems. The ClientFirst team has completed data conversion and data imports from different types of sources (Access, SQL, CSV, Excel, AS400) into various formats for conversions or interfaces.

Reports and Forms
ClientFirst has assisted many agencies with the review of and classification of forms, correspondences, notices, letters, and permits/business certificates to determine if a merge document or custom SSRS form or report is the best solution. ClientFirst also has extensive experience creating specifications for custom forms and reports, as well as scripting SSRS forms and reports for clients.

The ClientFirst team has experience with the creation and modification of many different report styles, ranging from simple data lists to managerial data summary reports to visual data representation via graphs and charts. We have provided the following types of report services:
• Meetings with stakeholders
• Discussions regarding the stakeholders’ reporting need • Advise and guide stakeholders through data and reporting capabilities • Document report specifications and layouts
• Report scripting and follow-up communications
• Report delivery and review/training with stakeholders • Any additional report modifications based on stakeholders’ feedback Testing
The ClientFirst team has assisted with and conducted testing of the ComDev software and integrations to the ComDev software. The team also has extensive experience in test planning and oversight. Hands-on assistance with testing can also be provided by the City if needed.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
11 | 21
Training
The ClientFirst team members have participated in and led power-user and end-user training for over 40 agencies across all ComDev modules. Training for data conversion and integration testing is also an area of expertise.

Ability to Work with Multiple Groups
The ClientFirst approach to the review of ongoing implementations and project assessments is all-encompassing for the departments that are stakeholders of the software that is being implemented. Working with all stakeholders across all departments is the key to a successful project and Go-Live.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
12 | 21
Related Experience
City of Piedmont
120 Vista Avenue, Piedmont, CA 94611
John O. Tulloch, Assistant City Administrator/City Clerk/IS Manager 510.420.3040 [email protected]
Town of Windsor
9291 Old Redwood Highway, Windsor, CA 95492
Jeneen Peterson, Administrative Services Director 707.838.5003 [email protected]
Butte County
25 County Center Drive, Oroville, CA 95965
Kenneth Colwell, Development Services Fiscal Manager 530.552.3660 [email protected]
Patrick Miner, Senior Information Systems Analyst 530.552.3669 [email protected]
City of San Clemente
100 Avenida Presidio, San Clemente, CA 92672
Brian Brower, Information Technology Manager 949.283.3721 [email protected]

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
13 | 21
Firm Information
Enterprise Applications Consulting Practice Profile
ClientFirst’s enterprise applications consulting team has been conducting these specific types of assessments, process reviews, procurements, and implementation assistance for over 20 years, originating within RSM McGladrey, the nation’s fifth-largest CPA/Consulting firm.

ClientFirst leverages this experience to the
client’s advantage through a unique
approach to software selection, which
considers the vendor’s perspective while
working with clients to navigate the
complexities of software needs assessment,
selection, contract negotiation, and
implementation.

We identify an organization’s strategic,
organizational, application, and functional
requirements—specific to the client’s
business processes—to determine which
solutions are the best fit for both customer
and vendor. Our clients appreciate the
honesty and diligence with which we conduct
our projects, and many clients continue
relying on our services after their first project
with us.

The level of risk and the probability of
achieving a successful implementation are
directly related to the amount of proper due
diligence employed. At ClientFirst, we take
every possible step to decrease this risk
level through best practices.

Because of the level of due diligence that
we require, software vendors welcome the
opportunity to respond to our RFP
documents, giving your organization a
chance to find the best functionality fit by
evaluating an adequate number of
qualified vendor responses.

I have never seen such
professionalism and thoroughness in
managing an RFP as I have with
ClientFirst. Whether or not we win this
contract, I would be happy to provide
a reference if you ever need it.
—Vendor
Vendor Selection Assistance

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
14 | 21
Firm Consultants’ Collective Experience
We understand that the experience of the individual consultants is a significant factor in hiring a firm to conduct the project on your behalf. Our consultants have extensive public-sector experience in their respective careers, including projects with the following agencies:

California
City of Albany
City of Azusa
City of Big Bear Lake
City of Brentwood
City of Brisbane
City of Burbank
City of Calabasas
City of Camarillo
City of Carlsbad
City of Larkspur
City of Chino
City of Clovis
City of Colton
City of Corona
City of Coronado
City of Downey
City of Dublin
City of Escondido
City of Foster City
City of Glendora
City of Healdsburg
City of Hemet
City of La Habra
City of La Puente
City of Laguna Niguel
City of Larkspur
City of Lathrop
City of Lomita
City of Menlo Park
City of Mission Viejo
City of Montclair
City of Murrieta
City of Pacifica
City of Pacific Grove
City of Palm Desert
City of Palmdale
City of Piedmont
City of Pismo Beach
City of Port Hueneme
City of Rancho Cucamonga
City of Rancho Mirage
City of Redlands
City of Rialto
City of Rohnert Park
City of Rosemead
City of Sacramento
City of San Clemente
City of San Gabriel
City of San Jacinto
City of San Pablo
City of San Rafael
City of Seal Beach
City of Sierra Madre
City of Simi Valley
City of South Gate
City of South Pasadena
City of South San Francisco
City of Tustin
City of Upland
City of Vacaville
City of West Covina
County of Butte
County of Mariposa
County of Mendocino
County of Riverside
County of San Bernardino
County of Tuolumne
County of Yolo
Town of Danville
Town of Hillsborough
Town of Truckee
Town of Yucca Valley
CA-NV American Water
Works Association
Castaic Lake Water Agency
Castro Valley Sanitary District
Cucamonga Valley Water
District
Glendale Water and Power
Hayward Area Recreation
and Park District
Irvine Unified School District
Jurupa Community Services
District
Livermore Area Recreation
and Park District
Midpeninsula Regional Open
Space District
Newhall County Water District
Piedmont Police and Fire
Ramona Municipal Water
District
Rincon del Diablo Municipal
Water District
Rosamond Community
Services District
San Bernardino Municipal
Water
San Mateo Fire District
San Marino Unified School
District
Southern California Coastal
Water Research
Sweetwater Authority
Walnut Valley Water District
West County Wastewater
District
Western Municipal Water
District
Colton Joint Unified School
District
Irvine Unified School District
Lake Elsinore Unified School
District
Menifee Unified School
District
Mesa Water District
Mountain View School District
Romoland School District
West Covina Unified School
District
Ohlone Community College
San Jose Community College
University of California
Berkeley
University of California San
Francisco
UCSF Medical Center
Stanislaus Council of
Governments
Mechoopda Indian Tribe
Alabama
City of Pelham
Arizona
County of Maricopa
Connecticut
City of Bristol
City of New Haven
Groton Police and
Communications Dispatch
Town of Groton
Florida
City of Cape Coral
City of Deerfield Beach
City of Dunedin
City of Fort Lauderdale
City of Pompano Beach
City of Port St. Lucie
City of Riviera Beach
Idaho
City of Sandpoint
Illinois
City of Bloomington
City of Champaign
City of Countryside
City of Crystal Lake
City of Highland Park
City of Joliet
City of Lake Forest
City of Moline
City of Morton Grove
City of Naperville
City of Oakbrook Terrace
City of Orland Park
City of Prospect Heights
City of Rockford
City of Rock Island
City of St. Charles
City of Waukegan
City of Wood Dale
County of DuPage County
County of Peoria County
County of Sangamon County
County of Winnebago County
Village of Arlington Heights
Village of Cary
Village of Glencoe
Village of Kenilworth
Village of Lake Barrington
Village of Libertyville
Village of Lincolnwood
Village of Matteson
Village of Norridge
Village of Northbrook
Village of Northfield
Village of Oak Brook
Village of Oak Park
Village of Oswego
Village of Palos Park
Village of River Forest
Village of Riverside
Village of Westmont
Village of Wheeling
DuPage County Health Dept.

Batavia Public School District
Central Community Unit
School District 301
Champaign County Forest
Preserve District
Civitas Schools
Community High School
District 99
Community Unit High School
District 205
Community Unit School
District 300
Community Unit School
District 308
Consolidated High School
District 230
Consolidated School District
Gower School District
Hampton School District 29
Harlem School District 122
Harrison School District 36
Harvard Community Unit
School District
Harvey School District 152
Hinsdale Township High
School District 86
Indian Prairie Community Unit
School District 204
J. Sterling Morton High
School District 201
Lake Zurich Community Unit
School District 95
Mount Prospect School
District 57
Naperville Community Unit
School District 203
Naperville Park District
Norridge Park District
Oswego School District 308
Pace Suburban Bus Division
Park Ridge Schools
Port Byron Central School
District
Posen-Robbins SD 143.5
Prospect Heights School
District
Riverside Public School
District 96
Rockford Public Library
Rock River Water
Reclamation District
Sherrard Community Schools
St. Charles School District
Sunset Ridge School District
Township High School District
214
Wheaton-Warrenville School
District 200
Winnetka Public Schools
District 36
Lake Forest College
Lincolnwood Public Library
Oak Park Library
Oswego Library District
Park District of Highland Park
Indiana
The University of Notre Dame
Indianapolis Public Library
Indianapolis Public Schools
Iowa
City of Ankeny
City of Bettendorf
City of Burlington
City of Cedar Rapids
City of New Hampton
City of West Des Moines
County of Johnson
County of Linn
State of Iowa
Burlington Community School
District
Cedar Rapids Community
School District
Davenport School District
Diocese of Davenport
Catholic Schools
Dubuque Community School
District
Knoxville Community School
District
Mason City School District
North Scott School District
Des Moines Area Community
College
Cedar Falls Utilities
Kansas
City of Shawnee
Michigan
University of Michigan
Lake Superior State
University
Minnesota
County of Anoka
Nevada
County of Nye
Town of Pahrump
New York
City of Batavia
Village of Ossining
North Carolina
City of Burlington
City of Gastonia
City of High Point
City of Kinston
City of Mount Airy
City of Salisbury
Arc of Stanley County
County of Buncombe
County of Cabarrus
County of Davie
County of Orange
St. Augustine College
Wake Forest University
Eastern Band of Cherokee
Indians
Salisbury Rowan Utilities
Ohio
County of Cuyahoga
County of Montgomery
South Dakota
Rapid City Area Schools
Texas
City of Dallas
City of Pflugerville
City of University Park
County of Collier
County of Denton
Corpus Christi Fire
Highland Park Police and Fire
International Bank of
Commerce
River Oaks Country Club
State Bank of Texas
University of
Texas Health Science
Center
Westwood Country Club
Utah
Washington County School
District
Virginia
Commonwealth of Virginia
City of Manassas Park
Wisconsin
City of Appleton
City of Brookfield
City of Eau Claire
City of Wauwatosa
City of West Allis
County of Brown
County of Kenosha
County of Milwaukee
County of Waukesha
HIDTA Milwaukee
Diocese of Madison Catholic
Schools
Madison School District
Shorewood School District
Whitnall School District
West Allis School District

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
15 | 21
Project Organization and Staffing
ClientFirst’s primary consultants are employees, not subcontractors, and will be available throughout the project to maintain project continuity. Full resumes for each key personnel can be found in the Key Personnel section.

Project & Quality Assurance Director – Tatjana Meser
The Project & Quality Assurance Director assures the support services delivered by ClientFirst’s assigned support team meet our standards. This role is performed by a ClientFirst Director and/or Partner due to the need for executive-level experience involved in the delivery of our services. This person also directs the ClientFirst project team consultants assigned to the project.

Lead Applications Consultant – Cyndi Hoxie
The Lead Applications Consultant oversees the day-to-day City requests and activities and management of the deliverables. This person also directs the ClientFirst project team consultants assigned to the project and is the primary day-to-day contact for the client.

Application Consultants – Michael Truncale, Toby Soto
ClientFirst assigns two or more Application Consultants to every project for continuity and backup. These consultants perform the business analysis and necessary tasks required to provide the deliverables defined in the project scope of work. The ClientFirst Project Manager directs these consultants described above.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
16 | 21
Key Personnel
Tatjana Meser – Director, Enterprise Applications Consulting Project Role: Project Director/Quality Assurance
Tatjana has over 13 years of experience with local government agency software systems and implementations. Her in-depth experience with TRAKiT/ComDev software configuration, business analysis, and user needs assessment allows Tatjana to successfully configure new modules, oversee software migrations and script reports, and implement customized scripts/integrations, as well as provide TRAKiT support and maintenance. In addition, her portfolio includes assessment, planning, implementations, configuration, integration, upgrades, customizations, testing, and documentation. Tatjana has experience with over 30 different agencies utilizing TRAKiT.

Cyndi Hoxie – Management Consultant, Enterprise Applications Consulting Project Role: Lead Applications Consultant
Cyndi Hoxie has over 30 years of Public Sector experience, including 15 years with the municipal government in Building and Code Enforcement. Cyndi has spent over 16 years assisting agencies with land management enterprise application systems, including project management, conversion, interfaces, workflow analysis, and systems configuration. Cyndi also has experience with dozens of other agencies utilizing the TRAKiT and ComDev systems. In addition, Cyndi currently provides ongoing TRAKiT/ComDev systems administration assistance to two agencies.

Michael Truncale – Management Consultant, Enterprise Applications Consulting Project Role: Applications Consultant
Michael has over 17 years of experience with local government agency software systems and implementations. His in-depth experience with software configuration, business analysis, and user needs assessment for over 50 TRAKiT/ComDev implementations allows Michael to successfully configure new modules, oversee software migrations, develop testing and go-live plans, script reports, and implement customized scripts/integrations, as well as provide TRAKiT/ComDev support and maintenance. In addition, Michael currently provides ongoing TRAKiT/ComDev systems administration assistance to two agencies.

Toby Soto – GIS Consultant
Project Role: GIS and Land/Parcel Data Specialist
Toby has in-depth experience with GIS, land/parcel data, data conversion, and interface development for many local government agencies. Toby is also a former municipal IT Manager.

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
17 | 21
Tatjana Meser
Director, Enterprise Applications Consulting
Tatjana Meser has over 13 years of experience with local government agency software implementations. Her in-depth experience with software configuration, business analysis, and user needs assessment allows Tatjana to oversee project implementations of standard and customized software successfully.

Skilled in all facets of the project life cycle for application software, she has experience with functional and technical requirements development, gap analysis, system analysis, design, specifications, unit and system testing, implementation planning, execution, lessons learned, and system documentation.

These business improvement and process consistency efforts have created significant cost savings through move-efficient business processes and have reduced overall implementation costs.

Having worked with numerous government agencies as a vendor, Tatjana also brings an understanding, perspective, and ability to manage all the parties necessary for delivering lasting operational success.

Highlights
• Project oversight and management services for multiple community development implementations with custom
integration to financial, tax, and business licensing systems • Industry experience includes work with City and County agencies
Agency Experience
City of Batavia
City of Beaumont
City of Carlsbad
City of Corona
City of Coronado
City of Escondido
City of Fairfield
City of Fontana
City of Glendora
City of Greenville
City of Hesperia
City of Idaho Falls
City of Keller
City of Key West
City of Lakeland
City of Larkspur
City of Mill Valley
City of Mission Viejo
City of Monrovia
City of Newark
City of Oceanside
City of Palm Desert
City of Palmdale
City of Piedmont
City of Pinole
City of Pismo Beach
City of Rancho Palos Verdes
City of Rocklin
City of Salinas
City of San Bernardino
City of San Clemente
City of St. Cloud
City of St. Paul
City of Vacaville
City of Vallejo
City of West Covina
City of West Sacramento
City of Wood Dale
Town of Windsor
Village of Lincolnwood
Village of Oswego
Village of River Forest
Village of Westmont
County of Butte
County of Calaveras County
County of Mendocino
County of Shasta
County of Yuba
County of Hanover

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Bachelor of Arts in International
Studies – UC San Diego
• Project Management Institute
Member – Inland Empire Chapter

SPECIALTIES
• Project Management
• Conversion, Interface Planning,
and Implementation Support
• Understanding of public sector
departmental operations and
application systems
• Workflow analysis and mapping
• Business Process Redesign
• System Configuration and
Training
• Test and Go Live Plan Creation
I just wanted to say that I thought
the training sessions were very
informative and clear, and I learned
a lot from it. I appreciate your time
spent to train us. Thank you so
much!
—Account Clerk
CA Municipality

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
18 | 21
Cyndi Hoxie
Management Consultant
Cyndi Hoxie has over 30 years of Public Sector experience, including 15 years in municipal government in Building and Code Enforcement.

She has spent over 19 years assisting agencies with land management enterprise application systems, with her last position as a product owner of a mid-tier land management software representing the software needs of government agencies nationwide.

Cyndi’s applications experience ranges from being a frontline, daily land management software user to extensive applications support as well as software implementor and project manager of software implementations. Her diverse experiences allowed her to represent clients’ needs and drive the development of land management software with the end user in mind. Cyndi now utilizes her vast knowledge of land management systems to provide agencies with hands-on application support, maintenance, data management, reporting writing, training, and consulting advisory.

Highlights
• Experience with planning, permitting, inspections, code enforcement, and tax and licensing processes
• Project oversight and management services for multiple community development implementations
• Experience with custom integrations specifically for financial, tax, and business licensing systems
• Business process gap analysis and workflow documentation • Extensive knowledge of business and technical processes pertaining to enterprise applications
Agency Experience
City of Aurora
City of Aventura
City of Bakersfield
City of Boynton Beach
City of Brentwood
City of Broken Arrow
City of Carlsbad
City of Cary
City of Champaign
City of College Station
City of Coral Springs
City of Crestview
City of Delray Beach
City of Folsom
City of Fresno
City of Grand Prairie
City of Greenville
City of Gresham
City of Las Vegas
City of Los Altos
City of Manchester
City of Marietta
City of Miami Springs
City of Mission Viejo
City of Newberg
City of Norfolk
City of North Port
City of Novato
City of Oswego
City of Pearland
City of Piedmont
City of Pinole
City of Plano
City of Pompano Beach
City of Rio Rancho
City of St. Cloud
City of St. Helena
City of St. Petersburg
City of Salinas
City of San Bernardino
City of San Clemente
City of Solana Beach
City of Tamarac
City of West Palm Beach
City of Winter Haven
Town of Davie
Town of Lady Lake
Town of Los Altos Hills
Town of Normal
Town of Windsor
Village of Lincolnwood
County of Butte
County of Hanover
County of Mendocino

CREDENTIALS
• Certified Scrum Product Owner

SPECIALTIES
• Project Management
• Conversion, Interface Planning,
and Implementation Support
• Understanding of public sector
departmental operations and
application systems
• Workflow analysis and mapping
• System Configuration and
Training
• Test and Go Live Plan Creation
Cyndi, Thank you so much for
accomplishing this huge task in a
short period of time! We would not
have been able to do this without you.
—City Manager
CA Municipality

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
19 | 21
Michael Truncale
Enterprise Applications Senior Management Consultant
Michael Truncale has over 17 years of experience working directly with municipalities and government agencies with software implementations. His experience includes business process assessments, project planning, software implementation, application configuration, custom integrations, scoping customization needs, managing multiple teams across disciplines, process documentation, and project management related to enterprise applications.

Having worked for a leading local government enterprise software provider, Michael brings a strong understanding of software implementation, consulting, process knowledge, and functional knowledge, along with the customers’ needs and concerns throughout and post-implementation.

Michael’s in-depth agency process knowledge, technical and functional background, and passion for helping people enable him to identify gaps in processes and quickly provide quantifiable solutions.

Highlights
• Business process gap analysis
• Multi-phased agency-wide software implementations
• Extensive knowledge of business and technical processes pertaining to enterprise applications
• Facilitator between C-level and functional roles
Agency Experience
City of Ann Arbor
City of Bellingham
City of Brentwood
City of Bryan
City of Canton
City of Carlsbad
City of College Station
City of Colleyville
City of East Palo Alto
City of Edmond
City of Emeryville
City of Elk Grove
City of Escondido
City of Gladstone
City of Glendora
City of Golden
City of Greeley
City of Greer
City of Helena
City of Larkspur
City of Medford
City of Norwalk
City of Novato
City of Pearland
City of Pflugerville
City of Piedmont
City of Poway
City of Prescott
City of Round Rock
City of Sammamish
City of San Clemente
City of San Marcos
City of Tracy
City of Tukwila
City of Vacaville
City of Walla Walla
City of West Covina
City of Westminster
City of Wildwood
Butte County
Glenn County
Hanover County
Lewis and Clark County
Lincoln County
Manatee County
Mendocino County
Nassau County
Spotsylvania County
Summit County
Yuma County
Town of Castle Rock
Town of Flower
Mound
Town of Parker
Town of Windsor
Town of Woodside

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Bachelor of Arts in Business
Administration – California State
University of San Marcos
• Project Management Institute
Member – San Diego Chapter

SPECIALTIES
• Project Management
• Implementation Project
Management
• Business Process Reviews
• Current System Needs Analysis
and Improvement
• Project Management Oversight
• Conversion, Interface Planning,
and Implementation Support
• Understanding of public sector
departmental operations and
application systems
• Workflow analysis and mapping
• Business Process Redesign
• System Configuration and
Training
• Test and Go-Live Plan Creation
Michael…the speed of this delivery is
amazing and the deliverable is just so
clean. Well done. I’m looking forward
to working more with you.
—Senior Information Systems
Analyst
CA Municipality
First of all, great work. You are an elite
communicator. It’s honestly your best
skill and to be clear you are top notch in
everything else.
—Senior Information Systems
Analyst
CA Municipality

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
20 | 21
Toby Soto
Senior GIS Consultant
Toby Soto has 26 years of GIS experience in the local government sector.

Toby’s previous GIS positions in local government provides clients with tremendous GIS implementation and integration experience. He understands the link between Business Unit GIS needs, technical requirements, and a practical, cost-effective GIS strategy. Toby is considered an industry expert in GIS Leadership and Management and regularly publishes GIS-related articles and resources. He also hosts monthly webinars addressing GIS managers’ pain points and best practices.

Highlights
• Esri SAG Award with the City of Anaheim GIS
• 2011 Implemented Project ViewFinder Application, saving the City of Anaheim $100,000 per year in repaving cost
• Extensive GIS presentations at Esri’s User Conferences, Meetups, User Groups, Podcasts, and Webinars
• Former Orange County GIS Users Group Coordinator
• Multiple Local Government GIS Implementations and Implementations • Former IT Manager, City of Lake Elsinore
• Former Chief of Technical Information, Wester Riverside County Regional Conservation Authority
Project Experience
• Process Streamlining and Redefinition
• Process Workflow Creation
• Software Configuration and
Troubleshooting
• Project Management
• GIS Strategy and Organization
Development
• GIS Policy Development
• Open Data Strategy
Development
• Business Process Analysis
• Web/Cloud-Based Technology
and Workflow Optimization
• GIS ROI Analysis
• GIS Web App Development
• Citizen Access GIS Web Maps
Development
• GIS Migration and Workflow
Development
• ETL Conversions
• Cognos and Crystal Reports
• GIS Enterprise Application
Integrations
• Implementation and Maintenance
of Online GIS Services
• Database Administration
• GIS Budget Development
• GIS Leadership Coaching and
Mentoring
• Server Management
• Network Analysis and
Maintenance
• CIP Project Tracking
Agency Experience
City of Anaheim
City of Azusa
City of Brisbane
City of Carlsbad
City of Diamond Bar
City of Larkspur
City of Lake Elsinore
City of Pflugerville
City of Piedmont
City of Pinole
City of Rancho
Cucamonga
City of Rancho Mirage
City of Riverside
City of Salinas
City of San Clemente
City of Sandpoint
City of Simi Valley
City of Vacaville
City of West Sacramento
City of Wood Dale
Town of Windsor
Village of Oswego
Riverside County
Mendocino County
Four Rivers Sanitation
Authority
Western Riverside County
Regional Conservation
Authority
Disneyland (GIS
Programmer/Analyst –
Water/Electric utilities)

EDUCATION
• CSU Fullerton

SPECIALTIES
• GIS Strategic Planning
• GIS Implementation
• GIS Integration
• GIS Web Development
• GIS Mobile Applications
• Open Data/ Philanthropy

Land Management System & GIS Maintenance Services

CLIENTFIRST TECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
21 | 21
David W. Krout, CPA (Inactive)
Partner – Enterprise Applications Consulting Practice Leader David Krout has 25 years of experience assisting local governments with a broad scope of information technology needs. He specializes in working with organizations to identify their strategic, organizational, application, and functional requirements to determine which system and/or specific applications are a proper fit for both the agency and the vendor.

David’s unique and diversified background in business management, accounting, and management consulting has given him the ability to collaborate with C-level executives and department staff from a practical, business-management perspective to maximize their technology utilization.

Having also worked for a leading local government enterprise software provider, David brings a unique understanding of consulting, client representation, and vendor relationships to the collaboration between the agency and software vendors.

Highlights
• Served on the National Committee for Information Technology for the Institute of Management Accountants
• Former President, Institute of Management Accountants, Inland Empire Chapter
• Former Government IT Consulting Manager for RSM McGladrey, the nation’s fifth-largest CPA and consulting firm
• Featured speaker for the California Society of Municipal Finance Officers (CSMFO), Municipal Information Systems Association of California (MISAC), and Texas Association of Government Information Technology Managers
• Project lead with over 100 public-sector agencies throughout the United States
Agency Experience
City of Batavia
City of Bloomington
City of Brentwood
City of Brisbane
City of Burbank
City of Burlington
City of Carlsbad
City of Camarillo
City of Chino
City of Clovis
City of Colton
City of Corona
City of Coronado
City of Dublin
City of Foster City
City of Gastonia
City of Healdsburg
City of Hemet
City of Highland Park
City of Indio
City of La Habra
City of La Puente
City of Laguna Niguel
City of Lake Forest
City of Larkspur
City of Lomita
City of Manassas Park
City of Menlo Park
City of Mission Viejo
City of Murrieta
City of Pacifica
City of Palm Desert
City of Palmdale
City of Pelham
City of Piedmont
City of Rancho Mirage
City of Redlands
City of Rialto
City of Riviera Beach
City of Rosemead
City of Salisbury
City of Sandpoint
City of San Gabriel
City of San Jacinto
City of Shawnee
City of Sierra Madre
City of Simi Valley
City of South Gate
City of Tustin
City of West Covina
City of West Des
Moines
County of Butte
County of Buncombe
County of Denton
County of Mendocino
County of Orange
County of Riverside
County of San
Bernardino
Town of Danville
Town of Groton
Town of Hillsborough
Town of Truckee
Village of Glencoe
Village of Lincolnwood
Village of Northfield
Village of Oswego
Village of River Forest
CA-NV American Water
Works Association
Castaic Lake Water
Agency
Castro Valley Sanitary
District
Colton Joint Unified
School District
Cucamonga Valley
Water District
Gastonia Water & Power
Glendale Water and
Power
HIP Housing
Lake Elsinore Unified
School District
Menifee Unified
School District
Mesa Water District
Midpeninsula
Regional Open
Space District
Ramona Municipal
Water District
Rincon del Diablo
Municipal Water
District
Rock River
Reclamation
District
Rosamond Community
Services District
Salisbury-Rowan
Utilities
San Bernardino
Municipal Water
Southern California
Coastal Water
Research (SCCWRP)
Walnut Valley Water
District
West County
Wastewater District
Western Municipal
Water District
Mechoopda Indian Tribe
Eastern Band of Cherokee
Indian

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Certified Public Accountant
(CPA) (Inactive)
• Bachelor of Science in
Business Administration
and Accounting – CSU
San Bernardino

SPECIALTIES
• Business Process Reviews
• Applications Requirements
Definition
• Enterprise Applications
Architecture
• Current System Needs
Analysis and
Improvement
• New Software Selection
Assistance
• Technology Master
Planning
• Project Management and
Oversight
• Conversion Assistance and
Planning
• Contract Reviews and
Negotiations
It has been absolutely key to this
project that ClientFirst, especially
Dave, knows the governmental
environment, its limitations and its
opportunities.
—Director of Administrative
Services
CA Municipality
(Inactive)

CITY COUNCIL
REPORT 9.G.

DATE: JANUARY 16, 2024
TO: MAYOR AND COUNCIL MEMBERS
FROM: SANJAY MISHRA, PUBLIC WORKS DIRECTOR
SUBJECT: AWARD A CONTRACT FOR ENGINEERING SERVICES FOR THE RO2302

SAFETY IMPROVEMENTS ON ARTERIAL ROADWAYS PROJECT (CIP
PROJECT # RO2302) TO CSW/STUBER-STROEH ENGINEERING GROUP IN AN AMOUNT NOT TO EXCEED $37,000

RECOMMENDATION
Staff recommends that the City Council adopt a resolution (Attachment A) to award a Consulting Services Agreement (Attachment B, the “Agreement”) to CSW/Stueber-Stroeh Engineering Group (CSWST2), for Engineering Services for the RO2302 Safety Improvements on Arterial Roadways (the “Project”) in an amount not to exceed $37,000 and authorize the Interim City Manager to execute the Agreement.

BACKGROUND
The Safety Improvements on Arterial Roadways project (CIP Project #RO2302) is an approved project in the City of Pinole’s current adopted Capital Improvement Plan (CIP). The project will install pedestrian crossing enhancements at three non-signalized intersections on two arterial roadways:

1. On San Pablo Avenue at the Third Avenue intersection

2. On San Pablo Avenue at the Quinan Street intersection

3. On Pinole Valley Road at the Savage Avenue intersection The enhancements include continental markings, median refuge islands, advanced stop bars and Rectangular Rapid Flash Beacons (RRFB).

REVIEW AND ANALYSIS
On November 17, 2023, staff released a Request for Proposals (RFP) for the Project on www.publicpurchase.com and www.ci.pinole.ca.s/bids. Responses were due on December 13, 2023.

A total of four proposals were received. The proposals were reviewed and evaluated by a three-member consultant selection committee in accordance with the evaluation criteria included in the RFP. Based on the proposal reviews, staff selected CSWST2 as the highest ranked, most qualified proposer. City staff requested access to the cost proposal from CSWST2, which was electronically submitted in a separate password-protected PDF file, and reviewed and accepted the cost proposal.

City staff recommends award to CSWST2, given their expertise, experience and training, the

expertise of its key personnel along with prior contracting history, approach to the project, proposed schedule, and compliance with the RFP requirements. Through the written proposal, the firm demonstrated experience delivering projects similar in scope and size. Staff believes the firm’s team has the experience and professional competency that will result in a satisfactory product for the City. The timeline to finish the Project is 18 months, following the issuance of a Notice to Proceed.

The cost proposal provided by CSWST2 for the scope of work as defined in the RFP is $33,535. The request of $37,000 includes a contingency of $3,465.

FISCAL IMPACT
The FY 2023/24 adopted CIP budget includes $275,000 in funding for the Project. There are sufficient funds to award the contract to CSWST2 for the Project, in an amount not to exceed $37,0000.

ATTACHMENTS
A. Resolution
B. Consulting Services Agreement

RESOLUTION NO. 2024 – xx

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PINOLE, COUNTY OF

CONTRA COSTA COUNTY, STATE OF CALIFORNIA, AWARDING A CONSULTING

SERVICES AGREEMENT FOR THE SAFETY IMPROVEMENTS ON ARTERIAL ROADWAYS (CIP PROJECT # RO2302) TO CSW/STUBER-STROEH ENGINEERING GROUP IN AN AMOUNT NOT TO EXCEED $37,000
WHEREAS, the City of Pinole (“City”) has adopted the FY 2023/24 through FY 2027/28 Capital Improvement Plan (CIP) which includes the development of a Safety Improvements on Arterial Roadways (CIP Project # RO2302, the “Project”) as a funded project; and
WHEREAS, the Project will install pedestrian crossing enhancements at three nonsignalized intersections on two arterial roadways: 1. On San Pablo Avenue at the Third Avenue intersection, 2. On San Pablo Avenue at the Quinan Street intersection, 3. On Pinole Valley Road at the Savage Avenue intersection. The enhancements include continental markings, median refuge islands, advanced stop bars and Rectangular Rapid Flash Beacons (RRFB).; and
WHEREAS, on November 17, 2023, City staff released a Request for Proposals (RFP) on www.publicpurchase.com and www.ci.pinole.ca.us/bids; and WHEREAS, on December 13, 2023, at 4:00 p.m., the Public Works staff received four proposals; and
WHEREAS, staff has determined that CSW/Stueber-Stroeh Engineering Group is the most qualified proposer; and
WHEREAS, the timeline to finish the Project is 18 months, following Notice to Proceed; and
WHEREAS, the current adopted capital budget for the Project has adequate funds to award the Professional Services Agreement.

NOW THERFORE BE IT RESOLVED that the City Council of the City of Pinole as follows:

1. CSW/Stueber-Stroeh Engineering Group’s proposal of $33,535 is accepted by the City for the Safety Improvements on Arterial Roadways project (CIP Project # RO2302, the “Project”).

2. There is $275,000 allocated in the City’s adopted Capital Improvement Program budget for this Project.

3. The City Manager is authorized to execute a consulting contract with Consultant in an amount not to exceed $37,000 including a contingency amount of $3,465 for the Project in a form to be approved by the City Attorney.

PASSED AND ADOPTED at a regular meeting of the Pinole City Council held on the 16th

day of January 2024 by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

I hereby certify that the foregoing resolution was regularly introduced, passed, and adopted on the 16th day of January 2024.
____________________________
Heather Bell
City Clerk

CONSULTING SERVICES AGREEMENT BETWEEN THE

CITY OF PINOLE AND CSW/STUBER-STROEH ENGINEERING GROUP
THIS AGREEMENT for consulting services is made by and between the City of Pinole (“City”) and CSW/Stueber-Stroeh Engineering Group (“Consultant”) (together sometimes referred to as the “Parties”) as of January 16, 2024 (the “Effective Date”) in Pinole, California.

Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail.

1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on June 30, 2026, and Consultant shall complete the work described in Exhibit A by that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8.The time provided to Consultant to complete the services required by this Agreement shall not affect the City’s right to terminate the Agreement, as provided for in Section 8.

1.2 Standard of Performance. Consultant shall performall services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. Consultant shall prepare all work products required by this Agreement in a professional manner and shall conform to the standards of quality normally observed by a person practicing in Consultant's profession.

1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Consultant shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons.

1.4 Time. Consultant shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Section 1.1 above and to satisfy Consultant’s obligations hereunder.

Section 2. COMPENSATION. City hereby agrees to pay Consultant an amount not to exceed thirty-seven thousand ($37,000), for all work set forth in Exhibit A and all reimbursable expenses incurred in performing the work. In the event of a conflict between this Agreement and Consultant’s proposal regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement.

Consultant shall submit all invoices to City in themanner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person.

Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties

further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement.

2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information:
▪ Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice, etc.;
▪ The beginning and ending dates of the billing period; ▪ A Task Summary containing the original contract amount, the amount of prior billings, the total due this period, the balance available under the Agreement, and the percentage of completion;
▪ At City’s option, for each work item in each task, a copy of the applicable time entries or time sheets shall be submitted showing the name of the person doing the work, the hours spent by each person, a brief description of the work, and each reimbursable expense;
▪ The total number of hours of work performed under the Agreement by Consultant and each employee, agent, and subcontractor of Consultant performing services hereunder, as well as a separate notice when the total number of hours of work by Consultant and any individual employee, agent, or subcontractor of Consultant reaches or exceeds 800 hours, which shall include an estimate of the time necessary to complete the work described in Exhibit A;
▪ The Consultant’s signature.

2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days fromthe receipt of an invoice that complies with all of the requirements above to pay Consultant.

2.3 Final Payment. City shall pay the last 10% of the total sumdue pursuant to this Agreement within sixty (60) days after completion of the services and submittal to City of a final invoice if all services required have been satisfactorily performed.

2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Consultant in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement.

In no event shall Consultant submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment.

2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall be consistent with the following fee schedule attached hereto as Exhibit B.

2.6 Reimbursable Expenses. Expenses not listed in Exhibit A are not chargeable to the City.

2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes.

2.8 Payment upon Termination. In the event that the City or Consultant terminates this Agreement pursuant to Section 8, the City shall compensate the Consultant for all outstanding costs and reimbursable expenses incurred for work satisfactorily completed as of the date of written notice of termination. Consultant shall maintain adequate logs and timesheets in order to verify costs incurred to that date.

2.9 Authorization to Perform Services. The Consultant is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of authorization from the Contract Administrator.

Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole cost and expense, provide all facilities and equipment that may be necessary to perform the services required by this Agreement.

Section 4. INSURANCE REQUIREMENTS. Before beginning any services under this Agreement, Consultant, at its own cost and expense, shall procure the types and amounts of insurance specified herein and maintain that insurance throughout the termof this Agreement. The cost of such insurance shall be included in the Consultant’s bid or proposal. Consultant's insurance coverage shall extend to its vicarious liability for the acts and omissions of its subcontractors or other agents.

4.1 Workers’ Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by Consultant in the amount required by applicable law. The requirement to maintain Statutory Workers’ Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Consultant is a sole proprietor and does not have any employees and will not have any employees during the term of this Agreement.

4.2 Commercial General and Automobile Liability Insurance.

4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general insurance for the term of this Agreement in an amount not less than TWO MILLION DOLLARS ($2,000,000) per occurrence and FOUR MILLION DOLLARS ($4,000,000) aggregate, for risks associated with the Consultant’s operations contemplated by this Agreement.

4.2.2 Automobile Insurance. Consultant, at its own cost and expense, shall maintain Commercial Auto insurance coverage for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) combined single limit per accident for risks associated with Consultant’s use of vehicles under this Agreement.

4.2.3 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 (most recent edition) covering commercial General Liability on an “occurrence” basis. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (most recent edition) covering

any auto (Code 1), or if Consultant has no owned autos, hired (code 8) and nonowned autos (Code 9).

4.2.4 Additional requirements. Each of the following shall be included in the commercial general liability and auto liability insurance coverage or added as an endorsement to the policy:
a. The Commercial General and Automobile Liability Insurance shall cover on an occurrence basis.
b. City, its officers, officials, employees, agents, and volunteers shall be covered as additional insureds for liability arising out of work or operations on behalf of the Consultant, including materials, parts, or equipment furnished in connection with such work or operations; or automobiles owned, leased, hired, or borrowed by the Consultant. Coverage can be provided in the form of an endorsement to the Consultant’s insurance at least as broad as CG 20 10 11 85, or both CG 20 10 10 01 and CG 20 37 10 01.
c. For any commercial general liability and auto liability claims arising from consultant’s operations hereunder, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents, or volunteers shall be excess of the Consultant’s insurance and non-contributing.
d. The policy shall cover inter-insured suits and include a “separation of Insureds” or “severability” clause which treats each insured separately, except as regards the policy’s limits of liability.
e. Consultant agrees to give at least 30 days prior written notice to City before coverage is canceled.

4.3 Professional Liability Insurance.

4.3.1 General requirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing services pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) per claim covering the Consultant’s negligent errors and omissions.

4.3.2 Claims-made limitations. The following provisions shall apply as professional liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the date of the Agreement.
b. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of Consultant’s services under the Agreement or the work.
c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of five (5) years after completion of services under this Agreement.

d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any services under this Agreement.

4.4 All Policies Requirements.

4.4.1 Submittal Requirements. Consultant shall submit the following to City prior to beginning services:
a. Certificate of Liability Insurance in the amounts specified in this Agreement; and
b. Additional Insured Endorsement as required for theGeneralCommercial and Automobile Liability Polices.

4.4.2 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.

4.4.3 Deductibles and Self-Insured Retentions. Insurance obtained by the Consultant shall have a self-insured retention or deductible of no more than ONE HUNDRED THOUSAND DOLLARS ($100,000).

4.4.4 Wasting Policies. Excepting professional liability insurance, no policy required herein shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).

4.4.5 Waiver of Subrogation. Consultant hereby agrees to waive subrogation which its insurer may require from Consultant by virtue of the payment of any loss.

Consultant agrees to obtain any endorsements that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

4.4.6 Subcontractors. Consultant shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein, and Consultant shall ensure that City, its officers, officials, employees, agents and volunteers are covered as additional insured.

4.4.7 Excess Insurance. Consultant may achieve the limits required herein via a combination of primary and excess limits. If Consultant maintains higher insurance limits than the minimums specified herein, City shall be entitled to coverage for the higher limits maintained by the Consultant.

4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option: 1) obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; 2) order Consultant to stop services under this Agreement and withhold any payment that becomes due to Consultant hereunder until Consultant demonstrates compliance with the requirements hereof; and/or 3) terminate this Agreement.

Section 5. INDEMNIFICATION AND CONSULTANT’S RESPONSIBILITIES.

5.1 General Indemnification. To the fullest extent permitted by law, Contractor shall indemnify and hold City, its officials, officers, employees, agents and volunteers free and harmless from any and all claims, demands, causes of action, costs, expenses, liabilities,

losses, damages, and/or injury, in law or equity, to property or persons, including bodily injury, wrongful death, in any manner arising out of to any negligent acts, omissions or willful misconduct of Contractor, its owners, officials, officers, employees, agents, subcontractors and subcontractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all reasonable attorneys' fees and other related costs and expenses Contractor shall defend, at Contractor's own cost, expense, and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents, or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all reasonable legal expenses and costs, including reasonable attorneys' fees, incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by City or its directors, officials, officers, employees, agents or volunteers. Notwithstanding the foregoing, to the extent Contractor's Services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. This Section 5.1 shall survive any expiration or termination of this Agreement.

5.2 PERS Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

Section 6. STATUS OF CONSULTANT.

6.1 Independent Contractor. At all times during the termof this Agreement, Consultant shall be an independent contractor and shall not be an employee of City. City shall have the right to control Consultant only insofar as the results of Consultant's services rendered pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3; however, otherwise City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this Agreement. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (PERS) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits.

6.2 Consultant No Agent. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an

agent. Consultant shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever.

Section 7. LEGAL REQUIREMENTS.

7.1 Governing Law. The laws of the State of California shall govern this Agreement.

7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with all applicable and non-conflicting laws to the performance of the work hereunder.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance fromanother governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits. Consultant represents and confirms to City that Consultant and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions.

Consultant represents and confirms to City that Consultant and its employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions. In addition to the foregoing, Consultant and any subcontractors shall obtain and maintain during the term of this Agreement valid Business Licenses from City.

7.5 Pinole Business License. Consultant shall obtain a City of Pinole business license according to the terms of Title 5 of the City of Pinole Municipal Code and deliver to City proof of such business license prior to beginning work under this Agreement. Work under this Agreement cannot begin until the City receives proof that Consultant has obtained a City of Pinole business license.

7.6 Nondiscrimination and EqualOpportunity. Consultant shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Consultant under this Agreement.

Consultant shall comply with all applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Consultant thereby.

Consultant shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.

Section 8. TERMINATION AND MODIFICATION.

8.1 Termination. City may cancel this Agreement at any time and without cause upon written notification to Consultant. In the event of termination, Consultant shall be entitled to compensation for services performed to the effective date of termination; City, however, may condition payment of such compensation upon Consultant delivering to City any or all documents,

photographs, computer software, video and audio tapes, and other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement.

8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this Agreement beyond that provided for in Subsection 1.1. Any such extension shall be specified in writing by the City. Consultant understands and agrees that if City issues such an extension, City shall have no obligation to provide Consultant with compensation beyond the maximum amount provided for in this Agreement. Similarly, unless authorized by the City, City shall have no obligation to reimburse Consultant for any otherwise reimbursable expenses incurred during the extension period.

8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the parties.

8.4 Assignment and Subcontracting. City and Consultant recognize and agree that this Agreement contemplates personal performance by Consultant and is based upon a determination of Consultant’s unique professional competence, experience, and specialized professional knowledge. Consultant makes no other representations and no warranties, whether express or implied, with respect to its services performed under this Agreement. Moreover, a substantial inducement to City for entering into this Agreement was and is the personal reputation and competence of Consultant. Consultant may not assign this Agreement or any interest therein without the prior written approval of the City.

Consultant shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the City.

8.5 Survival. All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating liability between City and Consultant shall survive the termination of this Agreement.

8.6 Options upon Breach by Consultant. If Consultantmaterially breaches any of the terms of this Agreement, City’s remedies shall included, but not be limited to, the following:

8.6.1 Immediately terminate the Agreement;

8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Consultant pursuant to this Agreement;

8.6.3 Retain a different consultant to complete the work described in Exhibit A not finished by Consultant; or

8.6.4 ChargeConsultant the difference between the cost to complete the work described in Exhibit A that is unfinished at the time of breach and the amount that City would have paid Consultant pursuant to Section 2 if Consultant had completed the work.

Section 9. KEEPING AND STATUS OF RECORDS.

9.1 Records Created as Part of Consultant’s Performance. With the exception the standard details and design elements that Consultant created or owned prior to the commencement

of a Project and used in connection with such Project (collectively, "Standard Details"), all reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that Consultant prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the City. Consultant hereby agrees to deliver those documents to the City upon termination of the Agreement and payment of all invoices due to Consultant. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the City and are not necessarily suitable for any future or other use by the City. City and Consultant agree that, until final approval by City, all data, plans, specifications, reports, and other documents are confidential and will not be released to third parties without prior written consent of both parties.

9.2 Consultant’s Books and Records. 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 or expenditures and disbursements charged to the City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Consultant to this Agreement.

9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this Agreement requires Consultant to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the City. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of the City, for a period of three (3) years after final payment under the Agreement.

Section 10 MISCELLANEOUS PROVISIONS.

10.1 Not Used.

10.2 Venue. In the event that either party brings any action against the other under this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of Contra Costa or in the United States District Court for the Northern District of California.

10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a waiver of any other breach of that term or any other term of this Agreement.

10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties.

10.6 Use of Recycled Products. Consultant shall endeavor to prepare and submit all reports, written studies, and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.

10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within the corporate limits of City or whose business, regardless of location, would place Consultant in a “conflict of interest,” as that term is defined in the Political Reform Act, codified at California Government Code Section 81000 et seq.

Consultant shall not employ any City official in the work performed pursuant to this Agreement. No officer or employee of City shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.

Consultant hereby represents and confirms that it is not now, nor has it been in the previous twelve (12) months, an employee, agent, appointee, or official of the City. If Consultant was an employee, agent, appointee, or official of the City in the previous twelve months, Consultant warrants that it did not participate in any manner in the forming of this Agreement. Consultant understands that, if this Agreement is made in violation of Government Code §1090 et.seq., the entire Agreement is void and Consultant will not be entitled to any compensation for services performed pursuant to this Agreement, including reimbursement of expenses, and Consultant will be required to reimburse the City for any sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it may be subject to criminal prosecution for a violation of Government Code § 1090 and, if applicable, will be disqualified from holding public office in the State of California.

Consultant will comply with all conflict-of-interest laws and regulations including, without limitation, City’s Conflict of Interest Code (on file in the City Clerk’s Office). It is incumbent upon the Consultant or Consultant’s firmto notify the City pursuant to section 10.10 Notices of any staff changes relating to this Agreement.
a. In accomplishing the scope of services of this Agreement, all officers, employees and/or agents of Consultant, unless as indicated in Subsection b., will be performing a very limited and closely supervised function, and, therefore, are unlikely to have a conflict of interest arise. No disclosures are required for any officers, employees, and/or agents of Consultant, except as indicated in Subsection b. _________________________
Initialed by City Attorney’s Office
b. In accomplishing the scope of services of this Agreement, Consultant(s) will be performing a specialized or general service for the City, and there is substantial likelihood that the Consultant’s work product will be presented, either written or orally, for the purpose of influencing a governmental decision. As a result, the following Consultant(s) shall be subject to the Disclosure Category “1-5” of the City’s Conflict of Interest Code:

10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.

10.9 Contract Administration. This Agreement shall be administered by the Public Works Director / City Engineer who shall act as the City’s representative. All correspondence shall be directed to or through the designee.

10.10 Notices. Any written notice to Consultant shall be sent to:

Robert Stevens, Principal-in-Charge
CSW/Stueber-Stroeh Engineering Group
121 Park Place
Richmond, CA 94801
Any written notice to City shall be sent to:

SanjayMishra, Public Works Director
City of Pinole
2131 Pear Street
Pinole, CA 94564

10.11 Professional Seal. Where applicable in the determination of the City, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation.

10.12 Integration; Incorporation. This Agreement, including all the exhibits attached hereto, represents the entire and integrated agreement between City and Consultant and supersedes all prior negotiations, representations, or agreements, either written or oral. All exhibits attached hereto are incorporated by reference herein.

10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement.

The Parties have executed this Agreement as of the Effective Date.

CITY OF PINOLE CSW/STUBER-STROEH ENGINEERING GROUP
_________________________ ______________________________ Neil Gang, City Manager Robert Stevens, Principal-in-Charge Consultant’s City of Pinole Business
License #: ____________
Approved as to Form:
_________________________
Eric S. Casher, City Attorney

Attest:

Heather Bell, City Clerk

EXHIBIT A

Prepared By:

CSW/Stuber-Stroeh Engineering Group
Robert Stevens, PE, TE
121 Park Place
Richmond, CA 94801
(415) 533-1864
[email protected]
December 13, 2023
Proposal to Provide Engineering Services for:

RO2302 SAFETY IMPROVEMENTS

ON ARTERIAL ROADWAYS
RFP NO. PW-2023-05

TABLE OF CONTENTS
Cover Letter 1
Qualifications 2
Experience 2
Staffing 5
Project Approach & Work Plan 8
Project Schedule 15
Conflict of Interest 16
Contract Agreement 16
State-Only Funded Provisions 16
Exceptions/Deviations 16

121 PARK PLACE | RICHMOND, CA 94801 | P 415.883.9850
December 13, 2023
Sanjay Mishra, P.E., T.E.

Public Works Director
City of Pinole
2131 Pear St, Pinole, CA 94564
RE: SUPPORTING ROAD SAFETY IMPROVEMENTS IN PINOLE
Dear Mr. Mishra:

This year, Pinole finalized its Local Road Safety Plan (LRSP), outlining a systematic approach to pinpointing traffic safety issues. The plan suggests projects and countermeasures to enhance safety across all modes of transportation.

In line with the commitment to bolster equitable transportation access, the City is now actively crafting its Active Transportation Plan. Building on LRSP findings, the City has secured funding to enhance pedestrian safety at three key arterial intersections. CSW/Stuber-Stroeh Engineering Group (CSWST2) is delighted to present our proposal in support of these efforts.

With the privilege of supporting infrastructure improvements in Pinole for the past four years, we recognize the challenges of implementing transportation improvements within the community, considering both staffing and budget limitations. Leveraging our past involvement in at least two of the intersections in this engagement, our team’s prior experience in bidding projects in Pinole, and the successful execution of other HSIP projects, we possess the expertise to efficiently initiate and complete the design of these enhancements. Moreover, we acknowledge the importance of self-reliance during the design phase and are committed to delivering robust public engagement services.

Our team comprises Robert Stevens, Rich Souza, Josh Woelbing, and Irish Pellas, all of whom have contributed to the successful delivery of prior projects in Pinole. Leveraging the insights gained from past engagements, we are well-equipped to support this HSIP effort. Rich, a resident of Richmond, brings intimate familiarity to the project.

As required by the Request for Proposal:
• CSWST2 has no known conflict of interest in performing this work. • Our proposal is valid for 120 days after the date of submittal. • We have no exceptions in the City’s standard agreement. • We have reviewed Addendum #1 dated December 7, 2023.

We appreciate the opportunity to support the City of Pinole. If we can provide any additional information, please contact me at 415.533.1864 or [email protected].

Sincerely,
CSW/Stuber-Stroeh Engineering Group, Inc.

Robert Stevens, PE, TE
Principal-in-Charge

2 | CITY OF PINOLE DEPARTMENT OF PUBLIC WORKS
CSWST2 is a design firm
specializing in economical
and environmentally sustainable projects across the
recreation, urban infill, transportation, education, and public infrastructure sectors. Our team comprises 45
professionals, including civil and traffic engineers,
planners, landscape architects, and surveyors. With
almost 70 years of expertise in aiding the Bay Area’s
development, we deliver innovative, cost-effective,
and practical solutions to address the infrastructure
challenges in our communities.

Our firm is a California Corporation that maintains
offices in Novato, Richmond, Pleasanton, and
Redwood City. The staff supporting the City of Pinole
is based in Richmond. The ownership of CSWST2
transitioned in 2018 and has maintained a cash flow
positive status including an increase in revenue each
year over the last 5 years. The firm does not have debt, any litigation, and/or office closures.

Key members of our team have a long history
supporting infrastructure projects in west Contra
Costa County including the Cities of Pinole, Hercules,
El Cerrito, San Pablo, and Richmond. Since 2021, we
have been fortunate to support the City of Pinole in a
series of projects improving safety for the community.

Funded by Cycle 10 of the State’s Highway Safety
Improvement Project (HSIP), this project improves three intersections in unincorporated Marin County including Woodland Avenue at Auburn Street, North San Pedro Road at Schmidt Avenue, and McAllister Avenue
at Stadium Way. Key features of the project include
new sidewalks, curb ramps, crosswalks, and rapid-flash
warning beacons.

Our team provided supplemental survey services as
well as development of the plans and specifications to
bid and construct the project. In addition, our team
completed timing of the RRFBs consistent with the
MUTCD’s guidelines. In late 2022, the County successfully completed construction of the $300,000 project.

MARIN COUNTY SAFETY IMPROVEMENTS
Status:

Completed 2022
Key Team:

Rich Souza
Irish Pellas
Josh Woelbing
Key Features:

Federal funding
RRFB timing
pedestrian safety
and ADA compliance

QUALIFICATIONS

EXPERIENCE

RO2302 SAFETY IMPROVEMENTS ON ARTERIAL ROADWAYS | 3

QUALIFICATIONS
Since 2021, CSWST2 has supported the City of Pinole
in the planning, design, and implementation of public
works projects. A sample of this work includes:

SAN PABLO AVENUE RE-SURFACING This federally funded project rehabilitated pavement between the west City limits and Pinole Shores Drive. The project
included a small retaining wall to improve pedestrian
access and new curb ramps.

PINOLE VALLEY ROAD RE-SURFACING This
project evaluated options to rehabilitate pavement on
the eastern side of Pinole Valley Road including developing a complete streets assessment.

APPIAN WAY AND MARLESTA DRIVE TRAFFIC
SIGNAL Our team completed the planning and final
design to develop a new traffic signal at the Marlesta
Drive and Appian Way Intersection.

TENNENT AVENUE SAFETY IMPROVEMENTS Our
team supported the City in evaluating roadway safety
improvements at Tennent Avenue’s intersections with
Pear and Plum Streets in downtown Pinole. This effort
resulted in new striping, RRFB, signage, and delineators to improve safety at the crossings.

BAY TRAIL GAP CLOSURE TENNENT AVENUE We
are finalizing the design of a new at-grade crossing of the Union Pacific Tracks to close a gap in the Bay Trail.

This effort includes obtaining a GO-88B from the CPUC.

Our team supported the City in securing both state
and federal grants to construct the project.

PINOLE SENIOR CENTER PARKING IMPROVEMENTS We are working to finalize the design of new parking improvements at the Pinole Senior Center
that includes a solar array, battery backup, and electric vehicle charging stations.

MANN DRIVE AT PINOLE MIDDLE SCHOOL
SAFETY IMPROVEMENTS Resulting from community concerns regarding student loading and unloading at Pinole Middle School, our team is supporting staff
in evaluating traffic calming options. This included a
presentation to TAPS.

CITY OF PINOLE ENGINEERING SUPPORT
Status
2021 - present
Key Personnel
Robert Stevens
Rich Souza
Irish Pellas
Josh Woelbing
Key Features:

Federal funding
Pedestrian safety
ADA compliance
Community
outreach

4 | CITY OF PINOLE DEPARTMENT OF PUBLIC WORKS

QUALIFICATIONS
Del Norte BART Station is one of the busiest commuter
hubs in the Bay Area as buses from Solano and Marin
Counties bring commuters to and from the BART
station. The City of El Cerrito is currently working to develop its San Pablo Specific Plan, which envisions
transforming San Pablo Avenue into a multimodal thoroughfare while developing thousands of residential units and retail along the corridor. The City is beginning to realize its vision with four new major
podium developments soon to complete construction.

To support the private development, the City is seeking to make pedestrian and bicycle improvements along
the frontage of Del Norte BART Station. The project
includes the development of a Class IV bicycle facility, modifications to intersections to improve both pedestrian safety and vehicle circulation, as well as enhancements to transit facilities. Consistent with the City’s environmental goals, the project includes raingardens.

The City retained our team to implement the streetscape, which is funded through federal sources.

Our team is currently coordinated with several of the
private developers along the corridor to refine their
streetscape designs to be consistent with the City’s
goals.

SAN PABLO AVENUE DEL NORTE BART, CITY OF EL CERRITO
Status:

Construction
commencing 2024
Key Team:

Rich Souza
Irish Pellas
Josh Woelbing
Robert Stevens
Key Features:

Green infrastructure
Federal funding
Downtown
revitalization
Gap closure and
transit connectivity
improvements

CITY OF EL CERRITO
Yvetteh Ortiz, PE
Public Works Director/City Engineer
City of El Cerrito
510.215.4382
[email protected]

CITY OF RICHMOND
Daniel Chavarria, P.E.

Public Works Director
City of Richmond
510.620.5478
[email protected].
ca.us

CITY OF SAN RAFAEL
April Miller, PE
Public Works Directo
City of San Rafael
415.485.3409
[email protected]

CLIENT REFERENCES

RO2302 SAFETY IMPROVEMENTS ON ARTERIAL ROADWAYS | 5
Robert Stevens, PE, TE will be taking on the role of
principal-in-charge. With over 20 years of experience,
Robert has been deeply involved in collaborating with
communities to revitalize their streets, creating vibrant and people-centric destinations. His expertise lies in
designing complete streets that are not only within
budget but also easily maintainable and adaptable
for future generations. Robert supported Pinole in
evaluating safety improvements for Tennent Avenue
as well as the Appian Way and Marlesta Drive signal
project. For this project, Robert will spearhead
our team’s development of alternatives, support
presentation to TAPS, perform cost analyses, and guide
the design process.

Rich Souza, PE, QSD will serve as the project manager
and lead engineer responsible for the detailed
design of the intersection improvements. Rich has
collaborated with communities throughout the Bay
Area for 20 years in the planning of street improvement projects that include complete street features. His
work includes pavement rehabilitation, re-striping,
and sidewalk improvements for San Pablo Avenue and
Pinole Valley Road in the City of Pinole. Rich led the
design process for the Del Norte Complete Streets
project in El Cerrito, a project featuring two RRFBs. His team of five staff engineers will support development
of plans and specifications consistent with the
community’s goals and federal grantor’s requirements.

Josh Woelbing, PLS will serve as the project surveyor.

Josh was the surveyor for both San Pablo Avenue
re-surfacing and the Appian Way and Marlesta Drive
improvement projects. He completed the right of
way certification process for these federally funded
projects, which will be required for this engagement.

Josh will use a combination of aerial and traditional
data collection methods to understand the existing
conditions.

Irish Pellas, EIT will serve as our lead designer.

Irish’s talents lie in her ability to quickly evaluate
existing conditions related to the development of
transportation solutions consistent with both local,
state and federal design standards. She has specific
experience in evaluating roadway lighting consistent
with the IESNA standards as well as the development
of RRFBs.

To develop the Safety Improvements on Arterial Roadways project, we have assembled a team that has strong experience delivering similar projects in Pinole. We will assign all team members to the project for the duration unless there is prior written concurrence from the City. The following summarizes our key staff.

Rich Souza, PE, QSD
Project Manager
Robert Stevens, PE, TE
Principal
Josh Woelbing, PLS, RP
Survey Manager
Irish Pellas, EIT
Project Engineer

STAFFING

6 |

RICH SOUZA, PE, QSD

REGISTRATION
Professional Civil Engineer
California - No 67892
QSD/QSP Certificate #01207

EDUCATION
B.S. Civil and Environmental
Engineering, University of
California, Davis

RELEVANT PROJECT EXPERIENCE
Tennent Avenue Pavement Rehabilitation, Pinole
Tennent Avenue Road Safety Improvements, Pinole
Del Norte Complete Street Corridor Survey, El Cerrito
San Pablo Avenue Roadway Improvements, Pinole
Glorietta Boulevard Safe Routes to Schools, Orinda
Colony Street Pedestrian Bridge Replacement, Mountain View Sacramento Street Rain Gardens, Berkeley
Milvia Street Bikeway Improvements, Berkeley
Rich has over 19 years professional engineering experience including ten years of managing projects for public agencies and for private developers. Rich has managed many projects that involved coordination with multiple stakeholders, gaining approvals from multiple agencies and forming consensus from multiple groups of interest. Rich will serve as the project’s lead designer.

ROBERT STEVENS, PE, TE, LEED AP

REGISTRATION
Professional Civil Engineer
California #58660
Professional Traffic Engineer
California #2953

EDUCATION
B.S. Civil Engineering, San
Jose State University

RELEVANT PROJECT EXPERIENCE
San Pablo Avenue Rehabilitation, Pinole
Tennent Avenue Rehabilitation, Pinole
Del Norte Complete Street, El Cerrito
Centra Avenue, El Cerrito
Moeser Avenue Bike Lanes, El Cerrito
Ohlone Greenway Safety Improvements, El Cerrito
Nevin Avenue Complete Street, Richmond
MacDonald Avenue, Richmond
Wellness Trail, Richmond
Ferry-to Bridge-to Greenway, Richmond
Cutting Boulevard Rehabilitation, Richmond
Robert specializes in developing private and public infrastructure projects delivering more than $350 million in construction valuation over the last 15 years. Engaged throughout the life of the project, his experience ranges from conceptual design to detailed engineering culminating in final construction.

Robert approach is rooted in finding consensus based solutions delivered on schedule and budget. Robert will serve as the PIC and Project Manager.

| 7
JOSH WOELBING, PLS, Remote sUAS Pilot

REGISTRATION
Professional Land Surveyor
California #9387
sUAS Remote Pilot License
Certificate #4117625

EDUCATION
Certificate - Land Surveying
& Civil Engineering Program,
Santa Rosa Junior College

RELEVANT PROJECT EXPERIENCE
Del Norte Complete Street Corridor Survey, El Cerrito
Boorman Park Topographic Map and Boundary, Richmond
Harbour 8 Park Topographic Map and Boundary Survey, Richmond Dirt World BMX Bike Park Aerial Survey, Richmond
Nichol Park Topographic Survey, Richmond
Wellness Trail Construction Staking, Richmond
Pocket Park Topographic Mapping, San Pablo
Bay Trail Gap Closure Survey, Hercules
Josh has nearly 20 years of experience providing surveying services for residential and commercial developers, local and national corporations, and municipal, state, and federal agencies. In addition to leading CSW/ST2’S survey department, he also serves on the BPELS PLS Exam Development Committee, and is currently the president of the Marin Chapter of CLSA.

IRISH PELLAS, EIT

REGISTRATION
Engineer in Training
Certification #166709

EDUCATION
B.A. Civil Engineering,
California State Polytechnic
University, San Luis Obispo

RELEVANT PROJECT EXPERIENCE
Tennent Avenue Pavement Rehabilitation, Pinole
Tennent Avenue Road Safety Improvements, Pinole
Tennent Avenue Pedestrian Improvements, Pinole
San Pablo Avenue Rehabilitation, Pinole
ATP “Quick Build” Garrad and Hoffman Intersection, Richmond 2022 Curb Ramp Improvements Program, County of Marin
Village Parkway Reconstruction, Dublin
Third Street Traffic Calming and Cross Marin Bikeway, San Rafael 2nd & 4th Street Intersection and Grant Coordination, San Rafael Casa Buena Complete Street Improvements, Corte Madera
Irish coordinates civil design and plan production on a variety of infrastructure improvement projects for private clients, as well as local and state agencies.

She is integral to our outreach efforts and enjoys working directly with local communities and Community Action Groups in the early phases of a project.

As a project engineer, she is in charge of the routine communications with consultants and contractors and assists in keeping projects on schedule and completed on time.

8 | CITY OF PINOLE DEPARTMENT OF PUBLIC WORKS
The City’s Local Road Safety Plan pinpointed San Pablo
Avenue as a high-injury corridor, particularly highlighting issues at the intersections of Quinan Street and Third Avenue. Additionally, the Pinole Valley Road and
Savage Avenue intersection at Pinole Valley Park poses
challenges for pedestrians. To address these concerns,
the City secured $239,040 of federal funding from the
Highway Safety Improvement Program for the implementation of necessary improvements.

Quinan Street and San Pablo Avenue serve as the
western gateway to downtown Pinole. San Pablo
Avenue leading to Quinan Street features four lanes
and on-street parking. Despite a posted speed limit of
25 mph in this segment, our speed survey conducted
during the Tennent Avenue safety evaluation revealed
that vehicles often exceed 30 mph, especially given the intersection’s location at the base of a long downslope.

The intersection underwent streetscape enhancements
in the early 2000s, including concrete paving and
colored crosswalks. However, only one crosswalk exists
on the east leg of San Pablo Avenue. The average daily
traffic volume in this area is approximately 21,000 vehicles.

The intersection of Third and San Pablo Avenues is
located just east of the City’s pavement resurfacing
project completed in 2022. It forms a “T” intersection, featuring a crosswalk across San Pablo Avenue on its
west leg. San Pablo Avenue handles an average daily
traffic volume of 21,000 vehicles, equipped with four
through lanes, left turn lanes, and parking. The posted speed limit along San Pablo is 35 mph, and the road
slopes uphill in the easterly direction.

San Pablo Avenue is within the City’s Three Corridor
Specific Plan, which establishes a vision for development and transportation. At the intersection of Quinan Street, the Specific Plan envisions removing travel lanes, adding bicycle lanes, and widening the sidewalk. While this project cannot fund these
improvements, it is important to recognize the planning effort that supports this adopted plan.

The Savage Avenue and Pinole Valley Road intersection is a four-legged junction. The northbound leg provides access to a residential neighborhood, while
the southbound leg leads to Pinole Valley Park. A
marked crosswalk is situated on the eastbound leg,
designated within the Ellerhost Elementary School
zone. San Pablo Avenue, with two lanes and parallel
parking, intersects this location. In 2022, we completed an analysis for the intersection, we determined all-way stop signs are not recommended.

The 85th percentile speed along Pinole Valley Road in
the west and eastbound directions is 37 and 38 MPH,
respectively, surpassing the posted speed limit of 35
mph. The average daily traffic on Pinole Valley Road
amounts to approximately 3,300 vehicles.

PROJECT APPROACH & WORK PLAN
At the westerly gateway to Pinole at San Pablo Intersection with Quinan Street, about 21,000 vehicles travel the corridor daily.

Third Avenue could easily accommodate a pedestrian refuge island.

We recommend increasing lighting at this crossing.

RO2302 SAFETY IMPROVEMENTS ON ARTERIAL ROADWAYS | 9
We understand the project proposes to use Rectangular Rapid Flashing Beacons (RRFB), enhanced pavement markings, and refuge islands to improve crossing safety. We note that the National Cooperative Highway Research Program (NCHRP Report 562) determined that the use of RRFB’s becomes less effective at vehicles speeds above 30 mph and traffic volumes
that approach 9,000 vehicles per day. However, used
in combination with other countermeasures, they may
be appropriate. We will acquire new traffic data along
San Pablo Avenue to verify the recommendation.

In accordance with the FHWA, a pedestrian refuge
island should be at least 4 feet but preferably it is 8 feet. This can be accommodated at the Third Street
intersection. At Quinan Street, an island could be
installed by removing street parking and adjusting the
right turn lane to Tennent Avenue. At Pinole Valley
Road, bulb-outs may help to improve the intersection’s
sight distance challenges.

Using the existing data, we have collected for Pinole
and our experience from San Pablo Avenue Resurfacing, Appian and Marlesta Traffic Signal, and Tennent Avenue safety improvements, our team will complete
the following work plan to deliver the final design
consistent with the available budget, grant’s requirements, and the expectations of the Pinole Community.

PROJECT APPROACH AND WORK PLAN
Savage Avenue is a key link to parks and schools. Based upon our stop warrant analysis in 2022, sight visibility is limited at this intersection and requires vegetation management.

FHWA provides recommendations for crossing safety improvements we will use in finalizing recommendations.

TASK 1 PRELIMINARY ENGINEERING
In this initial phase, our team will complete technical studies necessary to refine the design of the Safety Improvements on Arterial roadways as well as align
project elements with the budget to deliver improvements consistent with the community’s expectations.

1.1 PROJECT KICK-OFF Key members of our team
will host a meeting with City staff and stakeholders
to review the goals and objectives of the project.

During this meeting, we will review the grant budget.

HSIP project number H11-04-03 provides $239,040 of
funding for the anticipated $265,600 project. The City’s CIP budget is $275,000 to complete the improvements.

Our team will coordinate with the City to confirm the
construction budget and refine the scope of work to
meet the available allowance.

1.2 DATA COLLECTION AND FIELD REVIEW To
support the design effort and refine the extent of technical studies require, our team will complete the following:

A. Data Collection The team will collect and review
the following documents:

10 | CITY OF PINOLE DEPARTMENT OF PUBLIC WORKS
i. Third Corridor Specific Plan
ii. Local Road Safety Plan
iii. Public Utility Records
B. Physical Conditions The team will visit the site
to assess the condition of asphalt pavement and
concrete sidewalks as well as compliance with
accessibility. The team will assess the cross slope
at pedestrian crossings to confirm it is reasonable.

C. Traffic Our team will collect 24-hour vehicle speed
and traffic volume data at Quinan Street and Third
Avenues.

1.3 EXISTING CONDITIONS MAPPING Our team
will develop base mapping at the three intersections
to support the design process including the following:

A. Property Boundary and Record Monuments Our
team will develop the right of way based upon
the Caltrans and Contra Costa County standards.

If the project does not expand upon the existing
project area such as the back of walk, our team
will not complete a boundary survey.

B. Monument Preservation We will locate and
preserve record monuments in accordance with
the Business & Professions Code §8771; Streets
& Highways §732 & §732.5, §1492.5, §1810.5; and
Penal Code §605. We will locate these monuments
and develop special provisions requiring the
contractor to file a pre-construction corner record
with Contra Costa County showing three reference
control points that are tied to the monument.

C. Survey Our team will establish vertical and horizontal control based upon NAVD88 and NAD83 respectively. At the crossing locations, our field
crew will collect topography, which generally will
include back of curb, face of curb, street centerline,
and surface utilities.

D. Utilities We will collect as-built records of utilities and measure the location of surface appurtenances.

E. Prepare Base Map CSW/ST2 will develop a
detailed base map integrating topography,
boundary, and utility information.

1.4 PRELIMINARY DESIGN 35% SUBMITTAL
Using the existing conditions, our team will refine the design that includes the following elements:

A. Safety Enhancements Based upon our field investigation, our team will refine the safety countermeasures at each location including medians, striping, lighting, and RRFBs.

B. Photometric Analysis Our team will complete a
photometric analysis to ensure proposed pedestrian scale lighting is consistent with City and State standards. This will include ensuring lighting
levels are both dark sky and temperature friendly.

C. Plans To document the design, we will prepare the
following plans:
i. Title, Key Map, and General Sheets
ii. Roadway. Ramps, Striping and Signage Plans
at each intersection
iii. RRFB and Lighting Plan at each intersection
D. Right of Way We will prepare a verification
memorandum illustrating that no right of way
acquisition or temporary construction easements
are required for the project’s construction.

E. Cost Estimate We will refine the cost model developed in Task 1.1 consistent with the 35% documents and aligned with the budgets from the various funding sources.

1.5 OUTREACH Our team will support the outreach
effort to property owners and community members
within the project area. This effort will include the
following activities.

A. Online Platform Our team will establish a
webpage within the City’s website that provides
information related to the project including the
development schedule. This site will offer an

PROJECT APPROACH AND WORK PLAN