The City also offers, and will continue to offer, ‘no cost’ payment options to our customers.
Customers will have options to avoid these fees if desired. There are several payment methods available that do not incur a processing fee:
- Cash, check or money order payments made in person at City Hall - Automatic-Payments (Auto-Pay/ACH payments) linked to bank account information - Check or money order payments mailed or placed in the City Hall drop box Staff proposes the following revised processing fees for each credit/debit card and eCheck as described in the following fee schedule to bring fees equal to actual costs incurred:
Payment Option Processing Fee Method
Online Utility Payment Portal
(Tyler Portico)
3.25% per Payment Credit or Debit Card
.95ȼ per Payment Quick Pay E-Check
Over-the-counter or Phone 3.25% per Payment Credit or Debit Card Online Recreation & Community
Services Portal (CivicRec) 3.00% + .30ȼ per Payment Credit or Debit Card Online Permitting & Licensing
Portal (OpenGov)
2.99% + .99ȼ per Payment Credit or Debit Card
The proposed revised fees are comparable to neighboring cities while covering our costs:
City Payment Option Processing Fee Method
Oxnard
Online Utility Payment
$3.95 per
Payment
Credit or Debit
Card
$.50 per Payment E-Check
Over-the-counter
2.95% per
Payment
Amount up to
$20,000
Credit or Debit
Card
Over-the-phone
$3.95 per
Payment
Amount up to
$5,000
Credit or Debit
Card
Online Permitting and
Licensing
2.35% per
Payment
Amount up to
$20,000
Credit or Debit
Card
Camarillo Utility Payment
$2.95 per $500
charge
Credit or Debit
Card
$1.00 per
Payment E-Check
Agenda Item No. 06 Page 2 of 7 CC Agenda 04-06-2026
Pass-through of Revised Credit Card Processing Fees
April 6, 2026
Licensing 2.65% per
Payment
Credit or Debit
Card
Ventura
Online Utility Payment $3.95 per
Payment
Credit or Debit
Card
Over-the-phone $4.25 per
Payment
Credit or Debit
Card
Simi Valley Utility Payment
3.25% or $2.50
per Payment,
whichever is
greater
Credit or Debit
Card
FISCAL IMPACT:
Revenue collected through a processing fee for cost recovery of credit card, debit card and electronic check fees would off-set a majority of the $140,000 of fees paid by the City annually. Staff will continue to monitor fees imposed as they change to ensure the processing fee is adjusted accordingly.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality
• Establish desired service levels for all City functions ATTACHMENTS:
A. Signed Resolution No. 4562- Authorizing Credit Card Processing Fees Agenda Item No. 06 Page 3 of 7 CC Agenda 04-06-2026
This Page Intentionally Left Blank
Agenda Item No. 06 Page 4 of 7 CC Agenda 04-06-2026
RESOLUTION NO. 4562
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,
CALIFORNIA, AUTHORIZING AND IMPOSING FEES FOR THE USE OF
CREDIT CARDS, DEBIT CARDS, AND ELECTRONIC CHECKS FOR
PAYMENT OF CITY SERVICES
WHEREAS, the City Council recognizes that it is convenient for customers to pay for City services, fees, charges, and taxes (collectively, “City Services") using credit cards, debit cards, or electronic checks; and
WHEREAS, Government Code section 6159 authorizes the acceptance of credit cards, debit cards, or electronic checks for payment of City Services; and WHEREAS, the City of Port Hueneme accepts payment by credit and debit card for a broad range of services, including utilities, business license fees, building permits, recreation class fees, parking citations, and other City fees; and WHEREAS, the City of Port Hueneme accepts payment by electronic check for various utility and online transactions; and
WHEREAS, although credit card, debit card, and electronic check payments offer convenience to customers, the City pays fees for these transactions to gateways, merchants, credit card companies, and the electronic check processors, each of which performs a function to complete a transaction and enables the City to collect debit, credit card, or electronic check payments; and
WHEREAS, Government Code section 6159 permits the City to impose fees not to exceed the costs incurred by the City in providing for payment by credit or debit card or electronic check.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: Pursuant to Government Code section 6159, the City Council authorizes the continued acceptance of credit cards, debit cards, and electronic checks for payment of City Services.
SECTION 2: The City may impose fees (“Processing Fees") for the use of a credit card, debit card, or electronic check, not to exceed the costs incurred by the City in providing for payment by these methods.
SECTION 3: The City Manager, or designee, is authorized to take all actions necessary to implement and collect the Processing Fees.
SECTION 4: If any section, subsection, clause, or phrase of this resolution is for any reason held invalid, the validity of the remainder of this resolution shall not be affected. The City Council declares that it would have adopted this resolution and each section thereof irrespective of any invalid portion.
SECTION 5: This Resolution shall take effect immediately upon its passage.
SECTION 6: The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions.
Agenda Item No. 06 Page 5 of 7 CC Agenda 04-06-2026
PASSED, APPROVED, AND ADOPTED, this 15‘'' day of December, 2025.
Martha R. McQueen-l/efflohn, Ma^bi
ATTEST:
'mm OiUL
CC Resolution No. 4562, Page 2 of 3
Agenda Item No. 06 Page 6 of 7 CC Agenda 04-06-2026
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. 4562 was duly adopted at the regular meeting of the City Council on the 15'^ day of December, 2025, by the following vote; Gama, Lopez, Perez, Hernandez, McQueen-Legohn
None
None
None
AYES:
NOES:
ABSTAIN:
ABSENT:
Dated: December 16, 2025
i6ha)(LMA^, eorg^mna Nicole lAlvarez ■ity Clerk
CC Resolution No. 4562, Page 3 of 3
Agenda Item No. 06 Page 7 of 7 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Fred Camarillo, Public Works Director
SUBJECT: AUTHORIZATION TO AWARD A CONTRACT TO J&H ENGINEERING GENERAL CONTRACTORS, INC. FOR COMPLETION OF THE
REMAINING HUENEME BAY ALLEYS GRIND AND OVERLAY PHASES
4, 5, AND 6; PROJECT NO. ST2501
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager or his designee to:
1. Award and execute an agreement, approved as to form by the City Attorney, with J & H Engineering General Contractors, Inc., for $444,843.93 to construct the remaining Hueneme Bay Alleys Grind and Overlay Phases. The contract reference is EZIQC Contract No.: CA-R7-PAV02-101723-JHE and is attached as Exhibit A; and
2. Authorize a Five (5) Percent Construction Contingency in the amount of $22,242.20; and
3. Execute all Applicable Documents and agreements, approved as to form by the City Attorney.
4. Authorize an appropriation of $17,087 to Account No. 204-551-5700, Project ST2501.
BACKGROUND/ANALYSIS:
Public Works has developed a phased, multi‑year pavement maintenance program to rehabilitate 23 alleys within Hueneme Bay. The work consists of grinding up to two inches of the existing asphalt surface and replacing it with a new asphalt overlay of equal thickness. Twelve alleys and Triton Street—covered under Phases 1, 2, and 3—have been fully resurfaced over the past five years. The next eleven alleys scheduled for rehabilitation fall within Phases 4, 5, and 6.
Phases 4, 5, and 6 encompass eleven alleys bounded by Lido Boulevard, East Bay Boulevard, Ukiah Street, East Garden Grove, Balboa Street, and Channel Islands Boulevard. The remaining alleys include Alleys “A,” “B,” “C,” “D,” “E,” “F,” “G,” and “H.” Agenda Item No. 07 Page 1 of 13 CC Agenda 04-06-2026
Hueneme Bay Alleys Grind and Overlay Award
April 06, 2026
The City is utilizing Sourcewell—formerly the National Joint Powers Authority (NJPA)— which competitively bids construction services with preset unit prices and standardized specifications for labor, equipment, and materials. On March 2, 2026, the City Council adopted an ordinance authorizing the use of Job Order Contracting (JOC) as an alternative project delivery method. JOC is widely used by California public agencies because it complies with Public Contract Code requirements and significantly streamlines project delivery.
J&H Engineering General Contractors has submitted a work order proposal totaling $444,843.93. Staff has reviewed the proposal and recommends award of the contract.
Environmental Review
The proposed Hueneme Bay Alley Grind and Overlay Project is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301 (Class 1 – Existing Facilities). This exemption applies to the repair, maintenance, and minor alteration of existing public facilities where no expansion of use is proposed.
The project consists solely of grinding and resurfacing existing alleys within their current paved footprints and does not involve any capacity increases, structural expansion, or work outside previously disturbed right-of-way areas.
FISCAL IMPACT:
Funds for the remaining Hueneme Bay Alleys were included in the FY 2025/26 Gas Tax Fund budget in the amount of $450,000; However, approval of this action would require an additional appropriation of $17,087 to Account No. 204-551-5700, Project ST2501.
The unassigned Gas Tax Fund Balance at FY2026-27 year-end including this request for appropriation is estimated to be $3.7 million.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality
Safe, Secure, & Beautiful Community
• Upgrade our beach, parks, City-owned facilities, and structures to provide a better experience for our residents, employees, commuters, and visitors ATTACHMENTS:
A. J & H Engineering General Construction, Inc. Work Order dated 03-10-2026, 8 pages
B. Hueneme Bay Alleys Phase 4,5 & 6 Map and Plans of Work Area, 3 pages Agenda Item No. 07 Page 2 of 13 CC Agenda 04-06-2026
Work Order Signature Document
EZIQC Contract No.: CA-R7-PAV-101723-JHE
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 New Work Order
153409.00
Modify an Existing Work Order
Work Order Title:
Work Order Number.: Work Order Date:
X
03/10/2026
Contractor Name:
Contact:
Phone:
Contact:
Phone:
Amy McMullen
805-987-8414
Owner Name: City of Port of Hueneme
Ray Gutierrez
805-986-6599
J & H Engineering General Contractors, Inc.
Work to be Performed
Work to be performed as per the Final Detailed Scope of Work Attached and as per the terms and conditions of Sourcewell EZIQC Contract No CA-R7-PAV-101723-JHE.
Brief Work Order Description:
Liquidated Damages Will apply: Will not apply:
Estimated Completion Date:
Time of Performance Estimated Start Date:
X
Work Order Firm Fixed Price: $444,843.96
Owner Purchase Order Number:
Approvals
City of Port of Hueneme Date Date J & H Engineering General Contractors, Inc.
2.00
3/10/2026
Work Order Signature Document
Attachment A
Agenda Item No. 07 Page 3 of 13 CC Agenda 04-06-2026
3.00 Detailed Scope of Work
To: Amy McMullen From: Ray Gutierrez
J & H Engineering General Contractors, Inc.
4065 Mission Oaks Blvd
Camarillo, CA 93012
805-987-8414
City of Port of Hueneme
250 N. Ventura Blvd.
Port Hueneme, CA 93041
805-986-6599
Work Order Number:
Date Printed: March 10, 2026
153409.00
Work Order Title: Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 Brief Scope:
Preliminary Revised Final X
The following items detail the scope of work as discussed at the site. All requirements necessary to accomplish the items set forth below shall be considered part of this scope of work.
Scope of work includes the following:
· The total paving area is approximately 99,232 SF (11,026 SY). · Grind approximately 2 inches of existing asphalt pavement in the alleys while preserving the existing concrete ribbon drain that divides the alley into two 8-foot travel lanes. · Clean the vertical faces of the concrete ribbon drain and remove dust and loose material prior to paving.
· Apply tack coat to the ground asphalt surface and to the vertical face of the concrete ribbon drain. · Place and compact a 2-inch lift of conventional hot mix asphalt (C2 aggregate size). · Additional handwork around utility covers. Approximately 10 tons of HMA. · Ensure the longitudinal paving joint is placed tight against the concrete ribbon drain and compact the asphalt along the concrete edge.
· After paving and cooling, seal the asphalt-to-concrete interface at the ribbon drain with an approved asphaltic crack/joint sealant where gaps occur.
· Roll and compact the asphalt to approximately 95% relative compaction.
Additional project assumptions include:
· No adjustment of manhole frames or water valve covers · No traffic striping is required.
· Construction water and temp meter will be provided by Owner at no cost to the contractor · Traffic control will be minimal, consisting primarily of temporary alley closures during paving operations.
· Equipment and materials may stage on the adjacent residential streets. · BMP requirements are expected to be minimal.
· Work hours: Monday through Friday, 7:00 AM – 4:30 PM. · No payment or performance bonds are required
· Property owners have nearby parking available and will be asked to move vehicles out of the alleys during working hours.
3/10/2026
Scope of Work
Agenda Item No. 07 Page 4 of 13 CC Agenda 04-06-2026
Detailed Scope of Work Continues..
Work Order Title:
Work Order Number: 153409.00
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 · If necessary, City trash pickup can be shifted to Saturday during construction. 3 Phases of work and approximately 20 working days total, including:
· Approximately 5 working days per phase, and
· About 5 days for mobilization, coordination, cleanup, and demobilization.
IF NEEDED OPTION:
· Full-depth AC removal and replacement (approximately 200 SF) for isolated pavement failures with removal of the full AC thickness (estimated at approximately 3 to 3.5 inches), re-compaction of the existing base, and replacement with HMA.
Subject to the terms and conditions of JOC Contract CA-R7-PAV-101723-JHE.
J & H Engineering General Contractors, Inc. Date
City of Port of Hueneme Date
3/10/2026
Scope of Work
Agenda Item No. 07 Page 5 of 13 CC Agenda 04-06-2026
4.00 Contractor's Price Proposal - Summary
Owner PO #:
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 153409.00
IQC Master Contract #: CA-R7-PAV-101723-JHE
Work Order #:
Title:
Re:
Date: March 10, 2026
Proposal Value:
Contractor: J & H Engineering General Contractors, Inc. $444,843.96
Section - 01 $70,860.07
Section - 32 $373,983.89
Proposal Total
Thisl total represents the correct total for the proposal. Any discrepancy between line totals, sub-totals and the proposal total is due to rounding.
$444,843.96
The Percentage of NPP on this Proposal: %
3/10/2026
Contractor's Price Proposal - Summary
Agenda Item No. 07 Page 6 of 13 CC Agenda 04-06-2026
5.00 Contractor's Price Proposal - Detail
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 153409.00
IQC Master Contract #: CA-R7-PAV-101723-JHE
Work Order #:
Owner PO #:
Title:
Re:
Date: March 10, 2026
Proposal Value:
Contractor: J & H Engineering General Contractors, Inc. $444,843.96
Labor Equip. Material (Excludes)
Sect. Item Mod. UOM Description Line Total
Section - 01
01 22 20 00 0030 LaborerFor tasks not included in the Construction Task Catalog® and as directed by owner only.
1 HR $3,476.26
Installation = x x 3,476.26
Quantity Total Unit Price Factor
24.00 104.01 1.3926
2 men x 4 hrs x 3 phases to Post NO PARKING
2 01 22 23 00 0268 DAY 8' Road Broom, Self-Propelled Street Sweeper With Full-Time Operator $10,159.49 Installation = x x 10,159.49
Quantity Total Unit Price Factor
6.00 1,215.89 1.3926
2 days per phase x 3 phases - Sweeping during/after milling / paving operation 3 01 22 23 00 1664 DAY 2,000 Gallon Water Truck With Full-Time Driver $3,025.98 Installation = x x 3,025.98
Quantity Total Unit Price Factor
1.50 1,448.60 1.3926
To shuttle water to and from the hydrant meter to missing machine (Meter provided by Owner) 4 01 55 26 00 0033 WK 28" Cone With Reflective Collar $1,111.29 Installation = x x 1,111.29
Quantity Total Unit Price Factor
300.00 2.66 1.3926
100 cones per phase x 3 weeks for TC and NO PARKING posting 5 01 55 26 00 0090 WK Mesh Or Vinyl Roll-up Sign With Stand $537.06 Installation = x x 537.06
Quantity Total Unit Price Factor
15.00 25.71 1.3926
Traffic control signs, approximately 5 signs for 5 days x 3 phases(NO TC PLANS INCLUDED) 01 55 26 00 0138 Initial Delivery, Placement And Final Removal From Site Of Up To 250 Temporary Traffic Cones Using Truck
6 EA $1,804.81
Installation = x x 1,804.81
Quantity Total Unit Price Factor
300.00 4.32 1.3926
Place TC devices 100 ea x 3 phases
01 71 13 00 0004 First 25 Miles, Equipment Delivery, Pickup, Mobilization And Demobilization Using A Tractor Trailer With Up To 53' BedIncludes loading, tie-down of equipment, delivery of equipment, off loading on site, rigging, dismantling, loading for return and transporting away. For equipment such as bulldozers, motor scrapers, hydraulic excavators, gradalls, road graders, loader-backhoes, heavy-duty construction loaders, tractors, pavers, rollers, bridge finishers, straight mast construction forklifts, telescoping boom rough terrain construction forklifts, telescoping and articulating boom man lifts with >40' boom lengths, etc.
7 EA $10,655.97
Installation = x x 10,655.97
Quantity Total Unit Price Factor
5.00 1,530.37 1.3926
Mob for skip, mini mill/skid steer, paving machine, 2 compacters (all work completed in 3 consecutive phases - 1 mobilization)
3/10/2026
Contractor's Price Proposal - Detail
Agenda Item No. 07 Page 7 of 13 CC Agenda 04-06-2026
Contractor's Price Proposal - Detail Continues..
Work Order Title:
Work Order Number: 153409.00
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 Section - 01
01 71 13 00 0004 First 25 Miles, Equipment Delivery, Pickup, Mobilization And Demobilization Using A Tractor Trailer With Up To 53' BedIncludes loading, tie-down of equipment, delivery of equipment, off loading on site, rigging, dismantling, loading for return and transporting away. For equipment such as bulldozers, motor scrapers, hydraulic excavators, gradalls, road graders, loader-backhoes, heavy-duty construction loaders, tractors, pavers, rollers, bridge finishers, straight mast construction forklifts, telescoping boom rough terrain construction forklifts, telescoping and articulating boom man lifts with >40' boom lengths, etc.
8 EA $6,393.58
Installation = x x 6,393.58
Quantity Total Unit Price Factor
3.00 1,530.37 1.3926
3 separate mobilizations for PRS milling machine for 3 phases of work 9 01 74 19 00 0027 CY Drop-Off Asphalt At Recycling Center $17,826.34 Installation = x x 17,826.34
Quantity Total Unit Price Factor
588.00 21.77 1.3926
Recycle AC grindings
10 01 74 19 00 0040 CYM Hauling On Paved Roads, First 15 Miles $15,869.29 Installation = x x 15,869.29
Quantity Total Unit Price Factor
11,172.00 1.02 1.3926
Haul grinding to Granite Recycle - 19 miles x 588 CY
Subtotal for Section - 01 $70,860.07
Section - 32
11 32 01 16 71 0003 SY Up To 3" Depth, Production Cold Milling Of Asphalt $68,713.61 Installation = x x 68,713.61
Quantity Total Unit Price Factor
10,476.00 4.71 1.3926
2" milling of existing AC
12 32 01 16 71 0007 SY Up To 3" Depth, Limited Cold Milling Of Asphalt $969.52 Installation = x x 969.52
Quantity Total Unit Price Factor
22.20 31.36 1.3926
For up to 200 SF of full depth AC repairs
13 32 01 16 71 0007 SY Up To 3" Depth, Limited Cold Milling Of Asphalt $24,019.56 Installation = x x 24,019.56
Quantity Total Unit Price Factor
550.00 31.36 1.3926
Limited cold milling (mini grinder) around existing conditions such as fencing, planters, walls, landscape, driveways
32 01 17 63 0023 Asphalt Placement For Small Repair Areas, Hot Mix ModifiedFor each ton over 3 to 100 tons. For small areas of existing asphalt is removed to allow work such as trenching across or in a road, excavating a drainage structure, uncovering a utility line, etc.
14 TON $2,198.78
Installation = x x 2,198.78
Quantity Total Unit Price Factor
5.00 315.78 1.3926
For up to 200 SF of full depth AC repairs
15 32 12 13 13 0006 SY Tack Coat, 0.11 Gallon/SY $17,504.48 Installation = x x 17,504.48
Quantity Total Unit Price Factor
11,026.00 1.14 1.3926
SS-1H Tack coat application
32 12 16 13 0018 2" Thick Bituminous Hot Mix Surface Wearing CourseIncludes placement , rolling, finishing and sweeping.
16 SY $249,054.98
Installation = x x 249,054.98
Quantity Total Unit Price Factor
11,026.00 16.22 1.3926
2" Hot-Mix overlay
3/10/2026
Contractor's Price Proposal - Detail
Agenda Item No. 07 Page 8 of 13 CC Agenda 04-06-2026
Contractor's Price Proposal - Detail Continues..
Work Order Title:
Work Order Number: 153409.00
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 Section - 32
32 12 16 13 0023 Hand Placed Hot Mixed Asphalt 3,954 Lb./CYFor small areas not reachable by machine. Includes placement, rolling, finishing and sweeping. 17 TON $11,434.64
Installation = x x 11,434.64
Quantity Total Unit Price Factor
20.00 410.55 1.3926
Hand place AC for areas where hand work is required such as planters (10 tons) and utility covers (10 tons) 32 17 23 23 0003 Two-Way Reflective, Raised Pavement Marker (RPM)Type B, C, D, AC, RA or RR
18 EA $88.32
Installation = x x 88.32
Quantity Total Unit Price Factor
7.00 9.06 1.3926
Raised reflective pavement markers per bid sheet
Subtotal for Section - 32 $373,983.89
Proposal Total
This total represents the correct total for the proposal. Any discrepancy between line totals, sub-totals and the proposal total is due to rounding.
$444,843.96
The Percentage of NPP on this Proposal: %
3/10/2026
Contractor's Price Proposal - Detail
Agenda Item No. 07 Page 9 of 13 CC Agenda 04-06-2026
Subcontractor Listing
153409.00
Hueneme Bay Alleys Grind and Overlay Project Phases 4, 5 & 6 IQC Master Contract #: CA-R7-PAV-101723-JHE
Work Order #:
Owner PO #:
Title:
Re:
Date: March 10, 2026
Proposal Value:
Contractor: J & H Engineering General Contractors, Inc. $444,843.96
Name of Contractor Duties Amount %
Pavement Recycling Systems 2" Asphalt Milling 22.48 $100,000.00
6.00
3/10/2026
Subcontractor Listing
Agenda Item No. 07 Page 10 of 13 CC Agenda 04-06-2026
Hueneme Bay Alleys Grind and Overlay Project
Phases 4, 5, & 6
Map and Utility Details
April 2026
Fred Camarillo
Public Works Director
City of Port Hueneme
1 Attachment B
Agenda Item No. 07 Page 11 of 13 CC Agenda 04-06-2026
2 N
Hueneme Bay Alley Pavement
Rehabilitation Project
Phases 4, 5, & 6
Location Map
Not To Scale
• Limits of Grind & 2” Thick Asphalt Overlay (Yellow)
• Total Area Phase 4: 33,184 SF or 3,687 SY
• Total Area Phase 5: 33,984 SF or 3,776 SY
• Total Area Phase 6: 32,064 SF or 3,563 SY
Total All Phases: 99,232 SF or 11,026 SY
Phase 4 Phase 5
Phase 6
Channel Islands Blvd
Bay Blvd
Lido Blvd
Ukiah St
Ukiah St
Balboa St
E. Garden Green
Lido Blvd
Lido Dr
Ventura Rd
Agenda Item No. 07 Page 12 of 13 CC Agenda 04-06-2026
3 Proposed Alley Rehab Project:
• Grind and remove the top 2-inches of asphalt
• Pave 11 alleys with 2-inch thick asphalt overlay
• Leave existing concrete ribbon drain
• Protect all private driveway aprons and private drains 8’ Width 8’ Width
Asphalt Asphalt
Hueneme Bay – Typical Alley
Alleys Were Last
Renovated in
1987.
Private
Driveway
Apron
Hueneme Bay Alley
Pavement
Rehabilitation
Project - Phases 4-6
Agenda Item No. 07 Page 13 of 13 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Fred Camarillo, Public Works Director
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH ROADWAY
MANAGEMENT TECHNOLOGIES, LLC FOR PAVEMENT
MANAGEMENT AND SAFE STREETS FOR ALL (SS4A) SAFETY ACTION PLAN
RECOMMENDATION:
It is recommended that City Council:
1. Approve and authorize the City Manager to execute a Professional Services Agreement, approved as to form by the City Attorney, with Roadway Management Technologies, LLC (RMT), in an amount not to exceed $100,000, for a three-year term to provide advanced pavement data collection services and to prepare a Comprehensive Safety Action and Local Roadway Safety Plan (CSALRSP) consistent with the U.S. Department of Transportation Safe Streets and Roads for All (SS4A) program, leveraging federal grant funding to improve safety and protect taxpayer infrastructure investments;
2. Authorize the City Manager or his designee to submit for reimbursement of all SS4A Grant expenses, estimated at $80,000, from the appropriate federal agencies to reimburse the Grant Fund.
BACKGROUND/ANALYSIS:
On August 18, 2025, the City Council authorized the City Manager to execute a grant agreement under the Fiscal Year 2024 Safe Streets and Roads for All (SS4A) Grant Program with the U.S. Department of Transportation’s Federal Highway Administration.
This grant provides the City with an opportunity to leverage federal funding to improve roadway safety while also strengthening the City’s ability to manage and maintain its pavement network through modern technology-based condition assessment tools. The grant will also fund the preparation of a Comprehensive Safety Action and Local Roadway Safety Plan (CSALRSP) and support improved data collection and analysis of the City’s street network.
Roadway Management Technologies, LLC assisted City staff in preparing the SS4A grant application and developing the technical approach for collecting roadway condition data and preparing the City’s Comprehensive Safety Action and Local Roadway Safety Plan Agenda Item No. 08 Page 1 of 44 CC Agenda 04-06-2026
RMT Contract & SS4A Grant
April 6, 2026
(CSALRSP). The proposed agreement allows the City to implement the methodology described in the grant application.
Roadway Management Technologies, LLC (RMT) proposes to install proprietary RoadRunner sensors on selected City fleet vehicles to passively collect real-time pavement condition data, which will be processed using artificial intelligence to produce Pavement Condition Index (PCI) ratings. The system will integrate with the City’s GIS and provide ongoing analytics, deterioration modeling, and maintenance scenario planning to support fiscally responsible pavement management decisions. By utilizing sensors mounted on existing City fleet vehicles rather than performing labor-intensive manual inspections, this technology allows the City to collect continuous pavement condition data at a substantially lower cost while improving the accuracy and frequency of pavement condition assessments.
Because of the specialized nature of the technology used to collect pavement condition data, staff recommends a sole-source professional services agreement with Roadway Management Technologies, LLC (RMT). RMT utilizes a proprietary system known as the RoadRunner platform, which includes specialized sensors mounted to the front axle of City vehicles that collect millions of high-resolution images of roadway pavement surfaces during normal vehicle operations. These images are transmitted to RMT’s cloud-based artificial intelligence platform where automated analysis evaluates pavement distress types, calculates Pavement Condition Index (PCI) values consistent with ASTM D6433 standards, and produces detailed pavement management reports and repair prioritization recommendations. This proprietary technology allows the City to continuously collect pavement condition data across the entire street network without the need for expensive dedicated survey vehicles or manual inspections. Because the RoadRunner sensors, software platform, and analytical processes are proprietary to RMT and are not available from other vendors in the same integrated format, staff determined that a sole-source procurement is appropriate and in the City’s best interest.
Staff evaluated available pavement data collection technologies and determined that no other vendor currently provides a comparable system that integrates vehicle-mounted sensors, automated artificial intelligence pavement analysis, and network-wide pavement condition reporting using existing municipal fleet vehicles; therefore, issuance of a formal Request for Proposals (RFP) was not considered practical for this specialized service.
Based on staff’s review of currently available technologies, the City is not aware of any other vendor providing an equivalent integrated system capable of collecting networkwide pavement condition data using vehicle-mounted sensors and automated artificial intelligence analysis through normal municipal fleet operations. Should comparable technology become available in the future, the City may evaluate alternative vendors for similar services.
RMT has partnered with NV5, a California-licensed civil and traffic engineering firm, to develop the CSALRSP. NV5 will conduct a five-year crash history assessment, develop a High-Injury Network (HIN), perform equity analysis, engage stakeholders and the public, identify countermeasures for up to 20 locations, and prepare a final Safety Action Plan Agenda Item No. 08 Page 2 of 44 CC Agenda 04-06-2026
RMT Contract & SS4A Grant
April 6, 2026
for City Council consideration. The plan will align with SS4A requirements and position the City to compete for future implementation funding. The completed Comprehensive Safety Action and Local Roadway Safety Plan will also position the City to pursue additional federal Safe Streets and Roads for All implementation grants to fund roadway safety improvements such as pedestrian crossings, traffic calming measures, bicycle safety improvements, and intersection safety upgrades.
By undertaking this work, the City of Port Hueneme continues to demonstrate leadership in adopting data-driven transportation safety strategies that align with national best practices and the federal Vision Zero initiative to eliminate roadway fatalities and serious injuries.
The proposed Agreement has a three-year term. Exhibit A describes RMT’s pavement data collection and analysis scope. Exhibit B outlines NV5’s Safety Action Plan scope of work. Exhibits C and D provide a three-year SS4A-aligned budget totaling $100,000, with $60,000 in Year 1 and $20,000 in each of Years 2 and 3. The City’s roadway network is one of the City’s largest public infrastructure investments, and the improved data collection and pavement management analysis provided through this program will help protect this valuable long-term asset by enabling the City to prioritize preventive maintenance and extend the useful life of its streets.
FISCAL IMPACT:
The City was awarded $80,000 of SS4A grant funds that will cover 80% of the costs of professional services associated with preparation of the City’s Comprehensive Safety Action and Local Roadway Safety Plan and roadway condition data collection and analysis over 3 years. Sufficient funds are available to cover anticipated grant expenses for Year 1 of this Project #EN2605 in current FY2025-26, in Grant Fund account 210-551- 5700 and the City’s 20% match in Gas Tax account 204-551-5700.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality
ATTACHMENTS:
A. Professional Services Contract with RMT Technologies, LLC including exhibits:
• Exhibit A – Scope of Work
• Exhibit B – Safety Action Plan Scope of Work
• Exhibit C – Budget and Safety Action Plan Schedule
• Exhibit D – Proposal for Services
• Exhibit E – Special Terms
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PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF PORT HUENEME AND
ROADWAY MANAGEMENT TECHNOLOGIES, LLC
This AGREEMENT is entered into this __th day of ______________, 2026, by and between the CITY OF PORT HUENEME, a municipal corporation and charter city (“CITY”) and ROADWAY MANAGEMENT TECHNOLOGIES, LLC, an Arkansas limited liability company (“CONSULTANT”).
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed one hundred thousand dollars ($100,000.00) for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibits C and D, which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform the following services: Advanced pavement data collection services using proprietary hardware and AI software, data processing and analysis, GIS integration and accessibility, and preparation of a Comprehensive Safety Action and Local Roadway Safety Plan (CSALRSP). All pavement data, analysis, and deliverables shall conform to ASTM D6433 (PCI), applicable CALTRANS Guidance, and FHWA/SS4A requirements, and shall be subject to City review and acceptance. Additional details of the scope of services are shown in Exhibits A and B and incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time Attachment A
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of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT’s services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibits C and D) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. CITY may condition payment upon satisfactory completion and acceptance of the deliverables identified in Exhibits A and B.
5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY’s city manager (“Manager”) may determine, at the Manager’s sole discretion, that CONSULTANT must perform additional work (“Additional Work”) to complete the Scope of Work. If Additional Work is needed, the Manager will give written authorization to CONSULTANT to perform such Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the Manager with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost.
C. Payments over $20,000 for Additional Work must be approved by CITY’s city council. All Additional Work will be subject to all other terms and provisions of this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and Agenda Item No. 08 Page 6 of 44 CC Agenda 04-06-2026
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iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from April 1, 2026, to April 1, 2028. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibits A and B; B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT’s own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:
A. Exhibit A - Scope of Work
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B. Exhibit B - Safety Action Plan Scope of Work
C. Exhibit C - Budget and Safety Plan Schedule
D. Exhibit D - Proposal for Services
E. Exhibit E – Special Terms
12. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY’s review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY’s mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT'’ own cost; CITY will not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT Agenda Item No. 08 Page 8 of 44 CC Agenda 04-06-2026
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will, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section
1. C.
E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY’s property. CONSULTANT is granted only a non-exclusive license to use anonymized or aggregated data for research and product improvement. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY’s written notice. CITY agrees that use of CONSULTANT’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY’s own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY’s prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY’s request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT’s officers, agents, employees, or representatives, in the performance of this Agreement.
ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance. Should CITY be named in any suit, or should any claim be brought against it Agenda Item No. 08 Page 9 of 44 CC Agenda 04-06-2026
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by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.
B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 23, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.
CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
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Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of the most current ISO-CGL Form number. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by City will be excess thereto.
Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to City.
C. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
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24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY’s prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:
If to CONSULTANT: If to CITY:
Roadway Management Technologies City of Port Hueneme
P.O. Box 678325 250 N. Ventura Road
Orlando, FL 32867 Port Hueneme, CA 93041
Attention: Jamie Weathers, Chief Operating
Officer
Phone: (904) 631-8010
Email: [email protected]
Attention: Charles Cable, PE, City Engineer
Phone: (805) 986-6658
Email: [email protected]
Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. This section does not apply to day-to-day communications between CITY’s and CONSULTANT’s project managers.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY’s conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT’s bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT’s bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT’s or CITY’s obligations under this Agreement.
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30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. There are three (3) attachments to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY’s executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties’ reasonable control, then the Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its Agenda Item No. 08 Page 13 of 44 CC Agenda 04-06-2026
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financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY.
[Signatures on next page]
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IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written.
CITY OF PORT HUENEME ROADWAY MANAGEMENT
TECHNOLOGIES, LLC
_________________________________ ____________________________ James Vega, City Manager Jamie Weathers, COO
ATTEST:
_____________________________ Taxpayer ID No. 83-2101130 Georgianna Alverez, City Clerk
APPROVED AS TO FORM:
_________________________________
Robert Lyle, City Attorney
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ROADWAY MANAGEMENT TECHNOLOGIES
PO BOX 678325
Orlando, FL 32867
EXHIBIT A
Scope of Work
1. Onboarding
a. Passive Road Surveying
i. RMT will provide proprietary sensors that will be mounted underneath agency-owned vehicles.
1. Vehicles will be pre-determined collectively by RMT and Agency.
2. RMT will perform initial installation and train Agency Mechanic on installation of sensors - each sensor can be easily installed in approximately 60 minutes once installer is sufficiently trained.
A. If Agency has no Mechanic on staff, RMT will send their field installer or work with a local shop for replacement
installation in the event any sensors are damaged. This service will be quoted and priced separately, if needed. ii. RMT will need access to an existing internet signal but will not and cannot obtain any information regarding data sent through internet signal.
1. Agency shall make its own arrangements to ensure Wi-Fi connectivity in parking locations at its own expense.
2. At Agency’s request, RMT will install routers, signal extenders, or access points to ensure WiFi connectivity in parking lots where vehicles will be parked each night. This service will be quoted and priced separately, if needed. If RMT performs the installation Agency is financially responsible for routers, signal extenders, or access points once installed.
A. Installation of internet hardware will be done under supervision of Agency Administration.
iii. While vehicles are used in day-to-day operation, sensors will read vibrations in the road to determine road quality.
iv. When vehicles are parked in a WiFi-connected parking spot, data from sensors will be sent to RMT servers, where data will be automatically evaluated by RMT’s proprietary algorithm.
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2 v. Information regarding road quality (as compared to other roads in Agency) will be overlayed on a map interface available through RMT’s website login portal.
1. Information may be filtered to show the worst/best roads in Agency.
2. Street view images of network roads can be viewed via map.
A. Camera images are updated each time a vehicle travels a road (in increments of 30 days).
vi. A successful onboarding experience requires effective communication.
As such, Agency shall identify a primary and alternate point of contact to RMT. That point of contact will be RMT’s touchpoint for communicating all onboarding requirements and milestones. Attachment C contains a list of items by priority which are required for onboarding new customers. Installation dates will be agreed upon once Agency has provided all information contained in Attachment C.
vii. Agency will be responsible for attending an Initial Onboarding Kickoff meeting where Attachment C will be reviewed in detail. Weekly sync meetings will be required to assist with training, ensure milestones are met, and schedule equipment installation. Once installation is complete, RMT and the customer will agree on a cadence of meetings to ensure successful implementation of RMT’s platform across the customer’s staff.
Milestones for each meeting are described below.
1. Initial Onboarding Kickoff Meeting:
A. Introduction and exchange of contact information.
B. RMT will outline the onboarding process.
C. Agency will be provided templates to populate their
Agency specific data with a suspense date (Users list,
vehicle information, WiFi info, etc.).
D. Vehicle installation dates will be discussed (primary and alternate).
2. Weekly Meetings Throughout Onboarding (topics not all inclusive and dependent on onboard status):
A. Confirm vehicle installation dates.
B. Confirm WiFi information (see paragraph 6.b.).
C. Confirm successful User access through log in data.
D. Review RMT platform and discuss any issues Agency may have.
E. Confirm all hardware has been installed and working
properly.
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3 F. Introduce RMT’s Customer Service/Maintenance Account Executive who will handle all future interactions for the life of the contract.
b. WiFi
i. Agency shall provide RMT with internet service details, to include username and password. This information is preloaded into the RoadRunner hardware that will be installed on Agency vehicles. Please note, our systems do not support WPA3.
ii. Agency shall ensure WiFi signal is strong enough to reach area where RoadRunner enabled vehicles are parked to ensure successful upload of data each evening.
1. If RoadRunner enabled vehicles are parked in multiple areas each area must have the same internet service details. Different internet service details (username and password) will adversely affect the RoadRunner system from uploading properly.
iii. Agency shall notify RMT prior to any changes made to internet service (new service provider, password changes, router upgrades, etc.).
Changes of this nature will disable the RoadRunner systems’ ability to connect to the WiFi and upload data.
1. In the event these changes occur, RMT will need to reprogram each RoadRunner system and a service charge will be applied to Agency account during next billing cycle.
c. Sell, Auction, Junked Vehicle with RMT Hardware/Devices i. Agency shall remove all RMT hardware/devices (RoadRunner, Fleet Management Devices, etc.) from Agency vehicles prior to selling, auctioning, wrecked/junked, etc., and return those items to RMT.
1. In the event RMT hardware/devices are not returned Agency will be charged the following per device:
A. RoadRunner system: $1,500 per device
B. Fleet Management system: $1,000 per device
d. Schedule
Two Weeks: Kickoff and Planning
Onboarding begins after contract agreement is signed. These early discussions focus on ensuring accurate data ingestion into the RoadManTech system.
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4 RMT’s Project Manager, Derek Hill, will lead hands-on training sessions tailored specifically for Port Hueneme. These sessions cover both operational and technical aspects of the system, ensuring that staff are fully equipped to use the platform efficiently. Training is ongoing. RMT will provide continuous support until all personnel feel confident in using the system. Regular check-ins will be conducted to address progress, resolve any challenges, and adapt the training as needed.
One Month: Install and Client Intel Review
RMT will send our team to install our RoadRunner systems on selected City fleet vehicles. This proprietary hardware is designed specifically for monitoring and reporting pavement surface condition data in real-time and manufactured in the United States. All hardware and software systems provided to Port Hueneme will be new. RMT will maintain all systems on an ongoing basis, ensuring zero required maintenance or operational burden on agency staff.
One – Two Months: Preliminary Data Collection and System Calibration As vehicles travel the network, data is captured in both ascending and descending directions, allowing agency users to make data-driven decisions on a complete picture of each road.
Once installed, the RoadRunner system will allow these vehicles to collect pavement condition data for the City. The system automatically associates collected data with the appropriate GIS location, ensuring accurate data on all lanes, and providing a seamless dataset for City personnel to interact with.
Continuous: Ongoing Engagement
RMT’s dedicated account management team will work hand-in-hand with the City of Port Hueneme throughout the year, ensuring strategic alignment, timely communication, and continued value delivery. The team will lead ongoing coordination, support the ingestion of City-specific decision tree matrices, and incorporate evolving priorities into the system. RMT remains actively engaged to refine planning logic, adapt to new needs, and ensure the platform delivers actionable, relevant insights.
2. System Overview
a. Advanced Pavement Data Collection Techniques
RMT Methodology:
RMT recognizes the critical need for accurate, real-time, living pavement condition data to inform ongoing maintenance and preservation decisions. We have developed a one-of-a-kind, patented crowdsourced platform that provides agencies with RealTime Pavement Performance Analytics (RPPA). We begin by mounting proprietary hardware sensors, known as RoadRunners, on agency-owned fleet vehicles. As these vehicles perform their daily routine, RoadRunners passively and continuously collect comprehensive road quality data along the driven routes. RMT’s technology transforms existing fleets into SMART (Signal Monitoring Assets in Real-Time) fleets Agenda Item No. 08 Page 20 of 44 CC Agenda 04-06-2026
5 capable of passively collecting data with zero effort from agency employees or thirdparty employees.
The RoadRunner system consists of a main enclosure with motherboard mounted under the vehicle, a GPS antenna mounted on the windshield, two vibrational/gyroscopic sensors that are mounted on each side of the front axle / lower control arm, and two radar sensors mounted on each side of the vehicle’s frame. These state-of-the-art sensors collect data at a rate of 52,000 data points per second. The motherboard and sensors are enclosed in an IP68 rated enclosure with aircraft grade plugs to ensure reliability and sustainability. All parts used in RMT’s RoadRunner systems conform to, or exceed, industry standards in strength, quality, and workmanship.
In addition to RMT’s RoadRunner’s vibrational, gyroscopic, and radar data collection sensors, RMT also equips selected agency fleet vehicles with camera systems that capture surface images of pavement condition every 75ft as the vehicles travel the road network. Once images are collected, they are uploaded to the cloud where our proprietary machine learning and AI engine processes the images to ensure appropriate lighting and field of view before qualifying an image and ingesting it into the platform. These images are stored in increments of 30 days as they are collected providing agency’s staff with an up-to-date view and a historical view of the road’s condition. This is critical for use cases that require longitudinal data. RMT is the only solution that provides this level of data.
Our crowd-sourced data collection platform leverages existing fleet vehicles to gather data every second of every day, reducing the time, cost, and labor typically associated with traditional pavement survey methods and providing richer ongoing intelligence.
This process is supplemented by our advanced AI and machine learning algorithms that process and analyze the data, providing real-time insights into pavement conditions, rates of degradation, and actionable intelligence for maintenance planning.
High-Frequency Data Collection:
Unlike traditional methods that might collect data annually or bi-annually, or more recent modern methods of video evaluations which require manual calibration and intentional trips down the road, RMT’s RoadRunner's passive collection capability allows for more frequent and accurate data updates 365 days a year. This continuous data collection approach ensures that Agency has access to the most current pavement condition information, facilitating timely and informed decision-making.
RoadRunner Hardware Deployment:
RMT will send our team to install our RoadRunner systems on selected Agency fleet vehicles. The proprietary hardware is designed and manufactured in the United States specifically for monitoring and reporting pavement surface condition data in realtime. All data collected by the RMT system is collected passively and requires no interaction from the driver. All hardware and software systems provided to the Agency will be new and complete units ready for operation. RMT will maintain all systems on Agenda Item No. 08 Page 21 of 44 CC Agenda 04-06-2026
6 an ongoing basis. Agencies will have zero required maintenance or operational burden.
As these selected vehicles travel throughout the network, road data and images are collected and stored on the hardware, capturing data on all lanes in both ascending and descending directions. This provides a holistic view of the network due to lanes often deteriorating at different rates, allowing for end users to make data driven decisions based on the entirety of the segment, not just a 100ft segment or average.
Once the vehicles park at the end of the day, data is automatically uploaded to the cloud and processed. The processed data is displayed on RMT’s interactive web-based software platform, along with other valuable maintenance planning and execution tools, for the agencies to analyze and make informed decisions. This method ensures comprehensive coverage of agency-owned roadways specified by the Agency, without disrupting traffic or requiring dedicated survey vehicles. Once RMT is installed, agencies will never again need to do any work or commission any third party to develop budget allocation plans – our system does that work for the agencies. b. Data Processing and Analysis
AI-Powered Data Analysis:
Upon data collection, RMT employs proprietary AI algorithms to analyze the imagery, vibrations, gyroscopic data, and radar outputs to extract accurate pavement condition ratings. This process includes identifying and categorizing pavement distress types such as cracking, rutting, and potholing, which are critical for assessing overall pavement health. Our methods of scoring are Pavement Condition Index (PCI) based on ASTM standard D6433 with additional IRI Scoring.
Our methodology has been meticulously designed to include the assessment of each lane in both ascending and descending directions, thereby ensuring a comprehensive evaluation of the network. This systematic approach not only facilitates a detailed scoring of the entire network but also incorporates considerations for material costs associated with potential maintenance and repair strategies. By integrating these cost factors into our assessment, we can provide a thorough analysis that not only captures the unique characteristics and conditions of each lane but also offers insights into the financial implications of preserving and enhancing the roadway infrastructure through the highest-value and most appropriate treatment method. This holistic evaluation strategy ensures that our analysis delivers a profound understanding of the roadway's overall condition, coupled with actionable intelligence on optimizing maintenance expenditures for the utmost efficiency and sustainability. This approach is unlike traditional means, which often recommend the highest-cost mitigation methods and do not optimize budget.
Web-based:
RMT's platform operates entirely on cloud technology, ensuring seamless access from any device authorized by the Agency and connected to the internet. This feature guarantees that all users can engage with the data instantaneously, regardless of Agenda Item No. 08 Page 22 of 44 CC Agenda 04-06-2026
7 their location. Moreover, it enables field teams to directly upload notes, photos, and annotations while on-site, facilitating immediate updates throughout the system and enhancing the efficiency of data management and communication.
Unlimited Licenses and Ongoing Support:
RMT operates on a model that eliminates per-user fees, enabling agencies to extend system access to an unlimited number of employees without concern for escalating costs. This approach ensures that agencies can tailor systems to their specific needs, assigning roles and access rights in alignment with each employee's responsibilities and the requirements of their position. This flexibility facilitates efficient data reference and utilization across various counties and municipalities. Furthermore, RMT's dedicated team is committed to supporting agencies through the onboarding process, offering comprehensive training to ensure users are proficient in leveraging the platform to achieve their objectives effectively. Additionally, the Agency will have a full-time resource dedicated to ongoing support and delivering platform value.
Zero Software Installation:
RMT is 100% cloud based and will not require the Agency to download any external software. The system is run on an AWS foundation that complies with all SOC 2 Compliance parameters to ensure security.
Configurable:
The software offers full customization to align with the Agency’s specific repair strategies, financial planning, and managerial objectives. Our operations team is committed to closely collaborating with the Agency, ensuring a deep understanding of these critical parameters, and providing comprehensive training on their integration into the system. This adaptive approach ensures that the Pavement Management System dynamically responds to the introduction of innovative methods, updates in budget allocations, and shifts in management priorities over time, resulting in a system that progressively evolves to meet the unique needs of the Agency.
Data Exporting:
Data stored in the RMT system can be seamlessly exported according to the Agency’s needs, utilizing custom dashboards, .CSV/Excel files, Trimble Cityworks integration, or ESRI GIS shapefiles. Additionally, we offer the capability to automate the export process, enabling the generation of reports on a weekly, monthly, quarterly basis, or any other interval tailored to the specific metrics and requirements set forth by the Agency.
Network Segmentation / PCI Reporting:
RMT’s system will segment data to the Agency's preferred specifications based on the shapefile information in the GIS database. The system can also geofence objective data based on specific parameters such as districts to monitor performance in different areas of the network. In segmenting the network into geofenced areas, a hierarchical structure is employed, where a parent account encompasses the entire network, and daughter accounts contain data specific to each district.
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8 Visualization:
RMT's platform features a color-coded map that illustrates the distress profile of each road throughout the network on an intuitive green to red scale. Additionally, the system enables agencies to engage with the map directly, allowing users to access specific images from any location on the road to visually confirm an identified distress or distressed segment, without requiring a Agency employee to visit the distressed road location.
Repair Planning and Prioritization:
RMT’s system utilizes a multivariable analysis that ingests real-time data every 24 hours which is then uploaded via the cloud into our machine learning/AI environment to accurately suggest best practice maintenance treatments. The multi-variable analysis is based on a multitude of factors including PCI, configurable distress metrics, regional demographics, available budget, and many more variables to ensure the adoption of best practices.
c. GIS Integration and Accessibility
RMT's deliverables will be fully compatible with member agencies’ existing GISenabled databases. Our team will work closely with the Agency staff to ensure seamless integration, including providing GIS shapefile layers or geodatabases containing mapped pavement segments and condition ratings, complete with a user-friendly color-coded system.
Interactive Data Platform:
Beyond static GIS data, RMT offers an interactive, web-based platform where leadership can access, visualize, and interact with the collected pavement condition and ancillary data in an easy-to-use interface. This platform includes features such as dynamic filtering, automatic trend analysis, and custom report generation, enhancing the utility of the data for planning, maintenance, and communication purposes. d. Scalability and Futureproofing Solution
RMT's platform and service is designed to be scalable, accommodating future expansions of the project scope or additional data collection efforts without significant increases in cost or complexity. This ensures that the Agency’s investment in our solution remains valuable long-term, supporting evolving planning and maintenance needs.
Innovation and Continuous Improvement:
As part of our commitment to providing state-of-the-art solutions, RMT continuously invests in R&D to enhance our technology and methodologies. This commitment means that Agency will benefit from ongoing improvements and innovations in pavement condition assessment and asset management technologies. We are open to exploring additional functionality desired by the Agency and are excited to explore how those efforts might be accomplished.
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9 Conclusion:
RMT's comprehensive technical approach and methodology are designed to meet and exceed the requirements set forth by the Agency’s Passive Road Surveying RFP.
Our advanced data collection hardware, AI-powered analysis, and commitment to quality assurance ensure that the Agency will receive accurate, reliable, and actionable pavement condition data. Combined with our ancillary data collection capabilities and seamless data integration processes, RMT offers a future-proof and scalable solution that supports the Agency’s mission to maintain and improve roadway infrastructure efficiently and effectively.
3. Detailed Work Plan
a. Deliverables
PCI and Real-time Pavement Performance Analytics:
Our software application provides continuous real-time management of Pavement Condition Indices (PCI) data and daily reporting. The system grades each lane for accurate, reliable, and actionable pavement condition data, updated daily for PCI and monthly for imagery. Featuring a color-coded map transitioning from green to red to illustrate distress severity, the platform allows agencies to access specific images from any location for verification of identified issues. Enhanced with road IDs and accompanying images, this visualization and tracking system is essential for detailed condition assessments and precise maintenance planning. Integration with systems like Esri ArcGIS and Trimble Cityworks ensures seamless data flow without extra operational costs or disruptions, and API connections are built during onboarding.
Our interactive, web-based platform enables the Agency stakeholders to access, visualize, and interact with collected pavement condition and ancillary data with a simple log in from any computer. Features such as dynamic filtering, trend analysis, and custom report generation enhance the utility of this data for planning, maintenance, and communication. Real-time data improves pavement management by providing immediate insights into road conditions, enabling quick identification of areas needing maintenance or repair. Analysis tools powered by an unsupervised Machine Learning environment turn raw data into actionable insights, helping agencies prioritize maintenance tasks and allocate resources more effectively. This iterative process of data collection, analysis, and action forms a feedback loop that drives continuous improvement in road maintenance strategies, with new data constantly refining the system's accuracy and adaptability to changing conditions and needs.
Imagery:
The RoadRunner camera component of our hardware takes photos every 75ft (default regular intervals) and stores these photos in 30-day increments to allow the Agency to view timelapse photos as months pass to verify deterioration. Imagery capture interval can be customized as requested and is automatically analyzed by the AI/machine learning to ensure accuracy with all raw data collected. Please reference Figures 2 and 3 on page 6.
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10 Reporting:
In addition to PCI, RMT’s software platform can produce multiple reporting features based on the Agency’s needs to display (i) when a road was last driven, (ii) the network data analysis, (iii) data interpretation and automation, (iv) custom automations for budgetary scenarios, and (v) provide options for maintenance efforts within the network to build scenarios based around the before mentioned variables. Our entire system is built to simplify and ease the transition to Preventative Maintenance efforts that help optimize budget efficiency while providing the Agency the autonomy to make better informed pavement decisions at any point in time driving a faster adoption of best practices based on quantifiable results.
Budget Analysis:
RMT’s system includes a project planning tool to prioritize high-return projects using machine learning predictive analysis refined with real-time data. The system evaluates "what if" scenarios, facilitating proactive planning and resource allocation.
It also supports multi-year work planning, aiding in developing long-term maintenance and budgeting strategies to maintain consistent pavement quality and maximize resource efficiency. The system's ability to geofence and layer specific districts within agencies based on attribute details within the Agency’s GIS shapefiles supports detailed and localized budget planning. The “what if” scenarios can be exported into a custom dashboard or .CSV file. The system can automate production of reports or filter based on multiple factors such as available budget, other limiting constraints, deterioration severity, etc. RMT exceeds this requirement by projecting ROI on these types of scenarios to assist the Agency in effective budget planning and optimization with digital twin modeling.
Deterioration Modeling:
Through continuous passive data collection, our system offers dynamic predictive modeling and performance model creation, unlike one-time surveys that are timeconsuming and become stale the day after completion. Our specialized digital tools provide real-time visualization of deterioration models based on industry-leading artificial intelligence, demonstrating the impact of various treatments and repairs on the degradation curve. This feature allows organizations to predict pavement conditions and schedule maintenance activities proactively, before severe deterioration sets in. By doing so, agencies can optimize their maintenance budgets and extend the service life of their roads.
Project Planner and Project Monitoring:
RMT's system features optimization functionality that selects projects with maximum benefit within defined constraints, providing a net ROI dollar metric benefit to effectively address limited resources. By identifying the most impactful projects, the platform ensures investments in pavement repair yield the highest returns, based on real-time network conditions and ongoing project performance monitoring. The system identifies potential issues before they become critical, revolutionizing project planning with accurate, up-to-date information on road conditions. This enables transportation agencies to (i) strategically plan maintenance and repair projects with greater precision, (ii) allocate resources more effectively, (iii) schedule projects to minimize disruption, and (iv) ensure timely interventions.
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11 By continuously collecting data across your network, RMT's platform accurately assesses treatment performance rather than generalizing outputs, effectively connecting project and performance management in one solution. The platform features goal-setting capabilities within its optimization scenarios, enabling organizations to align pavement management activities with broader strategic objectives. Our real-time project monitoring is the new paradigm for road maintenance and infrastructure projects, allowing agencies to track progress and effectiveness through a continuous data flow from equipped vehicles. This immediate feedback enables on-the-fly adjustments, ensuring projects stay on track and within budget, while also preemptively identifying unforeseen issues for prompt resolution to minimize delays and cost overruns.
4. Management Approach
a. Coordination and Administrative Tasks
To ensure the effective management and communication of the project between RMT and the Agency, a structured approach will be implemented, encompassing regular interactions, stakeholder involvement, meticulous documentation, bi-weekly updates, and comprehensive scheduling. RMT plans to contribute to these components through the below actions:
Regular Communication with the Agency’s Project Manager:
RMT's project manager will schedule regular meetings with Agency’s Project Manager to discuss project progress, challenges, and requirements. These meetings will occur at least bi-weekly, with additional meetings arranged as necessary to address urgent issues. Communication will be maintained through emails, phone calls, and virtual meetings, using platforms and files exchange protocols agreed upon by both parties to facilitate seamless exchanges.
Pre-onboarding and Onboarding:
The foundation of our customer integration approach is built upon a carefully designed pre-onboarding and onboarding process, ensuring a seamless transition for our clients into using our services. Our customer engagement will begin with a preonboarding phase as soon as the contract is awarded where we conduct a series of targeted meetings with a stakeholder committee. The aim of these discussions is to collect all available and relevant information, which is crucial for the successful ingestion of data into our system. This preliminary measure is intentionally designed to occur both before and during the installation phase. This ensures that any adjustments or refinements needed can be identified and implemented in real-time, setting a strong foundation for our collaboration.
As we transition into the onboarding phase, which begins approximately two weeks after the Agency is installed and at a point where initial data has been collected, our focus shifts towards optimizing the use of our services. This is the data aggregation and cleaning stage of our process, providing both our team and our clients with valuable insights that can be used to tailor the onboarding process more effectively.
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12 By waiting until actual data has been collected, we can address specific needs, challenges, and opportunities that are evident from the data, making the onboarding experience more beneficial from the start.
This approach ensures that the process from pre-onboarding to full onboarding is not just a procedural step, but a strategic initiative designed to maximize our client’s time and the benefits of our services.
Documentation and Communication of Meetings and Decisions:
All forms of communication, including meeting minutes and summaries of phone conversations, will be diligently documented. Meeting minutes will be prepared for all stakeholder and project team meetings, capturing key discussions, decisions, and action items.
Follow-up emails will be sent after phone conversations to summarize the discussion points and decisions made, ensuring a written record is available for reference and accountability. File copies of all correspondence, technical memoranda and reports will be delivered to the Agency Project Manager in electronic format.
Bi-weekly Status Updates:
Every two weeks, RMT will provide the Agency’s Project Manager with a brief update on the project's progress. These updates can be delivered via virtual meetings or emails, depending on the preference of each stakeholder. At the onset of the project and during installation weekly meetings may be more prudent to ensure a healthy information flow.
The updates will cover tasks completed in the previous two weeks, outline upcoming tasks for the next four weeks, report any delays impacting the project schedule, and identify any assistance required from the Agency staff.
Detailed Project Schedule:
RMT will develop and maintain a detailed project schedule, which will include installation dates, expected meeting dates, task completion dates, and other significant milestones. This schedule will be shared with the Agency, ensuring all parties are informed of the project timeline and key deliverables.
The project schedule will be updated as needed to reflect any changes or adjustments arising during the project lifecycle. RMT commits to completing all work by Agency’s defined deadlines, ensuring a timely and efficient delivery of the project outcomes. b. Project Manager Success Plan
Weekly Meetings and Training Sessions:
To maintain open lines of communication and facilitate a smooth adoption process, Derek will organize weekly meetings with the Agency stakeholders. These meetings will serve as a platform to discuss progress, resolve any issues, and provide updates on upcoming steps and requirements.
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13 Training sessions will be tailored to the specific needs of the Agency, ensuring that staff are fully equipped to utilize the RMT system effectively. These sessions will cover both the operational and technical aspects of the system. There is no limit to the amount of time the Agency requires to ensure their staff is properly trained and comfortable with the system. Derek and his time are happy to accommodate as necessary to ensure success.
Providing Necessary Information and Support:
Derek will act as the primary source of information and support for the agencies throughout the project. He will ensure that all parties have access to the resources and guidance needed to navigate the onboarding process efficiently.
He will be responsible for addressing any queries or challenges that arise, offering solutions and advice to keep the project on track.
Coordination of Vehicle Installations:
Collaborating closely with RMT’s installation team, Derek will oversee the scheduling and execution of vehicle installations, ensuring they are carried out with minimal disruption to Agency’s daily operations.
He will work to accommodate the operational schedule of the Agency, aiming for the most convenient and least intrusive installation process possible.
Executive Support:
The involvement of RMT’s executive support team underscores this project's importance and provides an additional layer of support and assurance. The executive team will be available to assist with high-level decisions, resource allocation, and strategic guidance, ensuring the project's success.
Under Derek’s leadership, with the executive team’s backing, RMT is committed to a seamless integration process for the member agencies, emphasizing effective communication, personalized support, and minimal operational disruption. This structured approach is designed to ensure the successful deployment of RMT’s system, aligning with the project's goals and timelines.
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ROADWAY MANAGEMENT TECHNOLOGIES
PO BOX 678325
Orlando, FL 32867
Exhibit B
Safety Action Plan Scope of Work
The following scope of work describes and illustrates in detail the methods and processes proposed by NV5 to accomplish the objectives of the project. This part of the scope will be done by NV5, a subcontractor of RMT, and a California licensed engineer. The scope is broken down into the tasks as follows:
Task 1. Project Management, Meetings, and Coordination
At the start of the project, RMT will have an in-person kickoff meeting with NV5 and County staff and the project team to review the project objectives, schedule, scope and approach. We will meet with NV5, County staff or other invitees every two weeks, virtually, until the end of the project. A total of 24 virtual bi-weekly meetings are included. In preparation of each meeting, we will distribute meeting minutes from the prior meeting as well as an agenda for the upcoming meeting. Working with NV5 and the County, we will identify stakeholders to the plan and invite them to participate in the meetings, as appropriate.
Deliverables
• Agenda
• Meeting minutes
• Action Item Matrix
• Schedule updates
Task 2. Review of Existing Applicable Documents
RMT will review all relevant policies from the applicable Cities, County, and State that affect transportation safety. These will include an assessment of how these policies, guidelines, and standards improve safety or if changes are needed to enhance the project goals. A DRAFT Action Plan will be developed that will outline the changes and the responsible parties. We will work with the County through our bi-weekly meetings to help implement and/or adopt the recommendations of the Action Plan. A FINAL Action Plan will be developed once consensus is reached.
Deliverables
• DRAFT Action Plan
• FINAL Action Plan
Task 3. Crash History Assessment & Safety Analysis
We will collect collection data for the most recent five-years available. We will use the City’s collision database, the Traffic Information Management System (TIMS), and the Statewide Integrated Traffic Records System (SWITRS).
Based on the data collected, RMT will develop an understanding of where crashes are occurring in the County. Particular focus will be given to the fatal and injury crashes to develop a high-injury network (HIN). The final types of crashes analyzed will be determined as directed by the County and the Vision Zero Task Force.
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2 Based on the RMT/NV5 team’s collective experience with developing HINs for similar Vision Zero Action Plans, it is recommended that the HIN for the County be developed by also factoring in moderate injury crash locations in addition to fatal and severe injury crash locations. RMT/NV5 will also analyze the pavement conditions report developed by RMT to determine how pavement conditions are affecting motorists and contributing to the overall crash likeliness of the corridors.
This methodology assists in the development of a more robust HIN and factors in crashes that could have resulted in severe injury or fatalities especially in the case of vulnerable users such as pedestrians and bicyclists. We will develop crash “heat maps” to identify concentrations of crash occurrences and/or severity to visually identify areas of need or “hotspots” for further evaluation.
We will identify both specific and system-wide needs, as revealed by the crash analysis. The hope is that the contributing factors can inform mitigation measures to reduce overall crash rates.
Deliverables
• DRAFT Crash History Assessment Memo
• FINAL Crash History Assessment Memo
• Baseline Safety Analysis Report
• Spreadsheet of crash data (electronic files in .xlsx and .pdf formats) Task 4. Countermeasure Development
We will engage the stakeholders in a single public forum to solicit comments on the analysis and present a ‘straw-man’ plan for countermeasures.
Physical improvements for up to 20 locations will be identified with timeframe for implementation, high-level construction cost estimates, the lead agency/department, and other relevant details. The final number will depend on the logical breakdown of HINs and advice from the Advisory Committee and Stakeholders. The proposed location or corridor will be displayed in a tabular format with a summary of the details about each recommended intervention.
Proposed capital improvements may include: upgraded or new traffic signal equipment, modifications to signal phasing, enhanced crosswalks, ADA upgrades, traffic calming measures, new sidewalk and bike lanes, intersection or roadway geometry modifications, curb extensions, road diets, new pavement markings, guiderail, speed feedback devices, signage, reflectors/delineators, amongst several others.
To the extent that programmatic improvements are identified in the analysis, those will be tabulated and the order of
magnitude costs. For example, if it is determined that the crosswalk standards should be changed, an estimate of the number, linear feet, and associated costs of the crosswalks would be identified.
Deliverables
• DRAFT Countermeasure Development Memo
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3 • FINAL Countermeasure Development Memo
• Summary memo of Stakeholder and Public Engagement
Task 5. Implementation Program
Following the crash analysis, the findings will be applied to develop policy and project recommendations and ultimately, the draft Vision Zero Safety Action Plan.
RMT will engage the stakeholder group again to both present the findings from Taks 4 and to solicit their input on the best practices for Vision Zero Action Plans, Complete Street practices, and Safe System standards that are applicable to the County. This will include and consider both local and national best practices in safety planning, policy, and implementation. We will identify potential funding sources for the implementation program. These best practices will provide relevant examples for proposed infrastructure improvements.
Part of the plan will include maintenance activities that should be implemented as well as oversight of the plan. We will include recommendations relevant to the countermeasures identified in Task 4.
Deliverables
• Implementation Program Memo
Task 6. Comprehensive Safety Action and Local Roadway Safety Plan (CSALRSP) Development
A final meeting with the stakeholders will precede the development of the DRAFT CSALRSP (Safety Action Plan). The plan will tie together each of the previous tasks in a concise format that makes the case for Vision Zero in Izard County and charts a roadmap for implementation. We will disseminate the DRAFT plan to the stakeholders for review and comment and respond to those comments as appropriate. We will aid the City in completing the SS4A Self-Certification Eligibility Worksheet.
RMT/NV5 will make a final presentation to the Izard County Board of County Commissioners. The presentation will include the estimated reduction of fatal and serious injury crashes if the plan and recommendations are implemented.
Deliverables
• DRAFT CSALRSP
• Presentation to City Council
• DRAFT Support Resolution for City Council Review and Approval • FINAL Support Resolution for City Council Review and Approval • FINAL Comprehensive Safety Action and Local Roadway Safety Plan to include:
• All data and study products
• Meeting summaries
• Public Outreach activities and feedback
• Transportation equity and technical analysis
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ROADWAY MANAGEMENT TECHNOLOGIES
PO BOX 678325
Orlando, FL 32867
EXHIBIT C
Budget and Safety Action Plan Schedule
Invoice Month Milestone% of
Contract $ Value Deliverables
1 Project Management, Meetings, and Coordination 4% $4,320 Management of agendas, meeting minutes, action item matricies, and schedule updates 1 Onboarding & Data Foundations (accounts, fleet list, shapefile/network ingestion, custom settings) 5% $5,000 Admin/user accounts created; fleet list validated; shapefiles ingested with topology checks; preservation/reconstruction settings approved; acceptance email.
2 Review of Existing Applicable Documents 2% $1,960
Review relevant policies that affect transportation safety and assess how they apply to improved safety; make changes as need to enhance project goals. Provide a draft action plan for review and implement changes towards a final action plan. 2 Full Deployment: Hardware programming + 100% installation + application training + live map 9% $9,043 Programming logs tied to serials; install checklists for all vehicles; production map displays current road data/photos; sample capture runs accepted.
3 Monthly Ops #1 - Road data photo collection & processing 5% $5,000 Provide quantity of shapefile segments captured & processed with road data and photos; QA checklist; monthly ops report (throughput, coverage, exceptions).
3 Crash History Assessment & Safety Analysis 10% $10,093 Provide a draft and final version crash history assessment memo, baseline safety analysis report, and spreadsheet of crash data. 4 Monthly Ops #2 - Baseline Road Network Report + Collection & processing 5% $5,000 Ops report; baseline condition report (weighted PCI by district/functional class; lane-miles by PCI band); Agency acknowledgment. 5 Monthly Ops #3 - Collection & processing 4% $4,280
Provide quantity of shapefile segments captured & processed with road data and photos; QA checklist; monthly ops report (throughput, coverage, exceptions).
5 Countermeasure Development 7% $6,937 Provide a draftand final version of a countermeasure development memo, and summary memo of stakeholder and public engagement. 6 Monthly Ops #4- Mid-year model tuning review + Collection & processing 5% $5,000 Ops report; review deck; agreed tuning/threshold updates applied; change log captured. 7 Monthly Ops #5 - Collection & processing 4% $4,280
Provide quantity of shapefile segments captured & processed with road data and photos; QA checklist; monthly ops report (throughput, coverage, exceptions).
8 Draft Preservation & Reconstruction Projects + Collection & processing 3% $3,000 Draft project list & maps; cost basis; lane-mile/budget rollups; review meeting minutes. 10 Final Preservation & Reconstruction Portfolio (approved) + deliverable package 3% $3,000 Approval email/letter; final GIS layers, estimates, export package for Agency systems. 10 Implementation Program 15% $15,494 Provide implementation program memo 11 Comprehensive Safety Action and Local Roadway Safety Plan Development 18% $17,594 Final Comprehensive Safety Action and Local Roadway Safety Plan, presentation to council/judge/ etc., all data and study products, meeting summaries, public outreach activities and feedback, and transportation equity and technical analysis. 100% $100,000
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ROADWAY MANAGEMENT TECHNOLOGIES
PO BOX 678325
Orlando, FL 32867
EXHIBIT D
Proposal for Services
Software Charges $100,000
Equipment Costs Included with software license
Hourly Rates Included with software license
Total: Not to exceed $100,000
Description Cost
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ROADWAY MANAGEMENT TECHNOLOGIES
PO BOX 678325
Orlando, FL 32867
EXHIBIT E
Special Terms
1. Use Rights. During the Term and subject to the terms of this Agreement, RMT hereby grants to Agency a non-exclusive, non-transferable, non-sublicensable license to permit Agency's Users (as defined below) to use hardware, support, and documentation provided by RMT (together referred to as “Licensed Materials”) as well as RMT’s online software and services (together referred to as “Software”) for operating purposes. Said use rights are non-transferable, except in the event of a voluntary transfer of substantially all assets by Agency to a transferee which executes RMT’s form of agreement agreeing to be bound by all of the terms and conditions of this Agreement. All rights in and to Software, intellectual property, and Licensed Materials owned by RMT not expressly granted herein are reserved to RMT.
2. License and Use Restrictions. Agency shall not, directly, indirectly, alone, or with another party, (i) copy, disassemble, reverse engineer, decompile or otherwise attempt to discover the source code, object code or underlying structure, ideas, knowhow or algorithms relevant to the Licensed Material or Software; (ii) modify, create derivative works based upon, or translate the Licensed Material or Software; (iii) license, sell, rent, lease, transfer, grant any rights in or otherwise commercially exploit Licensed Material or Software in any form to any third party or otherwise use the Licensed Material or Software for the benefit of any third party; or (iv) remove any proprietary notices or labels from the Licensed Materials or Software, nor shall Agency attempt to do any of the foregoing or cause or permit any third party to do or attempt to do any of the foregoing, except as expressly permitted hereunder.
RMT shall own all right, title and interest in and to all intellectual property rights (including all derivatives or improvements thereof) in Licensed Material and Software and any suggestions, enhancement requests, feedback, recommendations, or other information provided by Agency or any of Agency's Users relating to the Licensed Material and Software.
3. Agency Responsibility. Agency is solely responsible for the content of communications transmitted by Agency using the Software, and shall defend, indemnify, and hold harmless RMT from and against all damages, losses, liabilities, settlements, expenses, and costs (including reasonable attorneys’ fees) in connection with any claim or action that arises from an alleged violation of this Section 2 or otherwise from Agency’s use of the Licensed Materials or Software. Agency is not permitted to resell the Licensed Materials or Software. Agency shall use the Licensed Materials and Software only for lawful purposes. To the extent deemed necessary by Agency, Agency shall implement security procedures necessary to limit access to the Licensed Materials and Software to Agency’s authorized users and shall maintain a procedure external to the Software for reconstruction of lost or altered files, data, or programs.
Agenda Item No. 08 Page 39 of 44 CC Agenda 04-06-2026
2 4. Data. All data collected by the Licensed Material and Software is owned by RMT from the perspective of use, analysis, and distribution, subject to the Agency’s rights of access and retention. RMT agrees that the Agency has unlimited access to the raw data collected from its systems and may use or disclose it as required by law, including compliance with public disclosure duties and federal grant requirements.
RMT will not delete or destroy the data without first offering the Agency a copy. Upon termination of this Agreement, RMT agrees to retain the data for a period of 12 months to ensure the Agency has ample opportunity to request a backup. During this period, the Agency may access its data upon request. RMT will not unreasonably withhold or limit the Agency’s access to the data during the term of this Agreement or the retention period.
Both parties agree to cooperate in compliance with public disclosure laws and federal recordkeeping requirements. RMT retains the right to use the data for its own purposes, including but not limited to research, analysis, and reporting, provided such use does not infringe upon the Agency’s confidentiality obligations or legal rights.
All rights, title, and interest in and to the Licensed Material—including all copyrights, patents, trademarks, service marks, trade secrets, and other intellectual property or proprietary rights—are and shall remain the exclusive property of RMT. Any modifications, enhancements, or derivative works created by the Agency, directly or indirectly, that extend or build upon the Licensed Material’s current capabilities shall also become the exclusive property of RMT. The Agency hereby assigns all such rights, including any copyrights or other IP rights, to RMT. This provision does not limit the Agency’s rights to access and utilize data collected by the Licensed Material, as set forth above.
5. System Administrator; User Access. Agency shall designate one or more system administrators (“System Administrators”). System Administrators shall be responsible for managing access to the Licensed Materials and Software by designated Agency personnel (“Users”), including adding and subtracting Users, resetting passwords, as well as being a regular point of contact for RMT.
The System Administrator shall ensure that multiple Users do not share a password or username. Agency acknowledges and agrees that it is prohibited from sharing passwords and/or usernames with unauthorized users.
The System Administrator is the first point of contact for any administrative issues Users may experience within the system. If the System Administrator is unsuccessful in correcting the issue the System Administrator needs to contact RMT for assistance.
6. Security. Agency is solely responsible for maintaining the security of all usernames and passwords granted to it, for the security of its information systems used to access the System, and for its Users’ compliance with the terms of this Agreement. RMT will act as though any electronic communications it receives under Agency's usernames have been sent by Agency. Agency will immediately notify RMT if it becomes aware of any loss or theft or unauthorized use of any of Agency's Agenda Item No. 08 Page 40 of 44 CC Agenda 04-06-2026
3 passwords or usernames. RMT has the right at any time to terminate or suspend access to any User or to Agency if RMT believes in good faith that such termination or suspension is necessary to preserve the security, integrity, or accessibility of Software or RMT's network.
7. In the event RMT is required to dispatch service personnel to repair devices after initial install, and it is determined the required repair is due to Agency changing programmed information (SSID and password), Agency shall be responsible for travel expenses, parts, and labor required to complete the repairs.
8. Acceptable Use. Agency is solely responsible for the content of any postings, data, or transmissions using the Software, or any other use of the Software by Agency or by any person or entity Agency permits to access the Software. Agency represents, covenants and warrants that it will not, directly or indirectly:
(i) use the Licensed Materials or Software in a manner that: (a) is prohibited by any law or regulation, or to facilitate the violation of any law or regulation; or (b) will disrupt a third parties’ similar use of Licensed Materials or Software; (ii) violate or tamper with the security of any RMT computer equipment or program.
Although RMT has no obligation to monitor Agency’s use of the Licensed Materials or Software, if RMT has reasonable grounds to believe that Agency is utilizing the Licensed Materials or Software for any such illegal or disruptive purpose, RMT may suspend access to or usage of the Licensed Materials or Software immediately with or without notice to Agency. RMT may terminate the Agreement as contemplated in Section 3 if Agency in fact fails to adhere to the foregoing acceptable use standards.
DISCLAIMER. THE WARRANTIES SET FORTH IN SECTION 6 ARE THE ONLY WARRANTIES MADE BY RMT. RMT DOES NOT WARRANT THAT USE OF THE LICENSED MATERIALS AND SOFTWARE WILL BE UNINTERRUPTED OR ERROR-FREE;
NOT DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE LICENSED MATERIALS OR SOFTWARE. EXCEPT AS EXPRESSLY SET FORTH HEREIN, THE LICENSED MATERIALS AND SOFTWARE ARE PROVIDED “AS IS,” AND TO THE MAXIMUM EXTENT PERMITTED BY LAW, RMT MAKES NO OTHER
WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, WITH RESPECT TO THE LICENSED MATERIALS, SOFTWARE AND ANY RELATED SERVICE OR SOFTWARE. RMT
HEREBY EXPRESSLY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING BUT NOT LIMITED TO, ANY IMPLIED WARRANTY OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT OR IMPLIED
WARRANTIES ARISING FROM A COURSE OF DEALING OR COURSE OF PERFORMANCE. NO ORAL OR WRITTEN INFORMATION GIVEN BY RMT, ITS EMPLOYEES, LICENSORS, VENDORS OR THE LIKE WILL CREATE A WARRANTY.
9. Limitation of Liability. Excluding the liability under the section entitled “NO INFRINGEMENT” below, UNDER NO CIRCUMSTANCES WILL RMT OR ANYONE ELSE
INVOLVED IN ADMINISTERING, DISTRIBUTING OR PROVIDING THE LICENSED Agenda Item No. 08 Page 41 of 44 CC Agenda 04-06-2026
4 MATERIALS OR SOFTWARE BE LIABLE FOR ANY INDIRECT, EXEMPLARY,
INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES THAT RESULT FROM THE USE
OF OR INABILITY TO USE THE LICENSED MATERIALS OR SOFTWARE, INCLUDING BUT
NOT LIMITED TO LOSS OF REVENUE OR LOST PROFITS, OR DAMAGES THAT RESULT
FROM MISTAKES, OMISSIONS, INTERRUPTIONS, DELETION OF FILES OR EMAIL,
ERRORS, DEFECTS, VIRUSES, INACCURACY OR CORRUPTION OF DATA, DELAYS IN
OPERATION OR TRANSMISSION, FAILURE OF PERFORMANCE, THEFT,
DESTRUCTION, COST OF PROCUREMENT O SUBSTITUTE GOODS, SERVICES OR TECHNOLOGY, UNAUTHORIZED ACCESS TO RMT’S RECORDS, PROGRAMS OR SERVICES, OR ANY MATTER BEYOND RMT’S REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN THE EVENT OF ANY BREACH BY RMT OF THIS AGREEMENT, RMT’S LIABILITY TO AGENCY WILL NOT EXCEED THE AMOUNT PAID TO RMT BY AGENCY DURING THE TWELVE (12) MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY.
10. Confidential Information. For purposes of this Agreement, “Confidential Information” shall mean information including, without limitation, all RMT data, computer programs, code, algorithms, names and expertise of employees and consultants, know-how, formulas, processes, ideas, inventions (whether patentable or not), schematics and other technical, business, financial and product development plans, forecasts, strategies and information marked “Confidential”, or if disclosed verbally, is identified as confidential at the time of disclosure. In addition to the foregoing, Confidential Information shall include third party software, if any, that may be provided to Agency under this Agreement, including any related source or object codes, technical data, data output of such software, documentation, or correspondence owned by the applicable licensor. Confidential Information excludes information that: (i) was or becomes publicly known through no fault of the receiving party; (ii) was rightfully known or becomes rightfully known to the receiving party without confidential or proprietary restriction from a source other than the disclosing party; (iii) is independently developed by the receiving party without the participation of individuals who have had access to the Confidential Information; (iv) is approved by the disclosing party for disclosure without restriction in a written document which is signed by a duly authorized officer of such disclosing party; and (v) the receiving party is legally compelled to disclose; provided, however, that prior to any such compelled disclosure, the receiving party will (a) assert the privileged and confidential nature of the Confidential Information against the third party seeking disclosure and (b) cooperate fully with the disclosing party in protecting against any such disclosure and/or obtaining a protective order narrowing the scope of such disclosure and/or use of the Confidential Information. In the event that such protection against disclosure is not obtained, the receiving party will be entitled to disclose the Confidential Information, but only as, and to the extent, necessary to legally comply with such compelled disclosure. Notwithstanding anything to the contrary contained herein, the parties acknowledge that the City of Port Hueneme must comply with the provisions of the California Public Records Act (CPRA).
11. Nondisclosure. During the term of this Agreement and for a period of five (5) years thereafter, each party agrees to maintain all Confidential Information in confidence to the same extent that it protects its own similar Confidential Agenda Item No. 08 Page 42 of 44 CC Agenda 04-06-2026
5 Information, but in no event using less than reasonable care, and to use such Confidential Information only as permitted under this Agreement. Each party agrees to only disclose the other party’s Confidential Information to its employees: (a) with a need to know to further permitted uses of such information; and (b) who are informed of the nondisclosure/non-use obligations imposed by Section 8. Both parties shall take steps that each determines appropriate to implement and enforce such nondisclosure/non-use obligations. Notwithstanding anything to the contrary contained herein, the parties acknowledge that the City of Port Hueneme must comply with the provisions of the California Public Records Act (CPRA).
12. Terms of Agreement Confidential. Each of the Parties agrees not to disclose to any third party the terms of this Agreement, including pricing, without the prior written consent of the other party hereto, except to advisors, investors, and others on a need-to-know basis under circumstances that reasonably ensure the confidentiality thereof, or to the extent required by law. Notwithstanding anything to the contrary contained herein, the parties acknowledge that City of Port Hueneme must comply with the provisions of the California Public Records Act (CPRA).
13. Accessibility/Performance. RMT shall use commercially reasonable efforts consistent with prevailing industry standards to maintain the Licensed Materials and Software in a manner which minimizes errors and interruptions with respect to the Licensed Materials and Software. The Licensed Materials and Software shall be available on a continuous basis (twenty-four hours per day, seven days per week) during the Term, except for: (i) scheduled maintenance, system back-up or other ongoing maintenance as required and scheduled in advance by RMT, (ii) unscheduled emergency maintenance, either by RMT or by third-party providers, or (iii) for any unforeseen cause beyond RMT’s reasonable control, including but not limited to internet service provider or communication network failures, outages of third-party connections or utilities, denial of service attacks or similar attacks, or any Force Majeure Events as stated in Section 10. RMT shall use reasonable efforts to provide advance notice in writing or by email of any scheduled service disruptions. RMT will monitor performance indicators on the systems network infrastructure in order to gauge the overall performance of its hosting services and will take reasonable steps to address systems and network infrastructure as required to maintain satisfactory performance of the Software. RMT further reserves the right to monitor and reasonably restrict Agency’s ability to access or use the Licensed Materials and Software if Agency is using excessive computing resources which are impacting the performance of the Licensed Materials or Software for other subscribers. RMT agrees to notify Agency in cases where it restricts such use and use good faith efforts to determine an appropriate alternative or work-around solution.
14. This Agreement, including any amendments and attachments hereto that are incorporated herein, constitutes the entire agreement between the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings related to the subject matter of this Agreement and shall be binding on the parties when accepted by Agency. No amendment, modification, termination, or waiver of any provisions of this Agreement shall be binding upon any party hereto unless in writing and signed in person or electronically by a person Agenda Item No. 08 Page 43 of 44 CC Agenda 04-06-2026
6 authorized by the relevant party(ies). No provision of any purchase order or other document issued by Agency, which purports to alter, vary, modify, or add to the provisions of this Agreement, shall be binding upon RMT or effective for any purpose, unless accepted by RMT in writing. It is further expressly understood and agreed that there being no expectations to the contrary between the parties, no usage of trade or other regular practice or method of dealing either within the computer software industry, RMT’s industry or between the parties shall be used to modify, interpret, supplement, or alter in any manner the express terms of this Agreement or any part thereof.
15. Nothing contained in this Agreement shall be construed as creating a joint venture, partnership, or employment relationship between the parties, nor shall either party have the right, power, or authority to bind the other or otherwise create any obligation or duty, express or implied, on behalf of the other.
16. The Licensed Materials shall not be exported or re-exported in violation of any export provisions of the United States or any other applicable jurisdiction.
17. This Agreement shall be governed by the laws of the State of California without regard to its conflict of laws provisions.
18. On RMT’s request, no more frequently than annually, Agency shall furnish RMT with a signed certification (i) verifying that the Licensed Material is being used pursuant to the terms of this Agreement and (ii) listing the locations where the Licensed Material is being used.
Agenda Item No. 08 Page 44 of 44 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Tricia Maier, Community Development Director
Jose Coyotl, Associate Planner
SUBJECT: ADOPT A RESOLUTION GRANTING SPECIAL USE PERMIT NO. PHSU26-6 FOR THE 2026 BIKE MS COASTAL CHALLENGE AND DETERMINE
THAT THE EVENT IS EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA)
RECOMMENDATION:
It is recommended the City Council take the following actions:
1. Open the public hearing to accept oral and written evidence;
2. Close the public hearing and consider all evidence presented;
3. Adopt a Resolution conditionally approving Special Use Permit No. PHSU-26-6 (2026 Bike MS Coastal Challenge) and waiving fees related to this permit;
4. Determine that the project (Special Use Permit No. PHSU-26-6) is categorically exempt from CEQA; and,
5. Take such additional, related, actions as may be deemed appropriate.
BACKGROUND/ANALYSIS:
The applicant, Preston Steblein, Vice President, Promoter Line Inc. on behalf of National Multiple Sclerosis (MS) Society is seeking permission through a temporary Special Use Permit ("SUP") to conduct the “2026 Bike MS: Coastal Challenge” cycling event, which will travel through the City of Port Hueneme, with event operations including a designated rest stop within Hueneme Beach Park, located at 550 E. Surfside Drive.
The “2026 Bike MS: Coastal Challenge” event is proposed to take place on May 30, 2026, between 6:00 a.m. and 5:00 p.m., and is anticipated to include approximately 300 participants. Cyclists will travel along 100-mile, 75-mile, and 30-mile route options beginning and ending at San Buenaventura State Beach, passing through the City of Port Hueneme throughout the day. This is a non-competitive event, and all cyclists are required to follow the rules of the road and ride single file; no road closures are proposed.
The cycling portion of the event will include safety stops approximately every 10 to 15 miles to support participant hydration and rest. Temporary signage will be installed to mark the route and will be removed following the conclusion of the event. Event operations will include support personnel such as medical staff, bicycle mechanics, and amateur (HAM) radio operators to monitor communications and ensure participant safety.
Agenda Item No. 09 Page 1 of 19 CC Agenda 04-06-2026
Special Use Permit No. PHSU-26-6 – 2026 Bike MS Coastal Challenge April 6, 2026
The rest stop will be located within the eastern portion of Beach Parking Lot “A” at Hueneme Beach Park. The stop will include a first aid pop-up tent, a food and hydration tent, ice, portable restrooms, and designated volunteer parking. In prior years, the Port Hueneme stop would be located in alternative areas of the City. However, as part of the City’s Economic Development goals which include increasing visitors and events at Hueneme Beach, this permit is seeking approval to include a stop at Hueneme Beach Park.
CEQA DETERMINATION:
The proposed Special Use Permit for the “2026 Bike MS: Coastal Challenge” is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304, as it involves the temporary use of public facilities and public streets for a community event with no permanent alterations to the site or expansion of use. The event will occur along existing public roadways and at designated rest stop locations, and all event-related features, including rest stop facilities, signage, and support equipment, are temporary and removed following the event. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
FISCAL IMPACT:
As the National Multiple Sclerosis Society is a nonprofit organization, the applicant is requesting a waiver of applicable fees and complimentary parking for up to four volunteer parking spaces at Hueneme Beach Park. The requested fee waiver includes the SUP application fee ($2,041.76), required mailed and posted notices ($475), and four parking spaces ($8 per day) totaling $32, for a combined fiscal impact of $2,548.76. As such, limited beach parking and application-related revenues that would otherwise be collected by the City will not be realized. This request supports the City of Port Hueneme General Plan 2045 Economic Development Element Goal ED-4, which promotes leveraging the City’s coastal location to expand tourism and associated economic benefits.
STRATEGIC PLAN:
Optimal Levels of Service for Residents and Businesses
• Support and establish programs and events that create a strong sense of community pride and a connection to our history and heritage Safe, Secure, & Beautiful Community
• Upgrade our beach, parks, City-owned facilities, and structures to provide a better experience for our residents, employees, commuters, and visitors ATTACHMENTS:
A. Resolution
B. Application package and Site Plan
C. Public Hearing Notice
Agenda Item No. 09 Page 2 of 19 CC Agenda 04-06-2026
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,
CALIFORNIA, DEEMING A TEMPORARY EVENT EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT AND CONDITIONALLY
APPROVING SPECIAL USE PERMIT NO. PHSU-26-6 (2026 BIKE MS:
COASTAL CHALLENGE), LOCATED AT 550 E. SURFSIDE DRIVE
(HUENEME BEACH PARK)
WHEREAS, A public hearing was held as required by law to consider issuance of a Special Use Permit (“SUP”) allowing the project known as the “2026 Bike MS: Coastal Challenge,” to be located within the City of Port Hueneme, herein referred to as “Project,” to occur on May 30, 2026, from 6:00 a.m. to 5:00 p.m., with an anticipated participation of approximately 300 cyclists. The event will include a rest stop at Hueneme Beach Park (inclusive of setup and cleanup time before and after the event); and WHEREAS, the proposed Project represents a discretionary action subject to the environmental review requirements of the California Environmental Quality Act (“CEQA”) of 1970, as amended (Pubic Resources Code § et. seq.), and by operation of § 15381 of Title 14 to the California Code of Regulations, the City Council of the City of Port Hueneme is deemed “Lead Agency” for the purposes of CEQA; and
WHEREAS, City staff has recommended the City Council find the Project exempt from CEQA as it establishes rules and procedures to permit operation of existing facilities; minor temporary use of land; ensures maintenance, restoration and protection of the environment; and regulates normal operations of facilities for public gatherings, and is therefore categorically exempt from further CEQA review under California Code of Regulations Title 14 §§15301, 15304 (e) 15308, 15323, and 15332 as an urban infill project; and WHEREAS, the proposed Project is deemed consistent with, and furthers the objectives and policies of the City’s General Plan and zoning regulations; and WHEREAS, the City Council considered the effects of the Project on the regional need for public services, and available fiscal and environmental resources before deciding on this matter; and
WHEREAS, City staff recommended conditional approval of the Project and Special Use Permit Application No. PHSU-26-6.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: Under the provisions of PHMC Sections 10355 et. seq., the City Council finds and declares that:
A. Prior to rendering a decision on any aspect of the Project, the City Council duly considered the following:
1. All testimony, written and oral, received in conjunction with that certain public hearing conducted on April 6, 2026, which testimony, by this reference, is incorporated herein.
Attachment A
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CC Resolution No. ___, Page 2 of 7
2. That certain written staff report submitted by the Community Development Department and exhibits hereto dated April 6, 2026, which report, by this reference, are incorporated herein.
B. That the Conditions of Approval specified in Section "G" below are reasonably related to the use of the premises for which this Special Use Permit is to be issued.
C. On the basis of evidence hereinafter listed, all administrative procedures and public participation requirements prescribed in Title 7, Division 1, of the Government Code of the State of California, Article X, PHMC § 10352, and Division 13 of the California Public Resources Code commencing with § 21050, and Title 14 of the California Code of Regulations commencing with § 15000, as such procedures and requirements pertain to this Project and CEQA have been lawfully satisfied.
D. That the California Coastal Act is intended to protect natural and scenic resources; promote public safety, health, and welfare; and protect public and private property, wildlife, marine fisheries, other ocean resources, and the natural environment and that California Coastal Commission regulations establish the standards by which proposed land developments or other activities are evaluated to ensure consistency with the Act and that the Local Coastal Program (LCP) policy group of primary concern identified in the City’s LCP for the Project area involving the temporary use of Hueneme Beach Park and associated Parking Lot "A" is “Shoreline Access/Recreation and Visitor-Serving Facilities.” On the basis of the evaluations presented below, the City Council for the City of Port Hueneme finds the proposed Project consistent with and furthering the objectives of Chapter 3 of the California Coastal Act of 1976:
1. VISITOR SERVING AND RECREATION FACILITIES
A. Coastal Act (Public Resource §§ 30212.5, 30213, and 30220):
Wherever appropriate and feasible, public facilities, including parking, shall be distributed throughout an area to mitigate against the impacts of overuse of any single area. Lower-cost visitor and recreational facilities shall be protected, encouraged, and where feasible, provided. Developments providing public recreational opportunities are preferred. Coastal areas suited for wateroriented recreational activities that cannot readily be provided in inland water areas shall be protected for such uses.
B. Consistency Statement: According to local LCP policy for Hueneme Beach Park (Area A), Section 4.b. Resource Protection Zone Policies, any temporary Development or Special Use Permit projects at Hueneme Beach Park shall be focused west of Parking Lot “C.” The proposed temporary use Project will be located within Parking Lot “A”; however, attendees will be required to not trespass on the nearby dune areas, which complies with this policy. In addition, the proposed Project will not block public access to the beach.
E. That the following environmental findings are made based on upon the staff report dated April 6, 2026, and the project descriptions:
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CC Resolution No. ___, Page 3 of 7
1. The Project is consistent with City’s General Plan and its policies including the Project’s land use designation as Open Space; it is also consistent with the Park-Reserve Zoning classification for the Project site.
2. The Project involves property located within City’s jurisdictional boundaries on parking lot sites and the Project is surrounded by urban uses and Park/Pacific Ocean.
3. The SUP property is not known to be listed by any regulatory agency as having value as a habitat for endangered, rare, or threatened species.
4. Approving the Project would not result in any significant effects related to traffic, noise, air quality, or water quality.
5. The Project is not expected to result in substantial pollution.
6. The Project area can be adequately served by all required utilities and public services.
7. The Project will not exceed the existing or planned capabilities of the sewage system.
8. The Project will not exceed the existing or planned capabilities of the solid waste system.
9. The Project is not expected to create unavoidable health hazards nor expose people to substantial health hazards.
10. The Project is not expected to have an adverse impact on adequate fire protection services.
11. The Project will not result in a population that exceeds a level of service of one officer per 1,000 residents nor result in the average response time to emergency calls exceeding three minutes.
F. That because of the facts and conclusions identified in this Resolution, the Project is categorically exempt as it establishes rules and procedures to permit operation of existing facilities; minor temporary use of land; ensure maintenance, restoration and protection of the environment; and regulate normal operations of facilities for public gatherings, and therefore categorically exempt from further CEQA review under California Code of Regulations Title 14 §§ 15301, 15304 (e) 15308, 15323, and 15332.
G. That the City Council of the City of Port Hueneme hereby grants and approves this SUP (PHSU-26-6) as a “Temporary Use” by operation of PHMC § 10355(A)(2), subject to the following conditions:
1. City approval is granted to the Applicant for the Temporary Use and location as described in the Staff Report dated April 6, 2026. Areas that may be subsequently desired by Applicant beyond that designated shall receive prior authorization and coordination by the City’s Director of Community Development (“Director”).
Agenda Item No. 09 Page 5 of 19 CC Agenda 04-06-2026
CC Resolution No. ___, Page 4 of 7
2. Preston Steblein, Vice President, Promoter Line Inc. on behalf of the National Multiple Sclerosis (MS) Society, is deemed the Applicant’s authorized representative who shall be available at all times while the SUP event is in progress; or, the Applicant must designate in writing to the Director a minimum of one week before starting the event as to who the authorized event representative will be and who will have complete authority to represent and to act on behalf of the Applicant. Said authorized representative must be present at the site at all times while the event is in progress. Whenever the representative is not present during any particular time when the event is occurring, orders may be given by the Director, Public Works Director, and/or Chief of Police or their authorized staff. These orders must be obeyed by the representative who may have charge of the particular event activity to which the orders are given. If in the opinion of the Director, Public Works Director, or Chief of Police, or authorized staff that the SUP event poses a threat to the public health, safety, or welfare, or violates any of the conditions herein or other law, said official(s) may give orders to said representative to immediately correct the situation or terminate the proceedings and return the site to its pre-event condition. The Applicant and/or representative are responsible for the actions of his/her event employees, volunteers, contractors, and subcontractors.
3. The Applicant shall take all reasonable measures to protect public and private property that may result from activities of the SUP event. The area used for the event must be cleaned of event debris and returned to its pre-event condition no later than the morning following the day of the event, or other time as approved by the Director.
4. Prior to the SUP event, the Applicant shall provide proof that it has secured all necessary permits and licenses for the event including County Health permits, if required, to the satisfaction of the Director.
5. Any vendors associated with this SUP shall obtain a City business license prior to the event.
6. Any on-site or off-site advertising, signage, banners, or similar special promotions or marketing for the SUP event in the City must be approved by the Director before use and kept in a continuous state of good condition and repair, clean and free of graffiti as determined by the Director.
7. Unless otherwise permitted by Director, the Applicant will not make, or cause to be made, any alterations to Property covered by the SUP, or any part thereof, without Director’s prior written consent.
8. The Applicant, at its sole cost and expense, comply with all of the requirements of all federal, state, and local authorities now in force, or which may hereafter be in force, pertaining to the event and will faithfully observe in the use of SUP property all applicable laws. The judgment of any court of competent jurisdiction, or the admission of Applicant in any action or proceeding against Applicant, whether City be a party thereto or not, that Applicant has violated any such ordinance or statute in the use Agenda Item No. 09 Page 6 of 19 CC Agenda 04-06-2026
CC Resolution No. ___, Page 5 of 7
of SUP Property will be conclusive of that fact as between City and Applicant.
9. A 20-foot clear emergency vehicles access road shall be provided and maintained for the duration of the event. The emergency vehicles access road shall be unobstructed by guest and staff vehicles. Road barriers shall be movable by one person without special knowledge or extraordinary effort.
10. All temporary electrical systems shall be permitted in accordance with the local building and safety department and maintained in accordance with the National Electrical Code.
11. The Applicant is hereby made aware of the potential sensitive beach resources located seaward of the beach pedestrian concrete walkways located east of Beach Parking Lot "B” extending to the “J” Street Drain and down-coast to the Ormond Beach area. The Applicant and the SUP event participants are prohibited from traversing or otherwise disturbing dune areas within these locations. In addition, participants at the Applicant’s SUP event shall not operate vehicles off-road or outside the paved beach lots and streets. In this regard, the operation of vehicles over undesignated areas is strictly prohibited without the prior approval of the Director.
12. The Applicant and participants at the SUP event shall comply with all applicable State, Federal, and local rules and regulations, government laws, and ordinances relating to the activity and all other ordinances and laws of the City, which among other things, prohibits disorderly conduct; point source noise outside of the Hueneme Beach Park that exceeds the noise regulations outlined in Port Hueneme Municipal Code; undesignated vehicles on the beach or off the public right-of-way; public intoxication or consumption of alcoholic beverages, animals on the sandy beach; fires on the beach; and boisterous, threatening, or profane and indecent language.
13. The Applicant shall not use stakes or any other means to secure the temporary tents, equipment or any other amenity related to the subject event that will penetrate the pavement within the parking lots without express permission by the Public Works Director. Driving stakes into the pavement within the Hueneme Beach Parking Lots is strictly prohibited.
14. Free parking in Beach Parking Lot 'A,' will only be available on the event day, from 6:00 A.M. until 5:00 P.M for up to four (4) event organizing volunteers.
H. Pursuant to Public Resources Code § 30510, the City Council of the City of Port Hueneme hereby reiterates its intent to implement the Local Coastal Program and amendments thereto in a manner fully consistent with the California Coastal Act.
I. The approvals granted herein shall not become effective until all rights of appeal have been exhausted including appeal within 10 days following the date of Agenda Item No. 09 Page 7 of 19 CC Agenda 04-06-2026
CC Resolution No. ___, Page 6 of 7
receipt by the Coastal Commission of the City’s Notice of Final Action on this matter pursuant to PHMC § 10356(D).
SECTION 2: The City Council of Port Hueneme authorizes all fees associated with the permit for this event to be waived.
SECTION 3: The Mayor, or presiding officer, is authorized to sign this Resolution signifying its adoption by the City Council of the City of Port Hueneme and the City Clerk, or her duly appointed deputy, may attest thereto.
SECTION 4: This Resolution shall take effect immediately upon its passage.
SECTION 5: The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions.
PASSED, APPROVED, AND ADOPTED, this 6
th day of April, 2026.
Martha R. McQueen-Legohn, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
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CC Resolution No. ___, Page 7 of 7
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the 6
th day of April 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Dated:
Georgianna Nicole Alvarez
City Clerk
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Attachment B
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CITY OF PORT HUENEME NOTICE OF PUBLIC HEARING
NOTICE IS HEREBY GIVEN that a public hearing will be held by the City Council of the City of Port Hueneme on Monday, April 6, 2026, at 6:30 p.m. in the City Hall Council Chambers, located at 250 North Ventura Road, Port Hueneme, California, 93041 to consider an application by Preston Steblein, Vice President, Promoter Line Inc., on behalf of the National Multiple Sclerosis Society, PO Box 2028, Colleyville, TX 76034, for a temporary Special Use Permit (SUP) No.
PHSU-26-6 to conduct the “2026 Bike MS: Coastal Challenge” cycling event on May 30, 2026, from 6:00 a.m. to 5:00 p.m., with an anticipated participation of approximately 300 cyclists. The event will include a designated rest stop within the eastern portion of Hueneme Beach Parking Lot “A” at 550 E. Surfside Drive, featuring a first aid tent, food and hydration tent, ice, portable restrooms, moto safety support, and designated volunteer parking. Any person may attend this public hearing and be heard on this matter by submitting public comments in person or in writing.
ENVIRONMENTAL REVIEW: The proposed Special Use Permit for the “2026 Bike MS: Coastal Challenge” is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304, as it involves temporary use of public facilities and public streets for a community event with no permanent alterations to the site or expansion of use. All event structures, including rest stop facilities, signage, and support equipment, are temporary and removed following the event. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
Additional Information on this project may be obtained from the Department of Community Development, City of Port Hueneme, 250 N. Ventura Road, Port Hueneme, California 93041, or by telephone at (805) 986-6548.
If you challenge this action in court, you may be limited to raising only those issues raised at the public hearing or in written correspondence delivered to the City Clerk at, or prior to, the public hearing.
For ADA accommodations, contact the City Clerk’s Office at (805) 986-6503 or the California TDD Relay Service, at least 48 hours prior to the meeting.
/s/Georgianna Nicole Alvarez, City Clerk
Published: March 27, 2026
Attachment C
Agenda Item No. 09 Page 19 of 19 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Tricia Maier, Community Development Director
Jose Coyotl, Associate Planner
SUBJECT: ADOPT A RESOLUTION GRANTING A FIVE-YEAR SPECIAL USE PERMIT (NO. PHSU-26-4) AUTHORIZING THE CITY OF PORT
HUENEME TO HOST THE HUENEME BEACH FESTIVAL, INCLUDING
ANCILLARY LIVE ENTERTAINMENT STAGES, FOOD AND VENDOR
BOOTHS, AN ARTS AND CRAFTS AREA, AND A CARNIVAL, AND
DETERMINING THAT THE EVENT IS EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA)
RECOMMENDATION:
It is recommended the City Council take the following actions:
1. Open the public hearing to accept verbal and written evidence;
2. Close the public hearing and consider all evidence presented;
3. Adopt a Resolution conditionally approving Special Use Permit No. PHSU-26-4 (Hueneme Beach Festival 2026-2030);
4. Determine that the project (Special Use Permit No. PHSU-26-4) is categorically exempt from CEQA; and
5. Take such additional, related actions as may be deemed appropriate.
BACKGROUND/ANALYSIS:
The applicants, the City of Port Hueneme and the Port Hueneme Explorers Program, request approval of a temporary Special Use Permit (“SUP”) to conduct the City’s annual community event titled the “Hueneme Beach Festival.” The event has a long tradition in our community and is intended to celebrate community pride and will feature beachside entertainment, crafts, competitions, and a renewed emphasis on local youth-focused activities.
The festival is proposed to occur annually on the second weekend in July, including Saturday and Sunday, for a period of five years beginning in July 2026. Event hours are proposed from 10:00 a.m. to 8:00 p.m. each day. This year the event will take place on July 11 and July 12, 2026.
Agenda Item No. 10 Page 1 of 27 CC Agenda 04-06-2026
Special Use Permit No. PHSU-26-4 – Hueneme Beach Festival 2026-2030 April 6, 2026
The event will be held within Hueneme Beach Park and Parking Lots “B” and “C” located at 550 E. Surfside Drive and along Oceanview Drive. Consistent with last year's festival operations, Surfside Drive will remain open to through traffic and parking. As with past beach festival events, attendance is estimated at approximately 15,000 patrons per day.
The applicants propose a variety of festival components. The main entrance will be located on the corner of Surfside and Oceanview Drives. Oceanview Drive will serve as the primary pedestrian corridor for the event, featuring a first-aid tent, general informational booths, and food and retail vendor stalls.
Parking Lot “B” will house the main stage for the proposed live entertainment, a food court (consisting of food trucks and stands), and two areas where alcohol will be served.
Portions of the lawn area near the proposed main stage in Parking Lot “B” will be used for seating.
The Hueneme Beach sand area south of Parking Lot “B” between the beach volleyball courts and the area near Alaska Flight 261 Memorial will be used to host a youth wrestling tournament on Saturday, July 12.
The easterly portion of Oceanview Drive and Parking Lot “C” will be used for the “Castle Amusements,” featuring carnival-style rides and concessions. Food vendors and an additional arts and crafts area/vendors will also be located along Oceanview Drive.
Patrons will be able to purchase tickets for the carnival rides on-site.
Public portable restrooms will be located in three areas: (1) along the main entrance on Oceanview Drive; (2) adjacent to the food court area; and, (3) within the carnival ride area in Parking Lot “C.”
ENTERTAINMENT
Live entertainment will be featured on the festival’s main stage. To minimize potential noise impacts to the adjacent residential neighborhood, the stage will be oriented southward toward the Pacific Ocean. All amplified sound will cease by 8:00 p.m. each evening.
The event will also prioritize opportunities to showcase local youth and community talent.
For the 2026 festival, the local youth showcase will feature the Hueneme High School Band, which will perform on Saturday, July 11, 2026. Similar youth-focused performances are anticipated to continue throughout the duration of the permit period. Event organizers are in the process of finalizing the full lineup of additional performers and headline acts but they are anticipated to be at the same scale as prior year events. Additional information regarding festival programming will be made available at https://huenemebeachfestival.org.
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Special Use Permit No. PHSU-26-4 – Hueneme Beach Festival 2026-2030 April 6, 2026
BEACH SOCCER TOURNAMENT
The Hueneme Beach Festival is proposed to be held in coordination with the previously approved beach soccer tournament organized by Beach Soccer Promotions LLC. The tournament is part of a five-year summer beach soccer series authorized by the City Council on April 3, 2023, under Special Use Permit (SUP) No. 2-23, which permits the event to occur annually at Hueneme Beach Park from 2023 through 2027. Because the soccer tournament was approved prior to the proposed festival, the festival has been intentionally planned to ensure that both events can operate concurrently without conflicts or reductions to the tournament’s approved capacity. For 2026, the beach soccer tournament is scheduled to take place on Saturday, July 11.
The tournament includes up to 10 temporary soccer fields, approximately 150 youth players, 150–200 spectators (including parents), and up to three vendors, with total attendance not expected to exceed 400 individuals. Event staffing will include roughly 10 full-time adult personnel overseeing operations, referees, and first aid support for each field, a referee coordinator, and team coaches assisting with tournament activities.
No admission fee will be charged for the beach soccer tournament. Additionally, there will be no fencing or perimeter control, and the sale and consumption of alcoholic beverages will be strictly prohibited.
SETUP/BREAKDOWN
The festival set-up will begin at 8:00 a.m. on the Thursday preceding the event weekend and will include site marking and preliminary layout. This process will require full closure of the event area, including installation of street barricades along Oceanview Drive, perimeter fencing, and tent setup. Stage equipment and carnival rides are anticipated to arrive on Thursday, with full event setup expected to be completed by Friday afternoon.
Security personnel will be on-site beginning Thursday morning and will remain present through Monday evening following the event weekend.
Event breakdown will begin immediately following the conclusion of the festival on Sunday evening. Fencing and security will remain in place until Monday evening while equipment and materials are removed from the site. All areas are anticipated to be fully cleared and reopened to the public by approximately 6:00 p.m. on Monday following the event weekend.
SECURITY
The entire festival area will be secured with temporary fencing. A private security company will provide event security, deploying eight uniformed guards throughout the venue. All patrons entering the festival area will be screened by security personnel. Port Hueneme Police Department (PHPD) staff will also be stationed at each gate to monitor the screening process and respond to any issues that may arise. In addition, the PHPD will patrol the event area with two two-officer patrol teams plus and a crowd control supervisor to monitor the event area throughout each day of the festival.
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Special Use Permit No. PHSU-26-4 – Hueneme Beach Festival 2026-2030 April 6, 2026
An information/first aid booth will be located near the main entrance. The Ventura County Fire Department and a licensed emergency medical technician (EMT) service will be contracted to handle medical emergencies. A PHPD Command Post will also be located in this area.
PARKING
As with previous years, the applicants request free parking for the Hueneme Beach Festival. Free parking will be provided for the festival throughout the full term of the permit, from 2026 through 2030. For the beach soccer tournament, free parking will be available only when the tournament occurs in conjunction with the Hueneme Beach Festival weekend. For all other weekends when the beach soccer tournament is held independently, standard paid beach parking fees will apply.
Parking for festival and tournament guests will be located in Parking Lot “A” along Surfside Drive, Ventura Road, and Market Street. Accessible parking spaces, one-hour parking for Surfside Seafood patrons, and spaces for beach soccer event organizer vehicles will also be provided in Lot “A.” Vendors, festival staff, and entertainers will park in Parking Lot “E.” CEQA DETERMINATION:
The proposed Special Use Permit for the Hueneme Beach Festival is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304 and §15323, as it involves temporary use of public facilities for community events with no permanent alterations to the site or expansion of use. The event will occur on an already developed public beach and parking area, and all festival activities, including stages, vendor booths, carnival rides, and youth tournaments, are temporary and removed following each annual event. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
FISCAL IMPACT:
Staff is proposing a 5-year permit to help reduce use of staff time and permitting costs for each event.
As this is a City-sponsored event, parking revenues typically generated from the beach soccer tournament and general visitors parking in Lots "A," "B," "C," and "E," as well as along Surfside and Oceanview Drives, will not be collected. City costs for the event were reduced in 2024 and generally consisted of $35,000 in seed funding for the event as well as a $25,000 donation to the Police Explorers for services related to the event. Similar to last year, because of staff’s determination that the City should not be involved in alcohol sales, the Police Explorer’s organization will manage all aspects of alcohol sales to will ensure it is coordinated correctly and allow for the revenue generated to offset the city’s prior expenditure to the Police Explorers (replacing the $25,000 donation).
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Special Use Permit No. PHSU-26-4 – Hueneme Beach Festival 2026-2030 April 6, 2026
Additionally, there is budgeted staff time associated with City staffing for the event, including police officers, maintenance crews, and other necessary services. This approach has significantly reduced required expenditures from the City in recent years, and most importantly, has allowed the City to be able to continue to offer this event as a free community event. The festival organizing committee anticipates that this year’s festival will achieve similar financial outcomes, as the event structure has been designed to mirror the successful model from the previous year. The committee remains fully committed to ensuring the event’s financial sustainability, with hosting costs covered by festival-generated revenues.
Because this event depends heavily on community support and sponsorships – the biggest variable is anticipated sponsorship dollars, which can vary from year to year due to broader factors such as economic conditions, etc. Over these five years, if sponsorship dollars vary significantly, staff will provide an update to the City Council to consider potential modifications as needed.
STRATEGIC PLAN:
Innovation & Opportunity
• Retain and maximize opportunities for local businesses as the backbone of our community
Optimal Levels of Service for Residents and Businesses
• Support and establish programs and events that create a strong sense of community pride and a connection to our history and heritage Safe, Secure, & Beautiful Community
• Upgrade our beach, parks, City-owned facilities, and structures to provide a better experience for our residents, employees, commuters, and visitors ATTACHMENTS:
A. Resolution
B. Application Package
C. Public Hearing Notice
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,
CALIFORNIA, DEEMING A TEMPORARY EVENT EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT AND CONDITIONALLY
APPROVING SPECIAL USE PERMIT NO. PHSU-26-4 (CITY OF PORT HUENEME’S PUBLIC EVENT KNOWN AS “HUENEME BEACH FESTIVAL 2026-2030, " LOCATED AT 550 E. SURFSIDE DRIVE)
WHEREAS, A public hearing was held as required by law to consider issuance of a Special Use Permit (“SUP”) allowing the project known as the “Hueneme Beach Festival 2026– 2030,” to be located on the property at Hueneme Beach Park, with festival activities occurring annually from 2026 through 2030 on the second weekend in July, from 10:00 a.m. to approximately 8:00 p.m. each day (with additional setup and cleanup time before and after the main event); and
WHEREAS, the proposed Project represents a discretionary action subject to the environmental review requirements of the California Environmental Quality Act (“CEQA”) of 1970, as amended (Pubic Resources Code § et. seq.), and by operation of § 15381 of Title 14 to the California Code of Regulations, the City Council of the City of Port Hueneme is deemed “Lead Agency” for the purposes of CEQA; and
WHEREAS, City staff has recommended the City Council find the Project exempt from CEQA as it establishes rules and procedures to permit operation of existing facilities; minor temporary use of land; ensures maintenance, restoration and protection of the environment; and regulates normal operations of facilities for public gatherings, and is therefore categorically exempt from further CEQA review under California Code of Regulations Title 14 §§15301, 15304 (e) 15308, 15323, and 15332 as an urban infill project; and WHEREAS, the proposed Project is deemed consistent with, and furthers the objectives and policies of the City’s General Plan and zoning regulations; and WHEREAS, the City Council considered the effects of the Project on the regional need for public services, and available fiscal and environmental resources before deciding on this matter; and
WHEREAS, City staff recommended conditional approval of the Project and Special Use Permit Application No. PHSU-26-4.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: Under the provisions of PHMC Sections 10355 et. seq., the City Council finds and declares that:
A. Prior to rendering a decision on any aspect of the Project, the City Council duly considered the following:
1. All testimony, written and oral, received in conjunction with that certain public hearing conducted on April 6, 2026, which testimony, by this reference, is incorporated herein.
Attachment A
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CC Resolution No. ___, Page 2 of 7
2. That certain written staff report submitted by the Community Development Department and exhibits hereto dated April 6, 2026, which report, by this reference, are incorporated herein.
B. That the Conditions of Approval specified in Section "G" below are reasonably related to the use of the premises for which this Special Use Permit is to be issued.
C. On the basis of evidence hereinafter listed, all administrative procedures and public participation requirements prescribed in Title 7, Division 1, of the Government Code of the State of California, Article X, PHMC § 10352, and Division 13 of the California Public Resources Code commencing with § 21050, and Title 14 of the California Code of Regulations commencing with § 15000, as such procedures and requirements pertain to this Project and CEQA have been lawfully satisfied.
D. That the California Coastal Act is intended to protect natural and scenic resources; promote public safety, health, and welfare; and protect public and private property, wildlife, marine fisheries, other ocean resources, and the natural environment and that California Coastal Commission regulations establish the standards by which proposed land developments or other activities are evaluated to ensure consistency with the Act and that the Local Coastal Program (LCP) policy group of primary concern identified in the City’s LCP for the Project area involving the temporary use of Hueneme Beach Park and associated Parking Lots "B" is “Shoreline Access/Recreation and Visitor-Serving Facilities.” On the basis of the evaluations presented below, the City Council for the City of Port Hueneme finds the proposed Project consistent with and furthering the objectives of Chapter 3 of the California Coastal Act of 1976:
1. VISITOR SERVING AND RECREATION FACILITIES
A. Coastal Act (Public Resource §§ 30212.5, 30213, and 30220):
Wherever appropriate and feasible, public facilities, including parking, shall be distributed throughout an area to mitigate against the impacts of overuse of any single area. Lower-cost visitor and recreational facilities shall be protected, encouraged, and where feasible, provided. Developments providing public recreational opportunities are preferred. Coastal areas suited for wateroriented recreational activities that cannot readily be provided in inland water areas shall be protected for such uses.
B. Consistency Statement: According to local LCP policy for Hueneme Beach Park (Area A), Section 4.b. Resource Protection Zone Policies, any temporary Development or Special Use Permit projects at Hueneme Beach Park shall be focused west of Parking Lot “C.” The proposed temporary use Project will be located within Hueneme Beach Park's sandy beach, generally south of Parking Lot “B”; however, attendees will be required to not trespass on the nearby dune areas, which complies with this policy. In addition, the proposed Project will not block public access to the beach.
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CC Resolution No. ___, Page 3 of 7
E. That the following environmental findings are made based on upon the staff report dated April 6, 2026, and the project descriptions:
1. The Project is consistent with City’s General Plan and its policies including the Project’s land use designation as Open Space; it is also consistent with the Park-Reserve Zoning classification for the Project site.
2. The Project involves property located within City’s jurisdictional boundaries on parking lot sites and the Project is surrounded by urban uses and Park/Pacific Ocean.
3. The SUP property is not known to be listed by any regulatory agency as having value as a habitat for endangered, rare, or threatened species.
4. Approving the Project would not result in any significant effects related to traffic, noise, air quality, or water quality.
5. The Project is not expected to result in substantial pollution.
6. The Project area can be adequately served by all required utilities and public services.
7. The Project will not exceed the existing or planned capabilities of the sewage system.
8. The Project will not exceed the existing or planned capabilities of the solid waste system.
9. The Project is not expected to create unavoidable health hazards nor expose people to substantial health hazards.
10. The Project is not expected to have an adverse impact on adequate fire protection services.
11. The Project will not result in a population that exceeds a level of service of one officer per 1,000 residents nor result in the average response time to emergency calls exceeding three minutes.
F. That because of the facts and conclusions identified in this Resolution, the Project is categorically exempt as it involves the temporary use of public facilities for annual community events, minor temporary use of land, ensures maintenance, restoration, and protection of the environment, and regulates normal operations of facilities for public gatherings, with all festival activities, including stages, vendor booths, and carnival rides, being temporary and removed following each annual event, and therefore categorically exempt from further CEQA review under California Code of Regulations, Title 14, §§15301, 15304(e), 15308, 15323, and 15332.
G. That the City Council of the City of Port Hueneme hereby grants and approves this SUP (PHSU-26-4) as a “Temporary Use” by operation of PHMC § 10355(A)(2), subject to the following conditions:
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CC Resolution No. ___, Page 4 of 7
1. City approval is granted to the Applicant for the Temporary Use and location as described in the Staff Report dated April 6, 2026. Areas that may be subsequently desired by Applicant beyond that designated shall receive prior authorization and coordination by the City’s Director of Community Development (“Director”).
2. Frank Montelongo, Property Supervisor Officer of the Port Hueneme Police Department on behalf of the City of Port Hueneme, is deemed the Applicant’s authorized representative who shall be available at all times while the SUP event is in progress; or, the Applicant must designate in writing to the Director a minimum of one week before starting the event as to who the authorized event representative will be and who will have complete authority to represent and to act on behalf of the Applicant. Said authorized representative must be present at the site at all times while the event is in progress. Whenever the representative is not present during any particular time when the event is occurring, orders may be given by the Director, Public Works Director, and/or Chief of Police or their authorized staff. These orders must be obeyed by the representative who may have charge of the particular event activity to which the orders are given. If in the opinion of the Director, Public Works Director, or Chief of Police, or authorized staff that the SUP event poses a threat to the public health, safety, or welfare, or violates any of the conditions herein or other law, said official(s) may give orders to said representative to immediately correct the situation or terminate the proceedings and return the site to its pre-event condition. The Applicant and/or representative are responsible for the actions of his/her event employees, volunteers, contractors, and subcontractors.
3. The Applicant shall take all reasonable measures to protect public and private property that may result from activities of the SUP event. The area used for the event must be cleaned of event debris and returned to its pre-event condition no later than the morning following the day of the event, or other time as approved by the Director.
4. Prior to the SUP event, the Applicant shall provide proof that it has secured all necessary permits and licenses for the event, including County Health permits, if required, to the satisfaction of the Director.
5. Any vendors associated with this SUP shall obtain a City business license prior to the event.
6. Any on-site or off-site advertising, signage, banners, or similar special promotions or marketing for the SUP event in the City must be approved by the Director before use and kept in a continuous state of good condition and repair, clean and free of graffiti as determined by the Director.
7. Unless otherwise permitted by Director, the Applicant will not make, or cause to be made, any alterations to Property covered by the SUP, or any part thereof, without Director’s prior written consent.
8. The Applicant, at its sole cost and expense, comply with all of the requirements of all federal, state, and local authorities now in force, or Agenda Item No. 10 Page 10 of 27 CC Agenda 04-06-2026
CC Resolution No. ___, Page 5 of 7
which may hereafter be in force, pertaining to the event and will faithfully observe in the use of SUP property all applicable laws. The judgment of any court of competent jurisdiction, or the admission of Applicant in any action or proceeding against Applicant, whether City be a party thereto or not, that Applicant has violated any such ordinance or statute in the use of SUP Property will be conclusive of that fact as between City and Applicant.
9. A 20-foot clear emergency vehicles access road shall be provided and maintained for the duration of the event. The emergency vehicles access road shall be unobstructed by guest and staff vehicles. Road barriers shall be movable by one person without special knowledge or extraordinary effort.
10. All temporary electrical systems shall be permitted in accordance with the local building and safety department and maintained in accordance with the National Electrical Code.
11. The Applicant is hereby made aware of the potential sensitive beach resources located seaward of the beach pedestrian concrete walkways located east of Beach Parking Lot "B” extending to the “J” Street Drain and down-coast to the Ormond Beach area. The Applicant and the SUP event participants are prohibited from traversing or otherwise disturbing dune areas within these locations. In addition, participants at the Applicant’s SUP event shall not operate vehicles off-road or outside the paved beach lots and streets. In this regard, the operation of vehicles over undesignated areas is strictly prohibited without the prior approval of the Director.
12. The Applicant and participants at the SUP event shall comply with all applicable State, Federal, and local rules and regulations, government laws, and ordinances relating to the activity and all other ordinances and laws of the City, which among other things, prohibits disorderly conduct; point source noise outside of the Hueneme Beach Park that exceeds the noise regulations outlined in Port Hueneme Municipal Code; undesignated vehicles on the beach or off the public right-of-way; public intoxication or consumption of alcoholic beverages, animals on the sandy beach; fires on the beach; and boisterous, threatening, or profane and indecent language.
13. If requested by the Public Works Director, the Applicant shall obtain an Encroachment Permit for the use of any public street right-of-way prior to the SUP event taking place.
14. The Applicant shall not use stakes or any other means to secure the temporary tents, equipment or any other amenity related to the subject event that will penetrate the pavement within the parking lots without express permission by the Public Works Director. Driving stakes into the pavement within Oceanview Drive rights-of-way is strictly prohibited.
15. Free guest parking in Beach Parking Lots “A” and along Surfside Drive will be available only from 9:00 A.M. to 10:00 P.M. on the event dates.
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CC Resolution No. ___, Page 6 of 7
H. Pursuant to Public Resources Code § 30510, the City Council of the City of Port Hueneme hereby reiterates its intent to implement the Local Coastal Program and amendments thereto in a manner fully consistent with the California Coastal Act.
I. The approvals granted herein shall not become effective until all rights of appeal have been exhausted, including appeal within 10 days following the date of receipt by the Coastal Commission of the City’s Notice of Final Action on this matter pursuant to PHMC § 10356(D).
SECTION 2: The Mayor, or presiding officer, is authorized to sign this Resolution signifying its adoption by the City Council of the City of Port Hueneme and the City Clerk, or her duly appointed deputy, may attest thereto.
SECTION 3: This Resolution shall take effect immediately upon its passage.
SECTION 4: The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions.
PASSED, APPROVED, AND ADOPTED, this 6
th day of April, 2026.
Martha R. McQueen-Legohn, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
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CC Resolution No. ___, Page 7 of 7
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the 6
th day of April, 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Dated:
Georgianna Nicole Alvarez
City Clerk
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City of Port Hueneme, CA March 19, 2026
Record No:
PHSU-26-4
Special Use Permit
(SUP)
Status: Active
Submitted On:
2/24/2026
Primary Location
550 SURFSIDE DR 20
BEACH
PORT HUENEME, CA
93041
Owner
PORT HUENEME CITY
OF
250 North Ventura
Road Port Hueneme,
ca
Applicant
FRANK MONTELONGO
805-986-6533
[email protected]
250 NORTH VENTURA ROAD
PORT HUENEME, Choose 93041
Project Information
Attachment B
Agenda Item No. 10 Page 15 of 27 CC Agenda 04-06-2026
Name of Business*
CITY OF PORT HUENEME / PORT
HUENEME POLICE EXPLORERS
Address of Business*
250 NORTH VENTURA ROAD, PORT
HUENEME, CA 93041
Zoning*
Park Reserve (P-R)
Present Use of Property
Event/ Project Description
2026 Hueneme Beach Festival, July 11- 12 2026
Festival amenities:
1. Carnival Rides
2. Food Vendors
3. Beer Garden
4. Arts & Crafts
5. Live Music
6. Information Booths
CC&R's
Have you checkedfor deed restrictions/CC&Rs
which would prohibit this project*
Not Applicable (N/A)
Event Details
Date of the Event*
07/11/2026
Event Hours*
11-8PM
Agenda Item No. 10 Page 16 of 27 CC Agenda 04-06-2026
Event Location*
550 E Surfside Drive
Expected Crowd Level*
15000
Will the event take place in a public park or at
Hueneme Beach?*
Yes
Affidavit
Owner’s Name*
Frank Montelongo
Owner’s Address
250 North Ventura Road
Owner’s Signature Date
02/24/2026
Applicant’s Signature*
Frank Montelongo
Applicant’s Signature Date
02/24/2026
Event Program Details
Event Operational Program
Event Site Plan
2026 Hueneme Beast Festival.
docx
Agenda Item No. 10 Page 17 of 27 CC Agenda 04-06-2026
Event Site Plan
Certificate of Insurance
Certificate of Insurance
No File Uploaded
Hueneme Beach Festival Layo
ut_2026Layout1 (002).pdf.pdf
Agenda Item No. 10 Page 18 of 27 CC Agenda 04-06-2026
25'
30'
SPONSOR BOOTH
ENTERTAINMENT
CITY BOOTH
FOOD BOOTH OR TRUCK
ALCOHOL BOOTH
PAID BOOTH
NON-PROFIT BOOTH
FIRST AID
RESTROOM
ATM
MAIN
STAGE
ENTERTAINER'S REST
& EQUIPMENT AREA
ALCOHOL
SALES
CARNIVAL AREA
RARESETARICTED
MAIN STAGE
FOOD COURT
RESTRICTED
AREA
ENTRANCE
TABLES
FOOD BOOTHS
FOOD TRUCKS
FOOD BOOTH
HUENEME BEACH FESTIVAL LAYOUT
Agenda Item No. 10 Page 19 of 27 CC Agenda 04-06-2026
2026 Hueneme Beach Festival
July 11th-12
th
The City of Port Hueneme and Port Hueneme Police Explorers are delighted to breathe new life into this free community festival featuring live entertainment, food and vendor booths, an arts and crafts aisle, a Hang Ten Fun Zone, sand sculpture contest, Hueneme Beach youth wrestling tournament, high school band competition, and alcohol booths. This two-day seaside event is scheduled to be held at the beautiful Hueneme Beach Park on Saturday, July 11, and Sunday, July 12, from 11:00 a.m. to 8:00 p.m. each day (proposed to open at 10:00 a.m. on Saturday for food vendors). The Beach Festival will also be requested to operate beginning this year on July 11 and 12, and thereafter annually on the second weekend in July for a total of five years, concluding in 2030.
This exciting end-of-summer party will be spread across Oceanview Drive, along with beach barking lots B & C. Parking Lots A & E will be used for special event parking and general parking.
Information about the event can be found at: www.huenemebeachfestival.org.
This Southern California event will attract visitors from all over the city and nearby counties, with a majority of festival-goers coming from Ventura County.
Our family-oriented event must be committed to providing our guests with a safe, secure, and memorable experience. We remain an attractive target for terrorist attacks or other exploitations; therefore, we must employ patron screening procedures to enhance the safety and security of our guests.
We will be employing metal detector screening at all entrance gates. Screening at these gates will be conducted by our contract security company who will have Event Staff and uniformed security guards monitoring the ingress of all patrons and vendors. Port Hueneme Police will also be standing by each gate monitoring the screening process and addressing any issues.
The screening procedures that we have adopted are for guidance purposes only – they are not a requirement under any law or government regulation. The attached screening procedures are to control prohibited items from being brought into our festival.
Screening
We will have trained staff from Viper performing the patron screening process in a safe and respectful manner. We will be requiring EVERYONE, except for credentialed Staff, to be screened upon entry. Entertainers entering from the Entertainer gate will not need to be screened, as they have been vetted and are known entities.
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It is imperative that all security and Port Hueneme Festival Staff have explicit knowledge of items prohibited inside the event. Attached is a list of items that are not allowed in the event, along with prohibitive behavior that is not condoned at any time.
Festival Policies:
All patrons of the Festival are subject to a metal detector search and bag search upon entry. The following items are not allowed at the Festival:
• Weapons of any kind (guns, knives, etc.)
• Fireworks or explosives of any kind
• Illegal or illicit substances of any kind
• Tables or Chairs
• Drones
• Cannabis
• Alcohol
• Non-Festival food or drink (in compliance with Ventura County Environmental Health)
• Boom boxes, megaphones, or other peak amplification systems • Skateboards, bicycles, skates, scooters, or personal motorized vehicles (except motorized wheelchairs)
• Ice chests or coolers
• Banners or signs
• Dogs or other pets
• Any items deemed inappropriate or dangerous by Festival staff will be refused The festival's fenced-in grounds are a smoke-free environment.
The event is ADA accessible. No wheelchair rentals available.
Strollers are permitted but can present challenges when navigating the park area with grass, sand, and dirt pathways.
Respectful of the artisans showcasing their original works, photography of Art & Crafts vendors is prohibited.
Alcoholic beverages are served only to those 21 years of age or older.
Carnival tickets are available for purchase onsite at ticket booths with cash or credit card. ATMs are available on site.
FREE parking and FREE admission. No overnight parking available Agenda Item No. 10 Page 21 of 27 CC Agenda 04-06-2026
Public Awareness
Our website currently lists all of the prohibited items that are not allowed into the festival. This will assist the screening process in running as smoothly as possible. We have informed our guests prior to arrival that they will be searched prior to entering our event, and failure to allow screening will result in denial of entry.
If a guest refuses to comply with our established screening procedures, the screener will contact the gate supervisor. The gate supervisor will communicate that screening is required prior to entry. This will be conducted in a courteous, professional, and nonconfrontational manner. If the supervisor is not immediately available, the screener should politely ask the patron to stand aside from the screening line to allow others to pass. If the police officers are present at the gate during this time, officers may be asked to explain the procedures to the guest.
These guidelines are just that – a guide to help everyone make an educated and rational decision during the screening process. Exceptions: There will be Exceptions to these rules, such as a syringe being used by a diabetic or a small cooler being used to store breast milk. Please consider the circumstances when making a final decision. We will have amnesty boxes (trash cans) at the screening checkpoint, which will allow patrons to discard prohibited items. The guest may throw the item away or return it to their vehicle.
Armed Off-Duty Law Enforcement Officers
California law enforcement officers will be allowed into the event with valid law enforcement identification. The gate supervisor will contact Port Hueneme PD to verify the information so they can account for all individuals who are armed inside the event.
Individuals with CCW (Concealed Carry Weapon) permits will not be allowed into the event with a weapon of any type.
Security Screening Procedures
1. Screeners will ask all patrons to remove objects from their persons. These items include a wallet, cell phone, camera, hats, and keys. They will be allowed to keep watches, wallets, belts, jackets, shoes, and coins.
2. Screeners will search bags, backpacks, strollers, and diaper bags for prohibited items.
3. Guests in wheelchairs or in strollers may be directed to a different line to accommodate such items.
4. Every patron will walk through a metal detector to be screened unless they have a medical condition that prevents them from doing so.
5. Patrons will place items not allowed through the detector in a basket on the adjacent table. These items will be visually screened for contraband. The items will always Agenda Item No. 10 Page 22 of 27 CC Agenda 04-06-2026
remain in the eyesight of the patron. The items will be repositioned to the exit side of the metal detector, where the guest will recover their personal items.
6. Bulky items such as large jackets or blankets should be removed and physically screened by hand.
7. If an item of contraband is located, the gate supervisor or police will be immediately notified.
8. If a metal detector alarm sounds, the screener will ask the patron if all items have been removed from their pockets. If so, a “wand” or handheld metal detector will be used to confirm or remove the item.
9. At no time will a screener place their hands on an individual in order to perform a search of a guest.
10. If a “wand” is used, the screener shall instruct the guest to stand with his or her feet shoulder-width apart, arms outstretched, and palms facing up and open. a. The wand will be moved in a U-shape movement approximately 2 inches from the guest, beginning from one shoulder and ending with the opposite shoulder.
This shall be repeated on each side, front and back.
At the discretion of law enforcement, the disposition of the illegal or prohibited item may be returned to a patron’s vehicle.
If law enforcement is not located at a gate when an illegal, suspicious, or prohibited item is located, screeners shall remain calm and make every effort to contact a supervisor in the immediate area. Contact will then be made via radio to the appropriate personnel.
Service Animals
Service Animals are required to be screened. You may ask the patron if the animal is a service animal. If the animal is not a service animal, entry will be denied. The screener should ask permission to search the service animal. The animal should be clearly Identified as a service animal and should have paperwork. It is illegal to ask a patron, “What is your disability?”
Injuries/Trips and Falls
All falls or any injury requiring medical attention as a result of festival negligence should be documented. If the victim refuses to cooperate, the minimum required information should be the name of the victim, the extent of injury, pictures of the injuries, the location of the incident, and a photograph of the location of the incident.
Medical Emergencies
The Ventura County Fire Department and AMR Ambulance will handle medical emergencies. In the event of a medical emergency, the Port Hueneme Police Agenda Item No. 10 Page 23 of 27 CC Agenda 04-06-2026
Department dispatch center or Police should be notified. The Public Safety Dispatcher will relay the information to the appropriate medical emergency staff.
Alcohol Related Issues
Police will respond in any incident involving a vendor selling alcoholic beverages to a minor. Once all information concerning such an event is obtained, HBF Executive Staff will be apprised of the situation. HBF Executive Staff will make the decision concerning the closing down of any booth dispensing alcoholic beverages.
Minors caught in possession of consuming alcoholic beverages will be escorted from the event site by police personnel.
Adults committing alcohol-related offenses may be escorted from the event by police.
HBF Executive Staff will be made aware of all ejections from the event.
Lost Juveniles
Lost Juveniles will be brought to the Hueneme Beach Festival Information/First Aid Booth. They will be transported to the Hueneme Police Department after the event if they are not reunited with their parent or guardian.
Pets
No pets of any kind are allowed inside the event site. Exceptions to this rule are service dogs for the visually impaired or service dogs in training.
General Parking
Free Parking. Parking is available in beach lots A, F, and along Surfside Drive.
Beach Parking, Lot A
The area will be monitored and screened by the Port Hueneme Explorers and will be made available for Handicap parking. Parking will also be made available for all customers wanting to visit Surfside Seafood. They will receive a colored permit which will allow for parking in the lost for one hour. The pier parking lot side will be used for entertainers and production equipment.
Parking, Lot E
This parking lot will be used exclusively for Vendor Parking, Entertainment Parking, and Staff parking. This parking lot area will also be monitored by the Port Hueneme Police Explorers.
ADA Parking
There will be designated disabled parking in Parking Lot A which will be accessible via Surfside Drive.
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Entertainer Parking
Entertainers will be directed to park in Parking Lot A.
Police Command Post
The Command Post will be located near the main entrance to the event in front of the Oceanview Pavilion, located at 575 East Surfside Drive.
Crowd Control Overview
Crowd control activities of the Hueneme Beach Festival will be a joint effort between the Port Hueneme Police Department and Viper Security. The Port Hueneme Police Department will be in command of the crowd control activities. Viper Security will have 8 uniformed security guards stationed in and around the event site. One guard will handle money transfers and will be armed. Security will report suspicious or criminal activity to their supervisor, who in turn will report directly to the crowd control supervisor or the mobile command post. Security guards have been given a proactive direction to address any alcohol violations. The Port Hueneme Police Department will have (2) twoofficer patrol teams and a crowd control supervisor deployed at the event site each day of the event. The foot patrol teams will consist of one police officer and one reserve police officer. Each foot patrol team will be assigned a specific area of the quadrant. The crowd control supervisor will roam the event site.
Protests/Unlawful Assembly
Should any gathering or protest take place outside the Hueneme Beach Festival event, the mission will be to allow those in attendance to peacefully exercise their right to free speech and to assemble. Police presence will be in accordance with their policies.
Absent excessive property damage or a danger to citizens or officers, the only proactive response will be to ensure that pedestrian and vehicle traffic flow continues uninterrupted during the course of their protest (to include blocking entrances to the event). The protest will be monitored by the Port Hueneme Police Department under the direction of the Incident Commander and help ensure such protests do not involve unlawful acts, personal injury, or property damage.
Events:
• Hueneme Hero Award Presentation
• Music
o Festival will utilize one stage. The event has been reviewed and proposed sound mitigations alike. The event will feature live music, high school bands, DJ’s, see attached for listing.
▪ Main Stage (Lot B)
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• Copa Cabana Beach Soccer Tournament
o Saturday, July 11, 2026
o Time: 08:00 – 4:00 PM
o Hosted by:
▪ Copa Cabana Beach Soccer
• High School Marching Band
o Saturday, July 11 ,2026
o Time: 11:00 – 11:30 A.M
o Main Stage:
▪ Hueneme High School
Agenda Item No. 10 Page 26 of 27 CC Agenda 04-06-2026
CITY OF PORT HUENEME NOTICE OF PUBLIC HEARING
NOTICE IS HEREBY GIVEN that a public hearing will be held by the City Council of the City of Port Hueneme on Monday, April 6, 2026, at 6:30 p.m. in the City Hall Council Chambers, located at 250 North Ventura Road, Port Hueneme, California, 93041 to consider an application by the City of Port Hueneme for Special Use Permit (SUP) No. PHSU-26-4 to authorize the Hueneme Beach Festival, a two-day community festival proposed to occur annually on the second weekend in July for a five-year period beginning in 2026, with each day’s activities from 10:00 a.m. to 8:00 p.m. The 2026 festival is scheduled for July 11 and 12, 2026. The festival will consist of one main stage with live entertainment, food, and general retail vendor booths, an arts and crafts area, a carnival, and alcohol booths in Hueneme Beach Parking Lots “B” and “C,” located at 550 E.
Surfside Drive, and along Oceanview Drive. Any person may attend this public hearing and be heard on this matter by submitting public comments in person or in writing.
ENVIRONMENTAL REVIEW: The proposed Special Use Permit for the Hueneme Beach Festival is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304 and §15323, as it involves the temporary use of public facilities for community events with no permanent alterations to the site or expansion of use. The event will occur on an already developed public beach and parking area, and all festival activities, including stages, vendor booths, and carnival rides, are temporary and removed following each annual event. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
Additional information on this project may be obtained from the Department of Community Development, City of Port Hueneme, 250 N. Ventura Road, Port Hueneme, California 93041, or by telephone at (805) 986-6548.
If you challenge this action in court, you may be limited to raising only those issues raised at the public hearing or in written correspondence delivered to the City Clerk at, or prior to, the public hearing.
For ADA accommodations, contact the City Clerk’s Office at (805) 986-6503 or the California TDD Relay Service, at least 48 hours prior to the meeting.
/s/Georgianna Nicole Alvarez, City Clerk
Published: March 27, 2026
Attachment C
Agenda Item No. 10 Page 27 of 27 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Tricia Maier, Community Development Director
Jose Coyotl, Associate Planner
SUBJECT: ADOPT A RESOLUTION GRANTING SPECIAL USE PERMIT NO. PHSU26-5 FOR THE CITY OF PORT HUENEME 2026-2030 MOVIES IN THE
PARK AND DETERMINE THAT THE EVENT IS EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)
RECOMMENDATION:
It is recommended the City Council take the following actions:
1. Open the public hearing to accept verbal and written evidence;
2. Close the public hearing and consider all evidence presented;
3. Adopt a Resolution conditionally approving Special Use Permit No. PHSU-26-5 (2026-2030 Movies in the Park);
4. Determine that the project (Special Use Permit No. PHSU-26-5) is categorically exempt from CEQA; and
5. Take such additional, related actions as may be deemed appropriate.
BACKGROUND/ANALYSIS:
The applicant, the City of Port Hueneme—Recreation & Community Services Division, is seeking permission through a temporary Special Use Permit ("SUP") to hold a Citysponsored movie-in-the-park screening series event named “2026-2030 Movies in the Park” within the Hueneme Beach Park sandy beach, generally south of Parking Lot “B,” located at 550 E. Surfside Drive.
This request is for a five-year Special Use Permit for the "2026 to 2030 Movie Nights" series, with one screening per month from June through September. The anticipated dates for 2026 are June 27, July 25, August 15, and September 19, all falling on Saturdays. Movies typically begin shortly after sunset, around 8:15 p.m. to 8:30 p.m., with an average runtime of 1 hour and 45 minutes, and conclude by 10:00 p.m. The event area will include a portable screen, a speaker system, an ADA-accessible mat, and a refreshment booth offering popcorn and soft drinks. Each movie night is expected to attract approximately 500-1,200 participants.
Agenda Item No. 11 Page 1 of 17 CC Agenda 04-06-2026
Special Use Permit No. PHSU-26-5 – 2026-2030 Movies in the Park April 6, 2026
Event setup will begin at 6:00 p.m., with clean-up concluding by 10:30 p.m. The Special Use Permit application requests approval to waive parking fees in Parking Lots “A,” “B,” “C,” and along Ocean View Drive from 6:00 p.m. to 11:00 p.m. to coincide with the date of movie night events.
CEQA DETERMINATION:
The proposed Special Use Permit for the “2026–2030 Movies in the Park” series is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304 and §15323, as it involves the temporary use of public facilities for recurring community events with no permanent alterations to the site or expansion of use. The screenings will occur on an already developed sandy public beach and adjacent parking area, and all event-related features, including the portable screen, speaker system, and refreshment booth, are temporary in nature and removed following each event. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
FISCAL IMPACT:
Parking is free for this event, and as such, revenues that would otherwise be generated from parking in lots “A,” “B,” “C,” and along Ocean View will not be collected.
STRATEGIC PLAN:
Optimal Levels of Service for Residents and Businesses
• Support and establish programs and events that create a strong sense of community pride and a connection to our history and heritage Safe, Secure, & Beautiful Community
• Upgrade our beach, parks, City-owned facilities, and structures to provide a better experience for our residents, employees, commuters, and visitors ATTACHMENTS:
A. Resolution
B. Application package and Site Plan
C. Public Hearing Notice
Agenda Item No. 11 Page 2 of 17 CC Agenda 04-06-2026
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,
CALIFORNIA, DEEMING A TEMPORARY EVENT EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT AND CONDITIONALLY
APPROVING SPECIAL USE PERMIT NO. PHSU-26-5 (2026–2030 MOVIES IN THE PARK), LOCATED AT 550 E. SURFSIDE DRIVE (HUENEME BEACH PARK)
WHEREAS, A public hearing was held as required by law to consider issuance of a Special Use Permit (“SUP”) allowing the project known as the “2026–2030 Movies in the Park,” to be located at Hueneme Beach Park, herein referred to as “Project,” to occur annually from 2026 through 2030, with one screening per month from June through September, each evening beginning shortly after sunset and concluding by approximately 10:00 p.m. (inclusive of setup and cleanup time before and after each screening); and
WHEREAS, the proposed Project represents a discretionary action subject to the environmental review requirements of the California Environmental Quality Act (“CEQA”) of 1970, as amended (Pubic Resources Code § et. seq.), and by operation of § 15381 of Title 14 to the California Code of Regulations, the City Council of the City of Port Hueneme is deemed “Lead Agency” for the purposes of CEQA; and
WHEREAS, City staff has recommended the City Council find the Project exempt from CEQA as it establishes rules and procedures to permit operation of existing facilities; minor temporary use of land; ensures maintenance, restoration and protection of the environment; and regulates normal operations of facilities for public gatherings, and is therefore categorically exempt from further CEQA review under California Code of Regulations Title 14 §§15301, 15304 (e) 15308, 15323, and 15332 as an urban infill project; and WHEREAS, the proposed Project is deemed consistent with, and furthers the objectives and policies of the City’s General Plan and zoning regulations; and WHEREAS, the City Council considered the effects of the Project on the regional need for public services, and available fiscal and environmental resources before deciding on this matter; and
WHEREAS, City staff recommended conditional approval of the Project and Special Use Permit Application No. PHSU-26-5.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: Under the provisions of PHMC Sections 10355 et. seq., the City Council finds and declares that:
A. Prior to rendering a decision on any aspect of the Project, the City Council duly considered the following:
1. All testimony, written and oral, received in conjunction with that certain public hearing conducted on April 6, 2026, which testimony, by this reference, is incorporated herein.
Attachment A
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2. That certain written staff report submitted by the Community Development Department and exhibits hereto dated April 6, 2026, which report, by this reference, are incorporated herein.
B. That the Conditions of Approval specified in Section "G" below are reasonably related to the use of the premises for which this Special Use Permit is to be issued.
C. On the basis of evidence hereinafter listed, all administrative procedures and public participation requirements prescribed in Title 7, Division 1, of the Government Code of the State of California, Article X, PHMC § 10352, and Division 13 of the California Public Resources Code commencing with § 21050, and Title 14 of the California Code of Regulations commencing with § 15000, as such procedures and requirements pertain to this Project and CEQA have been lawfully satisfied.
D. That the California Coastal Act is intended to protect natural and scenic resources; promote public safety, health, and welfare; and protect public and private property, wildlife, marine fisheries, other ocean resources, and the natural environment and that California Coastal Commission regulations establish the standards by which proposed land developments or other activities are evaluated to ensure consistency with the Act and that the Local Coastal Program (LCP) policy group of primary concern identified in the City’s LCP for the Project area involving the temporary use of Hueneme Beach Park and associated Parking Lots "B" is “Shoreline Access/Recreation and Visitor-Serving Facilities.” On the basis of the evaluations presented below, the City Council for the City of Port Hueneme finds the proposed Project consistent with and furthering the objectives of Chapter 3 of the California Coastal Act of 1976:
1. VISITOR SERVING AND RECREATION FACILITIES
A. Coastal Act (Public Resource §§ 30212.5, 30213, and 30220):
Wherever appropriate and feasible, public facilities, including parking, shall be distributed throughout an area to mitigate against the impacts of overuse of any single area. Lower-cost visitor and recreational facilities shall be protected, encouraged, and where feasible, provided. Developments providing public recreational opportunities are preferred. Coastal areas suited for wateroriented recreational activities that cannot readily be provided in inland water areas shall be protected for such uses.
B. Consistency Statement: According to local LCP policy for Hueneme Beach Park (Area A), Section 4.b. Resource Protection Zone Policies, any temporary Development or Special Use Permit projects at Hueneme Beach Park shall be focused west of Parking Lot “C.” The proposed temporary use Project will be located within Hueneme Beach Park's sandy beach, generally south of Parking Lot “B”; however, attendees will be required to not trespass on the nearby dune areas, which complies with this policy. In addition, the proposed Project will not block public access to the beach.
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CC Resolution No. ___, Page 3 of 7
E. That the following environmental findings are made based on upon the staff report dated April 6, 2026, and the project descriptions:
1. The Project is consistent with City’s General Plan and its policies including the Project’s land use designation as Open Space; it is also consistent with the Park-Reserve Zoning classification for the Project site.
2. The Project involves property located within City’s jurisdictional boundaries on parking lot sites and the Project is surrounded by urban uses and Park/Pacific Ocean.
3. The SUP property is not known to be listed by any regulatory agency as having value as a habitat for endangered, rare, or threatened species.
4. Approving the Project would not result in any significant effects related to traffic, noise, air quality, or water quality.
5. The Project is not expected to result in substantial pollution.
6. The Project area can be adequately served by all required utilities and public services.
7. The Project will not exceed the existing or planned capabilities of the sewage system.
8. The Project will not exceed the existing or planned capabilities of the solid waste system.
9. The Project is not expected to create unavoidable health hazards nor expose people to substantial health hazards.
10. The Project is not expected to have an adverse impact on adequate fire protection services.
11. The Project will not result in a population that exceeds a level of service of one officer per 1,000 residents nor result in the average response time to emergency calls exceeding three minutes.
F. That because of the facts and conclusions identified in this Resolution, the Project is categorically exempt as it establishes rules and procedures to permit operation of existing facilities; minor temporary use of land; ensure maintenance, restoration and protection of the environment; and regulate normal operations of facilities for public gatherings, and therefore categorically exempt from further CEQA review under California Code of Regulations Title 14 §§ 15301, 15304 (e) 15308, 15323, and 15332.
G. That the City Council of the City of Port Hueneme hereby grants and approves this SUP (PHSU-26-5) as a “Temporary Use” by operation of PHMC § 10355(A)(2), subject to the following conditions:
1. City approval is granted to the Applicant for the Temporary Use and location as described in the Staff Report dated April 6, 2026. Areas that may be subsequently desired by Applicant beyond that designated shall Agenda Item No. 11 Page 5 of 17 CC Agenda 04-06-2026
CC Resolution No. ___, Page 4 of 7
receive prior authorization and coordination by the City’s Director of Community Development (“Director”).
2. Taylor Penny, Recreation Coordinator on behalf of the City of Port Hueneme, is deemed the Applicant’s authorized representative who shall be available at all times while the SUP event is in progress; or, the Applicant must designate in writing to the Director a minimum of one week before starting the event as to who the authorized event representative will be and who will have complete authority to represent and to act on behalf of the Applicant. Said authorized representative must be present at the site at all times while the event is in progress.
Whenever the representative is not present during any particular time when the event is occurring, orders may be given by the Director, Public Works Director, and/or Chief of Police or their authorized staff. These orders must be obeyed by the representative who may have charge of the particular event activity to which the orders are given. If in the opinion of the Director, Public Works Director, or Chief of Police, or authorized staff that the SUP event poses a threat to the public health, safety, or welfare, or violates any of the conditions herein or other law, said official(s) may give orders to said representative to immediately correct the situation or terminate the proceedings and return the site to its pre-event condition.
The Applicant and/or representative are responsible for the actions of his/her event employees, volunteers, contractors, and subcontractors.
3. The Applicant shall take all reasonable measures to protect public and private property that may result from activities of the SUP event. The area used for the event must be cleaned of event debris and returned to its pre-event condition no later than the morning following the day of the event, or other time as approved by the Director.
4. Prior to the SUP event, the Applicant shall provide proof that it has secured all necessary permits and licenses for the event including County Health permits, if required, to the satisfaction of the Director.
5. Any vendors associated with this SUP shall obtain a City business license prior to the event.
6. Any on-site or off-site advertising, signage, banners, or similar special promotions or marketing for the SUP event in the City must be approved by the Director before use and kept in a continuous state of good condition and repair, clean and free of graffiti as determined by the Director.
7. Unless otherwise permitted by Director, the Applicant will not make, or cause to be made, any alterations to Property covered by the SUP, or any part thereof, without Director’s prior written consent.
8. The Applicant, at its sole cost and expense, comply with all of the requirements of all federal, state, and local authorities now in force, or which may hereafter be in force, pertaining to the event and will faithfully observe in the use of SUP property all applicable laws. The judgment of any court of competent jurisdiction, or the admission of Applicant in any action or proceeding against Applicant, whether City be a party thereto or Agenda Item No. 11 Page 6 of 17 CC Agenda 04-06-2026
CC Resolution No. ___, Page 5 of 7
not, that Applicant has violated any such ordinance or statute in the use of SUP Property will be conclusive of that fact as between City and Applicant.
9. A 20-foot clear emergency vehicles access road shall be provided and maintained for the duration of the event. The emergency vehicles access road shall be unobstructed by guest and staff vehicles. Road barriers shall be movable by one person without special knowledge or extraordinary effort.
10. All temporary electrical systems shall be permitted in accordance with the local building and safety department and maintained in accordance with the National Electrical Code.
11. The Applicant is hereby made aware of the potential sensitive beach resources located seaward of the beach pedestrian concrete walkways located east of Beach Parking Lot "B” extending to the “J” Street Drain and down-coast to the Ormond Beach area. The Applicant and the SUP event participants are prohibited from traversing or otherwise disturbing dune areas within these locations. In addition, participants at the Applicant’s SUP event shall not operate vehicles off-road or outside the paved beach lots and streets. In this regard, the operation of vehicles over undesignated areas is strictly prohibited without the prior approval of the Director.
12. The Applicant and participants at the SUP event shall comply with all applicable State, Federal, and local rules and regulations, government laws, and ordinances relating to the activity and all other ordinances and laws of the City, which among other things, prohibits disorderly conduct; point source noise outside of the Hueneme Beach Park that exceeds the noise regulations outlined in Port Hueneme Municipal Code; undesignated vehicles on the beach or off the public right-of-way; public intoxication or consumption of alcoholic beverages, animals on the sandy beach; fires on the beach; and boisterous, threatening, or profane and indecent language.
13. The Applicant shall not use stakes or any other means to secure the temporary tents, equipment, or any other amenity related to the subject event that will penetrate the pavement within the parking lots without express permission by the Public Works Director. Driving stakes into the pavement within Hueneme Beach Parking Lots is strictly prohibited.
14. Free parking in Beach Parking Lot 'A,' ‘B,’ ‘C,’ and along Ocean View Drives will only be available on the event day, from 6:00 P.M. until 11:00 P.M.
H. Pursuant to Public Resources Code § 30510, the City Council of the City of Port Hueneme hereby reiterates its intent to implement the Local Coastal Program and amendments thereto in a manner fully consistent with the California Coastal Act.
I. The approvals granted herein shall not become effective until all rights of appeal have been exhausted including appeal within 10 days following the date of Agenda Item No. 11 Page 7 of 17 CC Agenda 04-06-2026
CC Resolution No. ___, Page 6 of 7
receipt by the Coastal Commission of the City’s Notice of Final Action on this matter pursuant to PHMC § 10356(D).
SECTION 2: The Mayor, or presiding officer, is authorized to sign this Resolution signifying its adoption by the City Council of the City of Port Hueneme and the City Clerk, or her duly appointed deputy, may attest thereto.
SECTION 3: This Resolution shall take effect immediately upon its passage.
SECTION 4: The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions.
PASSED, APPROVED, AND ADOPTED, this 6th day of April, 2026.
Martha R. McQueen-Legohn, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
Agenda Item No. 11 Page 8 of 17 CC Agenda 04-06-2026
CC Resolution No. ___, Page 7 of 7
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the 6
th day of April 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Dated:
Georgianna Nicole Alvarez
City Clerk
Agenda Item No. 11 Page 9 of 17 CC Agenda 04-06-2026
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Agenda Item No. 11 Page 10 of 17 CC Agenda 04-06-2026
City of Port Hueneme, CA March 19, 2026
Record No:
PHSU-26-5
Special Use Permit
(SUP)
Status: Active
Submitted On:
3/3/2026
Primary Location
550 E SURFSIDE DR
COPH BEACH
PORT HUENEME, CA
93041
Owner
CITY OF PORT
HUENEME
Applicant
Taylor Penny
805-986-6676
[email protected]
550 Park Avenue
Port Hueneme, CA 93041
Project Information
Name of Business*
City of Port Hueneme
Address of Business*
250 N Ventura Road
Zoning*
Park Reserve (P-R)
Present Use of Property
Hueneme Beach Park
Event/ Project Description
2026 Movie Night Series at Hueneme Beach Park
CC&R's
Have you checkedfor deed restrictions/CC&Rs
which would prohibit this project*
Not Applicable (N/A)
Attachment B
Agenda Item No. 11 Page 11 of 17 CC Agenda 04-06-2026
Event Details
Date of the Event*
06/27/2026
Event Hours*
5 Event Location*
550 Surfside Drive, Port Hueneme, CA
93041
Expected Crowd Level*
1000
Will the event take place in a public park or at
Hueneme Beach?*
Yes
Affidavit
Owner’s Name*
City of Port Hueneme
Owner’s Address
250 N Ventura Road, Port Hueneme, CA
93041
Owner’s Signature Date
03/03/2026
Applicant’s Signature*
Taylor Penny
Applicant’s Signature Date
03/03/2026
Agenda Item No. 11 Page 12 of 17 CC Agenda 04-06-2026
Event Program Details
Event Operational Program
Event Site Plan
Event Site Plan
Certificate of Insurance
Certificate of Insurance
No File Uploaded
Event Program Details.pdf
Site Map at Hueneme Beach P
ark.pdf
Agenda Item No. 11 Page 13 of 17 CC Agenda 04-06-2026
Agenda Item No. 11 Page 14 of 17 CC Agenda 04-06-2026
Event Program Details:
Three-four movie nights on the sand during the months of June-September at Hueneme Beach Park. The Housing & Facilities Department will lay out that access mat along the sand to help those with mobility concerns gain easier access to the screen. We are asking for a five-year SUP from 2026-2031 that would allow us to film free public movies on the sand between the months of June through September.
• The dates that are tentative for this year are: 6/27, 7/25, 8/15, 9/19, but we are asking for a 5-year SUP for a movie night on the beach; one movie each month for June-September. I do not have those dates listed out this far in advance due to staffing.
• Set up is dependent on the facility to lay out the access mat. They usually do it before their shift ends for the day. Rec staff comes onsite about 2 hours before the movies begin, which is dependent on the sunset for that day.
• Approx 300-1000, depending on the movie, weather, and other local competing events. • . The Popcorn is brought and served by the vendor we use for the movie screening, called Fun Flicks. • These events are already budgeted.
• Waive parking fees at the beach for lots A, B, and C. • There will be an access mat placed to give better access to residents getting down to the sand. • Speakers will be far out on the sand and away from the street and parking lots. Residents will not be able to hear the noise.
Agenda Item No. 11 Page 15 of 17 CC Agenda 04-06-2026
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Agenda Item No. 11 Page 16 of 17 CC Agenda 04-06-2026
CITY OF PORT HUENEME NOTICE OF PUBLIC HEARING
NOTICE IS HEREBY GIVEN that a public hearing will be held by the City Council of the City of Port Hueneme on Monday, April 6, 2026, at 6:30 p.m. in the City Hall Council Chambers, located at 250 North Ventura Road, Port Hueneme, California, 93041 to consider an application by the City of Port Hueneme – Recreation & Community Services Division, for a temporary Special Use Permit (SUP) No. PHSU-26-5 for a City-sponsored movie-in-the-park screening series (“2026– 2030 Movies in the Park”) to occur annually from 2026 through 2030, with one screening per month from June through September, each evening beginning shortly after sunset and concluding by approximately 10:00 p.m. The movie series will consist of a portable screen, speaker system, an ADA-accessible mat, and a refreshment booth offering popcorn and soft drinks along Hueneme Beach Park’s sandy beach, generally south of Parking Lot “B,” located at 550 E.
Surfside Drive. Any person may attend this public hearing and be heard on this matter by submitting public comments in person or in writing.
ENVIRONMENTAL REVIEW: The proposed Special Use Permit for the “2026–2030 Movies in the Park” series is deemed categorically exempt from review under the California Environmental Quality Act pursuant to California Code of Regulations, Title 14, §15304 and §15323, as it involves temporary use of public facilities for community events with no permanent alterations to the site or expansion of use. All event structures, including the portable screen, speaker system, and refreshment booth, are temporary and removed following each screening. The screenings will occur on an already developed public beach and parking area. For these reasons, the project qualifies for a categorical exemption and is, therefore, exempt from further CEQA review.
Additional Information on this project may be obtained from the Department of Community Development, City of Port Hueneme, 250 N. Ventura Road, Port Hueneme, California 93041, or by telephone at (805) 986-6548.
If you challenge this action in court, you may be limited to raising only those issues raised at the public hearing or in written correspondence delivered to the City Clerk at, or prior to, the public hearing.
For ADA accommodations, contact the City Clerk’s Office at (805) 986-6503 or the California TDD Relay Service, at least 48 hours prior to the meeting.
/s/Georgianna Nicole Alvarez, City Clerk
Published: March 27, 2026
Attachment C
Agenda Item No. 11 Page 17 of 17 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
SUBJECT: SISTER CITY COMMITTEE REQUEST TO WAIVE FEES ASSOCIATED
WITH USE OF COMMUNITY CENTER FOR FUNDRAISER
RECOMMENDATION:
It is recommended that City Council receive a presentation from the Sister City Committee and consider whether to adopt a resolution waiving fees associated with the Sister City Committee’s use of the Orvene S. Carpenter Community Center auditorium for a fundraiser event in May 2026.
BACKGROUND/ANALYSIS:
The Sister City Committee (SCC) was initially created by the City of Port Hueneme but was recently incorporated as a 501 (C) 3, non-profit entity registered with the State of California. As a non-profit, SCC is now responsible for taking all actions to fulfill its mission, comply with regulatory requirements and manage its finances, independent of the City.
The City Council agreed to allow SCC to operate as an independent entity last year, and noted that the SCC may potentially submit requests for city assistance that will then need to be approved or declined by the City Council. The City Council approved a fee waiver for a fundraiser for SCC last year. SCC has asked to give a presentation detailing the success of last year’s event, while also requesting a fee waiver for this year’s event, currently anticipated to occur in May 2026. The City Council may consider that request and approve or deny at this time.
The Sister City Committee is interested in utilizing the auditorium at the Community Center for a three-hour period to conduct a fundraising event. A tentative event date has not been selected, but if approved, staff will work with the committee regarding availability in May 2026 to ensure that the date and time selected do not impact any ongoing programing at the Center. Details for the event are being developed but, at this time, the Sister City Committee has indicated that they envision that the event will consist of dinner, with a Mexican spirit tasting, and music with event proceeds being used to establish a scholarship program for students that are currently attending or planning to attend college.
Agenda Item No. 12 Page 1 of 4 CC Agenda 04-06-2026
Sister City – Waiver of Rental Fees
April 6, 2026
The City Council has previously expressed support for the Sister City Committee by authorizing the use of contract and staff resources to assist in the creation of a nonprofit and by waiving fees associated with a prior use of a classroom at the Community Center. Future requests for support will be considered by the City Council on a case-bycase basis.
FISCAL IMPACT:
Approval of the request would waive of the following fees associated with the facility’s use: application fee of $32, refundable security deposit of $500 and $750 rental fee.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Support and establish programs and events that created a strong sense of community pride and a connection to our history and heritage ATTACHMENTS:
A. Resolution
Agenda Item No. 12 Page 2 of 4 CC Agenda 04-06-2026
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT HUENEME,
CALIFORNIA, WAIVING FEES ASSOCIATED WITH THE SISTER CITY COMMITTEE’S USE OF THE ORVENE CARPENTER COMMUNITY CENTER WHEREAS, the Sister City Committee plays a vital role in fostering cultural exchange and international goodwill between the City of Port Hueneme and City of Puerto Vallarta; and WHEREAS, the City Community Center provides a venue suitable for meetings and events including fundraising activities; and
WHEREAS, members of Port Hueneme’s Sister City Committee are planning an event to raise funds to support programs coordinated through the Sister City Committee including a scholarship program; and
WHEREAS, the Sister City Committee has requested access to one of the auditoriums at the Orvene Carpenter Community Center to facilitate a fundraising event which is tentatively scheduled for May, 2026 (a specific date will be identified that does not conflict with other facility uses); and
WHEREAS, waiving fees for the use of the City Community Center by the Sister City Committee demonstrates the City’s support for community organizations that contribute to cultural and educational initiatives.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT HUENEME, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1: The City Council of Port Hueneme hereby authorizes all fees associated with the Sister City Committee's use of the City Community Center for a fundraising event to be waived.
SECTION 2: The City Council of Port Hueneme authorizes the City Manager to execute all necessary agreement, contracts or permits as may be required for this event.
SECTION 3: This Resolution shall take effect immediately upon its passage.
SECTION 4: The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions.
PASSED, APPROVED, AND ADOPTED, this 6
th day of April, 2026.
Martha R. McQueen-Legohn, Mayor
ATTEST:
________________________________
Georgianna Nicole Alvarez
City Clerk
Attachment A
Agenda Item No. 12 Page 3 of 4 CC Agenda 04-06-2026
CC Resolution No. ___, Page 2 of 2
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF VENTURA ) SS.
CITY OF PORT HUENEME )
I, Georgianna Nicole Alvarez, City Clerk of the City of Port Hueneme, California, do hereby certify that the foregoing Resolution No. ____ was duly adopted at the regular meeting of the City Council on the ___ day of _________, 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Dated:
Georgianna Nicole Alvarez
City Clerk
Agenda Item No. 12 Page 4 of 4 CC Agenda 04-06-2026
DATE: April 6, 2026
TO: Honorable City Council
FROM: James Vega, City Manager
Charles Peretz, Deputy City Manager
Anna Hanely, Recreation and Community Services Manager
SUBJECT: RECOMMENDATIONS FOR RESERVABLE SPACES, FEES AND
PERMITTED ACTIVITIES IN CITY PARKS
RECOMMENDATION:
It is recommended that the City Council receive information regarding proposed changes to rules, fees and processes associated with the park reservation process and general park use and provide staff with direction.
BACKGROUND/ANALYSIS:
On October 20, 2025 the City Council received a presentation regarding the City’s park reservation process, with a specific focus on the newly implemented amenities at Bubbling Springs Park. During discussion of this item, City Council members offered various comments and suggestions and directed staff to consider such suggestions and return with additional information.
Comments and suggestions that arose during discussion at the October 20, 2025 Council meeting included the following:
1. Assess the need for additional signage for reservable spaces and rules for vacating permitted areas
Kiosks are currently located adjacent to each reservable space at Bubbling Springs Park. These kiosks display information which notifies the public that the space is subject to reservation, include approved permit information, and contain instructions pertaining to the park reservation process.
As noted during the October 20 staff presentation, the City is aware of two conflicts between groups using a reservable facility without a permit and a permit holder.
In order to ensure that the City has the legal authority to compel individuals and groups to vacate a facility reserved to another party, staff is recommending that appropriate language be added to the Port Hueneme Municipal Code. With Agenda Item No. 13 Page 1 of 4 CC Agenda 04-06-2026
Park Reservation System
April 6, 2026
associated Council direction, staff will prepare a proposed ordinance amendment and return to the Council to seek approval to modify the Municipal Code.
2. Consider adding staff attendant services to enhance permit related maintenance and calculate associated cost changes to permit fees
In preparation for the reopening of Bubbling Springs Park, the City Council reviewed and approved permit fees associated with the reservation of various park amenities. At that time, staff provided information about comparable fees charged by other agencies, and it was noted that Port Hueneme’s approved fees were set at a price point to ensure affordability for residents while still helping to offset the maintenance and operational costs of the newly renovated park.
As part of Council’s discussion staff was asked to research costs associated with providing a staff attendant to enhance maintenance associated with picnic area permits. This would include cleaning tables and seating areas, clearing the reserved area of any trash and emptying adjacent trash cans.
The City’s standard picnic reservation is for a period of 3 hours (additional hours may be reserved for an additional cost). The existing fee for a resident to reserve a picnic area is $60 (for a 3-hour block) and $90 for non-residents. The cost of having a staff member service the area in preparation for the permitted activity would be $100.
If Council provides direction to have an attendant available to perform pre-event preparation, post-event clean up and be available during the event, the total cost for the staff attendant would be $200 for a standard 3-hour reservation. If Council provides direction to add attendant costs to the City’s Master Fee Schedule, staff would recommend that this be an optional fee that permittees may select. Making this fee a required cost, may make picnic area reservations cost prohibitive for some community members.
3. Consider the request to allow use of the restroom near picnic area #2 in connection with permitted use of that area
Allowing use of the restroom near picnic area #2 would require staff involvement to unlock, clean, and stock the restroom prior to the permitted activity, as well as locking the restroom at the conclusion of the reservation.
Because this level of service would align with having an attendant before, during, and after the event, the $200 staff attendant fee described above would apply. In this case, the $200 fee would also include unlocking, cleaning, stocking, and locking the restroom in addition to the general event support services.
If Council is supportive of this approach, this cost would be incorporated into an amendment to the Master Fee Schedule.
Agenda Item No. 13 Page 2 of 4 CC Agenda 04-06-2026
Park Reservation System
April 6, 2026
4. Consider setting a guest capacity limit for picnic areas Having a maximum capacity for park picnic areas is a practice used by many cities.
Staff has been supportive of establishing such maximum capacity standards as well as a set of criteria that would require an applicant to obtain a special use permit rather than a traditional park permit. Staff recently amended park permit process for picnic areas to indicate that (based size and seating capacity) permitted uses of both picnic areas are limited to 50 people and clearly state that a special use permit is required for activities go beyond routine, general public park use (e.g. amplified sound, commercial activity, food service providers, large tents, and other factors that have the potential to create a non-routine impact). The guest capacity limits established align with limits commonly used in other jurisdictions.
5. Review the Municipal Code related to the use of jolly jumpers (bounce houses) and offer recommended changes.
The City’s practice of not permitting the use of such devices in city parks has been based on prior communications with the California Joint Powers Insurance Authority and the effort to mitigate risk exposure. A number of municipalities in Ventura County allow bounce houses in city parks. Most commonly separate permits and special insurance requirements are required. A number of local cities require applicants to utilize a vendor that has been vetted and pre-approved by the city.
Staff is supportive of that process as it facilitates compliance with insurance and permit requirements and use of approved locations within the park. With direction from Council, staff will undertake the process of soliciting and vetting interested vendors and develop the associated permit process. The Code does not specifically refence jolly jumpers or similar inflatable equipment. It is recommended that the Code be amended to prescribe the rules and regulations associated with the use of such equipment.
6. Review the Municipal Code related to the use of personal barbeques and offer recommended changes.
Within the context of city parks, the City of Port Hueneme Municipal Code make specific references to the prohibition of “campfires and other fires” in places other than those “designated for such purposes” and specifically prohibits cooking at Hueneme Beach Park, other than within designated areas. If the Council wishes to expressly permit the use of personal barbeques in city parks, it is recommended that it direct staff to amend the Municipal Code. If such direction is given staff will return with proposed language which would include the type(s) of barbeques that are permitted and location restrictions.
Policies on personal barbecues in parks vary by municipality. Some cities allow them, while others prohibit them entirely due to safety and fire concerns. When BBQs are permitted, they are typically subject to specific regulations. For example, Agenda Item No. 13 Page 3 of 4 CC Agenda 04-06-2026
Park Reservation System
April 6, 2026
some agencies dictate that personal grills may only be used in specific areas, e.g. paved areas and/or specific distances from trees or shrubs. Additionally, it is common for cities to ban the use of charcoal grills and allow only propane or other non-charcoal grills. If Council provides direction to amend the Municipal Code with regard to barbeques, staff would recommend that the amendment apply equally to all park areas, prohibit the use of non-propane grills and establish minimum distances from trees, shrubs and designated park use areas.
Staff recommends that Council additional Code amendments that would explicitly prohibit the following within a City Park:
1. The installation or affixation of personal property without written permission of the City
2. The use of amplified sound, temporary structures, for-profit activity, and/or use of vendors without the appropriate City permit.
3. Use of a designated park space for an unintended use, e.g. dogs within the tennis and pickleball courts and/or baseball or multi-purpose fields.
FISCAL IMPACT:
Depending on the direction provided, Council action could result in the expenditure of staff time. These funds are currently included in the approved budget.
STRATEGIC PLAN:
Primary Strategic Pillar(s) and Initiative(s):
Optimal Levels of Service for Residents and Businesses
• Promote operational excellence in all City functions and embody best practices as a municipality
• Establish desired service levels for all City functions • Increase communication, outreach and proactive engagement of all members of our population
Safe, Secure, & Beautiful Community
• Upgrade our beach, parks, City-owned facilities and structures to provide a better experience for our residents, employees, commuters, and visitors ATTACHMENTS:
None.
Agenda Item No. 13 Page 4 of 4 CC Agenda 04-06-2026