Richmond City Council
November 28, 2023

Request for Proposals

Consulting Firm to Audit Gross Receipts Tax

Release Date: September 13, 2023

Deadline for Submittal
October 4, 2023

Contact: Antonio Banuelos
Email: [email protected]

Phone Number: 510.620.6741

City of Richmond
Finance Department

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INTRODUCTION

The City of Richmond requests proposals from qualified and experienced consulting firms to project gross receipts for very large, complex businesses and to review their financial, manufacturing, and processing records to confirm that reported gross receipts are correct. The City reserves the right to make one award or multiple awards under this RFP, whichever is deemed to be in its best interest. The City also reserves the right to make partial or full award of the services described below. This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of three (3) years with two optional one-year extensions by means of a mutual agreement of both parties.

Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to have read and understand these documents.

ABOUT THE CITY

The City of Richmond was chartered as a city in 1909, and is located 16 miles northeast of San Francisco, directly across the San Francisco Bay. Richmond’s population is 103,828. The mission of the City of Richmond is as follows:

The City of Richmond provides services that enhance economic vitality, the environment and the quality of life of our community.

The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events.

The City also operates the Richmond Memorial Convention Center and the Port of Richmond.

BUSINESS TAX ORDINANCE BACKGROUND

City Council placed a measure on the November 3, 2020 ballot that was approved by the voters, and changed the business license tax calculation methodology in the Business Tax Ordinance to be based on gross receipts in the City of Richmond instead of the number of employees. The new model calculates the business license tax based on the amount of gross receipts (total amount of money received in connection with any sale) in Richmond by the business and then charging a specific percentage based on the type of business and the amount of revenue generated. The tax to businesses ranges from 0.075% to 1.395% of gross receipts.

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Previously, the business license tax in most cases was based on the number of employees. The base rate was $234.10 per year and increased per employee a business has working in Richmond (the first 25 employees were charged at $46.80 per employee, and employees above 25 were charged at a rate of $40.10 per employee).

By modernizing our business license tax structure, the City can give needed tax relief to small businesses and generate increased revenue needed to protect vital City services that support Richmond residents, and keep neighborhoods clean, well-maintained, and safe.

RFP SCHEDULE

Date Activity
9-13-23 Release RFP
9-28-23 Final Day to Submit Questions (5:00 PM)
10-4-23 RFP Due Date (3:00 PM)
10-16-23 Short List Interviews
10-23-23 Final Selection and Contract Negotiations
11-21-23 City Approval Processes
11-22-23 Effective Date of Contract

SCOPE OF SERVICES

The City of Richmond seeks qualified and experienced consulting firms to project gross receipts for very large, complex businesses and to review their financial, manufacturing, and processing records to confirm that reported gross receipts are correct. During the life of the contract, the consultant will perform audits of selected businesses to determine accuracy of business tax remittances.

A draft scope of services detailing the anticipated tasks associated with this consulting effort is included below.

Task 1: Project Launch, Review of Background Materials, and Development of Work Plan

Review all materials associated with the new Business Tax Ordinance (hereafter “Ordinance”) and prepare a detailed work plan, including anticipated deliverables, a project schedule, and milestones that meet the City's requirements. 153

Development of the work plan shall be informed by: (1) case studies of other cities utilizing a gross receipts methodology for calculation of their business license tax; (2) staff engagement; (3) informational interviews; and (4) any other methods to gather, organize and analyze input.

Task 2: Methodology to Conduct Audit

Contractor shall provide proposed methodology for determining which establishments will be audited. Provide information on how the selection method is not only fair, but also most likely to detect those businesses that are incorrectly remitting payments.

Task 3: Post-Audit Training

Provide additional professional services as requested by the City or recommended by the Contractor to ensure optimal implementation of Measure U post-audit training to businesses to maximize future compliance.

PROPOSAL FORMAT GUIDELINES

The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 20 double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera, but not including cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub -consultants. The required font size is 12 point, with minimum left and right margins of one -inch, and top and bottom margins of 0.7 inches.

Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:

A. Vendor Cover Letter
A cover letter, not to exceed three pages in length, should summarize key elements of the proposal and shall:
● Confirm that all elements of this RFP have been reviewed and understood;
● Include a statement of intent to perform the services as outlined; 154

● Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment B) and in the sample Service Agreement (Attachment C); ● Submit a written description and brief history of the company’s experience, qualifications and success in providing consulting services to audit gross receipts tax as described herein or similar type. Please indicate the number of employees, client base and location of offices. ● Include the address and telephone number of the vendor’s office located nearest to Richmond, California and the office from which the project will be managed.
● Stipulate that the proposal price will be valid for a period of at least 180 days.
● Identify a single person for contact during the RFP review process; and ● Cover letter shall be signed by an authorized official of the company.

B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to description of services for this RFP.

C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. 4) Detailed description of specific tasks you will require from City staff.

Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Services.

D. Staffing

Describe proposed Project team organization, including identification and responsibilities of key personnel. Indicate role and responsibility of prime consultants and all sub-consultants. If applicable, indicate how local firms are being utilized to ensure a strong understanding of state and local laws, 155

ordinances, regulations, policies, requirements, and permitting. Indicate the extent of the commitment of key personnel for the duration of the Project and furnish resumes of key personnel. Provide an indication of the staffing level for the Project. The City of Richmond’s evaluation of the proposal will consider the proposer’s entire team; therefore, no changes in the team composition will be allowed without prior written approval of the City of Richmond. Sub-consultant letters of commitment are required and must be submitted with the proposal.

Describe the experience of the proposer’s Project team in detail, including the team’s Project Manager, and other key staff members, on projects of similar size, capacity, and dollar value. For each similar project, include the client’s name and correct telephone number. It is the City of Richmond’s policy to interview proposers’ references as well as references identified by the City of Richmond.

E. Qualifications
The information requested in this section should describe the qualifications of the firm, key staff and sub‐contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of service.

2) A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.

3) Provide at least three (3) references that received similar services from your firm. The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:

a) Client Name and contact info
● Telephone and email address
● Address
b) Description of services provided including contract amount c) Project start and end dates

F. Cost Information

Provide the total direct and indirect costs to complete all tasks identified in the scope of services.

a. The overall price and budget, showing the level of effort and cost breakdown by tasks identified in the scope.
b. Provide cost breakdown by sub-consultants, if any.

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The budget should include an estimate of hours for each task and for all team members, along with their billing rates. Detail the types of non-labor expenses for which you would expect to be reimbursed.

The top-ranked proposer will be required to participate in negotiations which may result in revisions to the proposal. The cost and method of compensation will be negotiated with the top-ranked proposer.

G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the proposer offers to provide.

H. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the proposer will employ to ensure that any subcontractor complies with the provisions of the proposers contract with the City.

I. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.

J. Exceptions to this Request for Proposals

The proposer shall state whether it takes exception to any portion of this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment C). If the proposer does take exception to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of the City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.

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K. Statement of Impartiality and Disclosure

The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.

PROCESS FOR SUBMITTING PROPOSALS

Questions Concerning Request for Proposals

All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on September 28, 2023. If the City finds it necessary to issue an addendum, prospective proposers will receive email notification of addendum. It is the proposers responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids
for any possible Addenda to the RFP that may have been
posted.

Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.

Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.

Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids.

To download RFP, new vendors will
be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.

Submission of Proposals

Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.

The proposal must be received no later than 3:00 p.m., local time, on October 4, 2023.

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The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.

The City of Richmond reserves the right to waive inconsequential irregularities.

GENERAL GUIDELINES

This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.

The City reserves the right to:

1. Reject any or all proposals.

2. Issue subsequent Requests for Proposal.

3. Postpone opening for its own convenience.

4. Remedy technical errors in the Request for Proposal process.

5. Negotiate with any, all, or none of the Respondents.

6. Solicit best and final offers from all or some of the Respondents.

7. Select one or more Respondents.

8. Accept other than the lowest proposed fees.

9. Waive informalities and irregularities in proposals.

Public Records

All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.

Insurance Requirements

The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment B. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days 159

of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.

Business Licenses

The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.

Compliance with City Ordinances

The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code
(RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter

2.65), which are incorporated into the Contract Documents by this reference.

Sanctuary City Contracting Ordinance (SCCO)

The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal.

Collusion

By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.

Withdrawal of Proposals

A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.

Ownership of Documents

All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in 160

part for the Project shall be subject to private use, copyrights or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.

PROPOSAL EVALUATION AND SELECTION PROCESS

All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.

Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.

The top Proposals may then be invited to make a presentation to the evaluation panel at no cost to the City.

The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals.

Overall responsiveness to the RFP is an important factor in the evaluation process. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:

The Proposal/Methodology and Work Plan – 30%

The proposers responsiveness to the RFP including completeness and thoroughness of proposal; demonstrated understanding of the RFP scope of services; methods of approach, and work plan. All required information must be provided in the format specified. This category will also evaluate:

● Ability to provide services as outlined in the RFP.
● Approach and proposed methodology to project scope
● Demonstrated knowledge of the work required
● Explanation of the Project or services required
● Innovative approaches and internal measures for timely completion of Project

Project Team – 25%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firms:
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● Qualifications and relevant individual experience
● Unique qualification of key personnel
● Staff Availability / Time commitment of key members
● Organization chart

Proposer Qualifications – 30%
Technical experience in performing work related to type of services; experience working with public agencies; record of completing work on schedule; strength and stability of the firm; technical experience and strength and stability of proposed sub consultants; and assessments by client references as available.

Cost Proposal – 15%

Pre-Award Negotiations

After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:

● Resolving minor differences and information
● Clarifying necessary details and responsibilities
● Emphasizing important issues and points
● Receiving assurances from respondents
● Cost/budget clarifications

If the City cannot successfully negotiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.

Selection may be made without further discussion, negotiations or presentations; therefore, proposer shall offer the most favorable terms in response to this RFP. The proposer must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Proposer shall include information that will enable the City to determine their overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.

Award - When the Review Panel has completed its work, City staff will then recommend a consulting firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment C).

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November 28, 2023

Finance Department

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Nickie Mastay, Deputy City Manager, Internal Services
Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Antonio Banuelos, Accounting Manager
Subject:

Ordinance changing the due date of the Business Tax for businesses (excluding rental businesses) from July 1st to April 1st and adding a section allowing for a thirty-day grace period before late fees are assessed.

FINANCIAL IMPACT: There is no financial impact with changing the due date for businesses (excluding rental businesses) from July 1 to April 1 nor with allowing a thirty-day grace period
before late fees are assessed.

PREVIOUS COUNCIL
ACTION:

N/A

STATEMENT OF THE
ISSUE:

The proposed Ordinance will change the due date for the business tax (excluding those due from rental
businesses) from July 1 to April 1 and add a section
allowing for a thirty-day grace period before late fees are assessed.

RECOMMENDED ACTION: INTRODUCE an ordinance (first reading) changing the due date for the business tax (excluding those due from rental businesses) from July 1 to April 1, and add a
section allowing for a thirty-day grace period before late fees are assessed – Finance Department (Nickie
Mastay/Andrea Miller/Mubeen Qader/Antonio Banuelos
510-620-6741).

AGENDA
REPORT
246

November 28, 2023
DISCUSSION:

City Council placed a measure on the November 3, 2020 ballot that was approved by the voters, which changed the Business Tax calculation methodology to be based on gross receipts instead of the prior method based upon the number of employees employed by a business.

The current ordinance states that July 1 is the business tax due date for all businesses except those involving property rentals. City staff is requesting to amend the due date as stated in section 7.04.300 (D) of the Richmond Municipal Code as follows:

7.04.300 Certificates—Issuance, Declaration, Content, Due Date

(D) Due Date—All Other Businesses. With respect to any persons engaging in any business activities other than residential and non -residential rental businesses activities, annual declaratio ns and business tax payments shall be due by or before July April 1 of each calendar year for which a person is issued a business tax certificate, unless the city council, in its discretion, declares a different due date.

There are a few reasons for this request.

First, it is closer to the expiration date of December 31. Many business owners have expressed a desire for that window – expiration date and due date – to be shorter.

Second, receiving payments earlier in the year means that payments are received and processed during the actual fiscal year. Currently, payments received in late June and in July result in the payment needing to be accrued. This past year, with the due date of July 1, 2023, the City received a little over $2 million after July 1, 2023, in business tax that accrued to fiscal year 2023-24. These payments came from 1,375 different businesses. Additionally, City staff deem it better to receive the funds earlier in the year for both forecasting reasons and cash flow needs. Finally, the more payments Finance staff can process before July, the more they are available to focus on year-end closing and audit requests.

With the due date for rental property business tax as March 1 and with the proposed due date for all other businesses to April 1, we are also requesting to add language giving business owners an extra 30 days to submit payments before late fees are assessed. City staff is requesting to amend the due date as stated in section 7.04.400 (d) of the Richmond Municipal Code as follows:

7.04.400 Penalty for nonpayment.

A. The following non-payments are declared delinquent:

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November 28, 2023

1. Every annual business tax or portion thereof that is not paid on or before the deadline to make such payment;

2. Every registration fee and portion thereof for a newly established business, that is not paid within thirty (30) days after commencing business; and

3. Any other tax, penalty, fee, or interest, or portion thereof, that is not paid by any date and time established or declared pursuant to this chapter.

4. Any person who fails to file any required statement and/or fails to pay the amount of the tax prescribed in this chapter within thirty (30) days after it becomes due, shall be deemed delinquent.

54. Any person whose non-payments are deemed delinquent shall pay a penalty as follows:

(a) Ten percent (10%) of the total amount that remains delinquent as of the expiration of the deadline to make such payment; plus (b) Twenty-five percent (25%) of the total amount that remains delinquent as of the expiration of sixty (60) days after the deadline to make such payment, not including any penalty amount. For the purpose of this subsection, any partial payments shall be first credited against any outstanding penalties and then against the principal delinquent amount.

65. Proof of payment of Business Tax or Registration Fee. If a dispute arises regarding the date a payment was received by the city, the burden of proof is on the taxpayer to demonstrate that the taxpayer made and the city received timely payment.

Next Steps

Finance staff recently began mailing out the 2024 renewal notices for rental property businesses. The due date for the notices is March 1, 2024. During the next few weeks, Finance staff will start mailing out the 2024 renewal notices for all other businesses. The Finance Department is providing augmented business tax services to the Richmond business community in person, via phone calls, through our online payment portal, and through virtual online appointments.

The community can leave questions for staff on the business tax hotline at 510-620- 5555 or send an email to [email protected].

DOCUMENTS ATTACHED:

Attachment 1 – Ordinance
248
ORDINANCE NO. N.S.

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RICHMOND AMENDING CHAPTER 7.04 TO THE CITY OF RICHMOND MUNICIPAL CODE ENTITLED “BUSINESS LICENSES”

The City Council of the City of Richmond do ordain as follows:

SECTION 1. Section 7.04.300 (D) of the City of Richmond Municipal Code is hereby amended to read as follows:

(D) Due Date—All Other Businesses. With respect to any persons engaging in any business activities other than residential and non -residential rental busi nesses activities, annual declarations and business tax payments shall be due by or before July April 1 of each calendar year for which a person is issued a business tax certificate, unless the city council, in its discretion, declares a different due date .

SECTION 2. Section 7.04.400 of the City of Richmond Municipal Code is hereby amended to read as follows:

A. The following non -payments are declared delinquent:

1. Every annual business tax or portion thereof that is not paid on or before the deadline to make such payment;

2. Every registration fee and portion thereof for a newly established b usiness, that is not paid within thirty (30) days after commencing business; and

3. Any other tax, penalty, fee, or interest, or portion thereo f, that is not paid by any date and time established or declared pursuant to this chapter.

4. Any person who fails to file any required statement and/or fails to pay the amount of the tax prescribed in this chapter within thirty (30) days after it becomes due, shall be deemed delinquent.

5.4. Any person whose non -payments are deemed delinquent shall pay a penalty as follows:

(a) Ten percent (10%) of the total amount that remains delinquent as of the expiration of the deadline to make such payment; plus

(b) Twenty-five percent (25%) of the total amount that remains delinquent as of the expiration of sixty (60) days after the deadline to make such payment, not including any penalty amount. For the purpose of this subsection, any partial payments shall be first credited against any outstanding penalties and then against the princ ipal delinquent amount.

249

65. Proof of payment of Business Tax or Registration Fee. If a dispute arises regarding the date a payment was received by the city, the burden of proof is on the taxpayer to demonstrate that the taxpayer made and the city received timely payment.

SECTION 3. If any section, subsection, paragraph, sentence, clause or phrase of this Ordinance is for any reason held by a court of competent jurisdiction to be unconstitutional or invalid, the remaining portions of this Ordinance shall remain in full force and effect. The City Council hereby declares that it would have passed each section, subsection, paragraph, sentence, clause or phrase of this Ordinance irrespective of the unconstitutionality or invalidity of any section, subsection, paragraph, sentence, clause or phrase.

SECTION 4.

This Ordinance becomes effective thirty (30) days after its final passage and adoption.

*****************************
(This section to be completed by Clerk’s Office)

First introduced at a regular meeting of the City Council of the City of Richmond held on _____________ and finally passed and adopted at a regular meeting held on ___________ by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

________________________________________
Clerk of the City of Richmond

(SEAL)

Approved:

_______________________________
Mayor

Approved as to form:

250
____________________________
City Attorney
251

November 28, 2023

Finance Department

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Vrenesia Ward, Sr. Budget Analyst
Subject:

Compliance with Developer Fees Reporting
Requirements of Sections 66006 and 66001 of the
Government Code
FINANCIAL IMPACT: Receipt of the annual year-end developer fee report has no financial impact on the City.

PREVIOUS COUNCIL
ACTION:

Click or tap here to enter text.

STATEMENT OF THE
ISSUE:

Pursuant to Section 66006 of Government Code, every
local agency is required to make public a report at a
public meeting on collected developer fees within 180
days after the close of each fiscal year. Section 66001 of the Government Code requires every local agency to
spend or commit collected developer fees within five
years of collection. If fees remain unexpended or
uncommitted five years after collection, the local agency must make the finding that there remains a reasonable
relationship between the current need for the fees and
the purpose for which it was originally collected.

RECOMMENDED ACTION:

RECEIVE the annual year-end developer fee report as
required pursuant to Section 66006 of Government Code
– Finance Department (Andrea Miller/Mubeen
Qader/Vrenesia Ward 510-621-1211).

DISCUSSION:

On January 1, 1989, AB1600 went into effect. AB1600 added Section 66000 et. seq. to the Government Code (Code) which added several requirements that local agencies AGENDA
REPORT
252

November 28, 2023
must follow if they collect developer fees to pay for the cost of construction of public facilities or public services related to mitigating impacts caused by development projects.

Section 66006(b)(1) of the Code requires each local agency to make public a report on collected developer fees within 180 days after the close of each fiscal year. The City has completed its year-end report (Attachment 1). The report includes a brief description of the fee type in the fund, amount of the fee, beginning and ending balances of each fund and any interest earned. Section 66006(b)(2) of the Code requires each local agency to review its year-end report at a public meeting. Receipt of the year-end report at this meeting is the required public meeting.

Each local agency is also required pursuant to Section 66001 of the Code to spend or commit collected developer fees within five years of collection. If fees remain unexpended or uncommitted five years after collection, the local agency must make a finding that there remains a reasonable relationship between the current need for the fees and the purpose for which it was originally collected to continue use of such funds for projects. All relevant fees are committed and/or are not approaching the five-year limit. Therefore, no resolution is required as part of this annual report.

Through the General Plan and fee studies the City established the required nexus between development, improvements and services necessary to mitigate the effects of development, and approved fees to fund the mitigation measures. The funds for which fees are collected are as follows:

Fund Number Fund Description
2110 Park Land Dedication
2111 Traffic
2113 Fire
2114 Police
2115 Community Aquatic
2116 Parks Open Space
2117 Library
2118 Hilltop
2119 Storm Drainage
2120 Wastewater

The City uses Uniform Building Code (UBC) regulations to factor fee amounts for developer fees the City collects. Public facilities fees pay for major infrastructure improvements and public services reasonably related to new development. Examples are off-site roads, traffic signals, parks, recreation facilities, fire facilities and services, and police facilities and services. The City’s Master Fee Schedule, which includes developer impact fees, is available at the City’s website as follows:

Approved-Master-Fee-Schedule-2023-PDF (richmond.ca.us)

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November 28, 2023
The adopted Master Fee Schedule (last updated June 2023) details fees for each of the following categories:

 Residential single-family development per dwelling unit;  Residential multi-family development, per dwelling unit;  Commercial development per 1,000 square feet;
 Office development per 1,000 square feet;
 Industrial development per 1,000 square feet; and
 Warehousing space per 1,000 square feet.

In each of the above stated categories, the following developer impact fees are specified:

 Park/open space;
 Sewer;
 Traffic;
 Community/aquatic centers;
 Storm drainage;
 Library;
 Police facilities; and
 Fire facilities;
 Subregional Transportation Mitigation Fee Program.1

Government Code Requirements

There are generally eight requirements regarding fees that the local agency must adhere to pursuant to the Code.

1. Create separate capital facilities funds for each improvement funded with impact fees (Section 66006(a)).

2. Remit all interest income earned by the fees to the same fund. Interest income must be spent solely on the purpose for which the fees were collected (Section 66006(a)).

3. Prepare a public report concerning each impact fee fund within 180 days after the close of each fiscal year. Such report must include the: fund’s beginning and ending balance for the fiscal year, amount of fees and interest deposited into the fund each year, and the description for each expenditure from the fund for that year, including identification of the improvement being funded (Section 66006(b)).

1 The Subregional Transportation Mitigation Fee Program (STMP) applies specifically to the following land use types: single-family residential, multi-family residential, senior housing, hotel, retail, office, industrial, storage facility, church, and hospital categories.
254

November 28, 2023

4. Review the report at a public meeting not less than 15 days after the report is released to the public (Section 66006(b)).

5. If fees remain unexpended or uncommitted five years after being collected, the local agency is to return the funds to the developer or make a finding that there remains a reasonable relationship between the current need for the fees and the purposes for which they were originally collected (Section 66001(d)).

6. Refund any fees with accrued interest to current owner of the lots, units or developed project for which continued need cannot be demonstrated (Section 66001(e)).

7. A local agency must not commingle fees with any other revenue, except for temporary investment purposes (Section 66006(a)).

8. A local agency may not spend impact fees for maintenance or operation of improvements funded with impact fees (Section 65913.8).

Annual Report FY 2022-23

The annual report (Attachment 1) shows revenues, expenditures, and the beginning and ending fund balance for each fund. As shown in the annual report, the City is in full compliance with all eight requirements listed above.

The Subregional Transportation Mitigation Fee Program (STMP) fund is administered by the West Contra Costa Transportation Advisory Committee (WCCTAC). The STMP fund is included in the annual report pursuant to Section 15.12.040(L) of the Richmond Municipal Code which provides that the STMP fee be reported on in the City’s annual report. STMP funds are only available for City projects pursuant to the 2006 Master Cooperative Agreement between the Contra Costa Transportation Authority and the Cities of El Cerrito, Hercules, Pinole, Richmond, San Pablo, County of Contra Costa and WCCTAC; STMP fees are not administered by the City.

DOCUMENTS ATTACHED:

Attachment 1 – Annual Report
255
Attachment 1
Impact Fees FY2022-23
Revenue & Expenditures Report Cost
Community Recovery
Park Land Center Park/Open Planning &
Dedication Traffic Fire Police Aquatic Space Library Hilltop Storm Drain Wastewater Building1 Fund Number 2110 2111 2113 2114 2115 2116 2117 2118 2119 2120 1050

REVENUES
Fees 12,780 606,750 63,164 49,323 55,980 233,456 109,583 218,407 395,593 2,250,053 Use of money and property 3,518 32,193 2,484 15,698 12,540 67,920 38,751 734 22,411 51,439 TOTAL REVENUES 16,298 638,943 65,648 65,021 68,520 301,376 148,334 734 240,818 447,031 2,250,053

EXPENDITURES
JPA Sportsfield Agreement 15,000
33rd & Macdonald Intersection Traffic Signal
and Bulb Out Project 7,168
Fire Protection Equipment and Gear 84,259
Replacement of playground surfacing at
Burg, Nevin, Lamoine and Huntington Parks 269,519
Grant Writing Services 1,068
Comp Hardware <5k 162
Other Equipment , chairs, cash register,
sit/stand adjustable equipment 3,409
Access services office supplies 1,119
Wastewater Treatment Plant Cogeneration
Project 164,470
Transfer-Out 3% Admin Fee to Planning 383 18,203 1,895 1,480 1,679 7,004 3,287 6,552 11,868 West County Transportation Advisory
Committee (WCCTAC), pass-through 2,250,053
TOTAL EXPENDITURES 15,383 25,371 86,154 1,480 1,679 276,523 9,045 - 6,552 176,338 2,250,053

EXCESS (DEFICIENCY) OF REVENUES OVER
EXP 914 613,572 (20,506) 63,541 66,841 24,853 139,289 734 234,266 270,694 -

LIABILITIES
Accounts Payable 94,998
TOTAL LIABILITIES - - - - - - - - - 94,998 - NET CHANGE IN FUND BALANCES 914 613,572 (20,506) 63,541 66,841 24,853 139,289 734 234,266 365,691 - FUND BALANCES (DEFICITS), JULY 1, 2022 155,732 950,244 81,238 579,372 508,594 2,940,178 1,661,929 31,652 803,946 2,149,937 - FUND BALANCES (DEFICITS), JUNE 30, 2023 156,646 1,563,816 60,732 642,912 575,435 2,965,031 1,801,218 32,386 1,038,211 2,515,629 - 1In FY2022-23, the City collected and remitted pass-thru funding of $2,250,052.98 to West County Subregional Transportation Mitigation Program (STMP) which is managed and disbursed by West Contra Costa Transportation Advisory Committee (WCCTAC). 256

November 28, 2022

Finance Department

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Antonio Banuelos, Accounting Manager
SUBJECT:

Fiscal Year 2023-24 Quarter 1 Budget Review
FINANCIAL IMPACT: The fiscal impact is an increase in the General Fund budget appropriation of $237,677 and in the Non-General Funds Budget appropriation of $2,183,029.

PREVIOUS COUNCIL
ACTION:

June 20, 2023

STATEMENT OF THE
ISSUE:

Fiscal Year (FY) 2023-24 First Quarter (Q1) General
Fund budget report.

RECOMMENDED ACTION:

RECEIVE the Fiscal Year 2023-24 Quarter 1 budget
report for the period of July 1, 2023, through September 30, 2023; and APPROVE proposed budget adjustments
– Finance Department (Andrea Miller 510-620-
6790/Mubeen Qader 510-412-2077).

DISCUSSION:

City staff prepares the quarterly budget report to assist in monitoring revenue and expenditures as compared to the approved budget. The report also provides staff, the City Council, and the community with the ability to monitor trends that impact the budget cycle.

This report presents an overview of the City’s first quarter (Q1) operating revenue and expenditures for FY 2023-24 which covers financial activity from July 1, 2023 through September 30, 2023. The threshold for the first three months of the fiscal year is 25 percent, meaning an average of 25 percent of the adopted budget is expected to have been expended and 25 percent of revenue should have been received. Revenues can vary due to the seasonality of some of the major revenue sources, such as property taxes, which are received in December, April, and June of each year.

AGENDA
REPORT
257

November 28, 2022

General Fund

General Fund Revenues

Overall, revenue received totaled $45.1 million (20.0 percent of budget) for Q1 of FY 2023-24. This is slightly below the threshold of 25 percent, but the variance is primarily due to the seasonality of the revenue sources. For example, the City receives its first secured property tax installment (55 percent) in December. Table 1 below summarizes the first quarter revenue budget to actuals. See Attachment 1 for the breakdown by department.

Table 1: General Fund Revenue, FY2023-24, Quarter 1

For many of the General Fund revenues, it’s too early in the fiscal year to determine if adjustments will be needed. Staff will have a better understanding of the local revenue trends by mid-year. From the data points observed for the first quarter of FY 2023-24, most revenues are trending as expected or better.

 Property Tax -- FY 2023-24 property tax revenue adopted budget includes estimated Assessed Valuation growth of 3.3 percent for Secured Property Taxes.

Contra Costa County released 2023-2024 Assessment Roll in July 2023 which indicated growth of the Assessed Valuation (AV) at 8.15 percent for Secured Property Taxes. This is the main component in changes to secure property taxes year-to-year. Other significant impacts include sale of properties and tax increment allocation. If the 8.15 percent AV increases hold, that would translate

GENERAL FUND
FY 2023-24

ORIGINAL
BUDGET
FY 2023-24

REVISED
BUDGET
YTD ACTUALS ENCUMB.
% USED
W/O
ENCUMB.
% USED
W.

ENCUMB.

PROPERTY TAXES 50,567,173 50,567,173 - - 0.0% 0.0% SALES & USE TAX 56,752,495 56,752,495 3,510,502 - 6.2% 6.2% UTILITY USERS TAX 55,775,083 55,775,083 18,202,648 - 32.6% 32.6% OTHER TAXES 23,237,723 23,237,723 1,261,128 - 5.4% 5.4% LICENSES, PERMITS & FEES 13,286,195 13,286,195 1,012,451 - 7.6% 7.6% FINES & FORFEITURES 331,144 331,144 18,860 - 5.7% 5.7% USE OF MONEY&PROPRTY 1,011,535 1,011,535 - - 0.0% 0.0% CHARGES FOR SERVICES 2,561,992 2,561,992 456,285 - 17.8% 17.8% OTHER REVENUE 238,480 238,480 59,863 - 25.1% 25.1% RENTAL INCOME 777,028 777,028 198,639 - 25.6% 25.6% INTERGOV STATE TAXES 125,000 125,000 - - 0.0% 0.0% INTERGOV STATE GRANT 110,000 110,000 89,613 - 81.5% 81.5% INTERGOV OTHER GRANT 250,000 250,000 - - 0.0% 0.0% PROC FR SLE PROP - - 4,734 - - - LOAN/BOND PROCEEDS 40,400 40,400 - - 0.0% 0.0% OPER XFERS IN 20,310,358 20,310,358 20,245,270 - 99.7% 99.7% TOTAL REVENUES 225,374,607 225,374,607 45,059,992 - 20.0% 20.0% 258

November 28, 2022
to additional revenue of close to $2 million above the original budget.

Additionally, Successor Agency Surplus and Pass-through revenues that flow into the General Fund was higher than expected in FY 2022-23 meaning that those revenues should be higher in FY 2023-24 as well. Staff will have a clearer understanding of actual property tax revenues and will recommend mid-year adjustments after the City receives the December payment from the County.

 Sales & Use Tax -- The sales tax revenue stream has seen steady growth over the last few years and the trend is expected to continue through the current fiscal year. The updated forecast from the City’s financial consultants and the internal forecast tie to what is currently budgeted for FY 2023-24.

 Utility Users Tax (UUT) --This revenue stream, including the maximum cap amount paid by Chevron, has been received close to expected in Q1. The cap amount was expected to grow by 13.1 percent and ended up being 11.3 percent.

Staff will continue monitoring the various revenue streams that make up this category to determine if a mid-year adjustment is necessary.

 Other Taxes -- Other revenues of note include the documentary transfer tax which is collected by the County on the sale of properties. The City has received the July, August, and September payment totaling $1.3 million (9 percent of budget). Of the major revenue streams, this is the most volatile and hardest to predict with month-to-month varying significantly and a sale or two having huge impacts on the tax amount. As stipulated in the Guiding Fiscal Policy document, the budgeted amount will be recalculated in January by calculating the mean monthly amount collected since the increase to the rate that was approved by voters in 2018.

 Licenses, Permits, & Fees – This revenue stream includes the business tax revenue. Through September 2023, the full revenue is at 7.6 percent of the budgeted amount. Comparing Quarter 1 of FY2022-23 with Quarter 1 of FY2023- 24, a decrease of nearly $928,000 has been observed. This decrease is expected and stems from the collection of business tax after the adoption of Measure U which transitioned all businesses to have a December 31 expiration date. Most of this revenue will be received between January and December of 2024. Based on revenue received in FY 2022-23, staff expects to increase this revenue stream at Mid-Year.

General Fund Expenditures

Overall, expenditures totaled $49.5 million (22.0 percent of budget) for the first quarter of FY 2023-2024. Actuals are trending lower than the approved budget without encumbrances however, including encumbrances, the percentage used is 25.4 percent.

Encumbrances are funds earmarked for specific operating expenditures, such as copier leases. Table 2 below summarizes the first quarter expenditure budget to actuals. See Attachment 1 for the breakdown by department.
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Table 2: General Fund Expenditure, FY2023-24, Quarter 1

 Salaries & Wages – includes base salaries for full-time and part-time staff, overtime, and other pay types. Actual expenditures total $19.5 million (23.4 percent of budget).

This category is lower than the threshold primarily due to vacant positions.

 Benefits – includes medical, dental, workers compensation, CalPERS pension costs, other post-employment benefits (OPEB), and other fringe benefits. Actual expenditures total $14.5 million (23 percent of budget) which is below the threshold due to vacant positions.

 Professional & Admin Services – includes professional and consulting services, and contractual obligations, such as animal control and professional consulting services.

Actual expenditures total $1.5 million (7 percent of budget) and are below the threshold. Factoring in purchase order encumbrances of $4.1 million, the total is $5.6 million (27.8 percent of budget).

 Other Operating – includes copier leases, office supplies, and other items. Actual expenditures total $1.1 million (13 percent of budget). Factoring in purchase order encumbrances of $1.7 million, the total is $2.8 million (33 percent of budget).

 Utilities – includes gas, electricity, water, refuse, telephone, and internet services.

Actual expenditures total $1.3 million (25 percent of budget). Factoring in purchase order encumbrances of $725,000, the total is $1.9 million (39 percent of budget).

 Equipment & Contract Services – includes equipment and maintenance/repair services. Actual expenditures total $1 million (21 percent of budget). Factoring in purchase order encumbrances of $613,000 , the total is $1.6 million (32 percent of

GENERAL FUND
FY 2023-24

ORIGINAL
BUDGET
FY 2023-24

REVISED
BUDGET
YTD ACTUALS ENCUMB.
% USED
W/O
ENCUMB.
% USED
W.

ENCUMB.

SALARIES AND WAGES 83,345,132 83,313,182 19,512,963 - 23.4% 23.4% PYRLL/FRINGE BENEFIT 62,867,833 62,867,833 14,491,497 - 23.1% 23.1% PROF & ADMIN 20,302,711 20,478,343 1,517,948 4,167,109 7.4% 27.8% OTHER OPERATING 8,611,971 8,503,177 1,092,355 1,753,373 12.8% 33.5% UTILITIES 5,288,272 5,152,411 1,269,701 725,176 24.6% 38.7% EQPT & CONTRACT SVCS 5,918,655 5,209,645 1,079,619 613,490 20.7% 32.5% PROVISN FOR INS LOSS 34,200 34,200 29,572 - 86.5% 86.5% COST POOL 21,593,734 21,593,734 5,403,281 - 25.0% 25.0% ASSET/CAPITAL OUTLAY 1,893,500 2,703,483 451,922 353,205 16.7% 29.8% DEBT SVC EXPENDITURE 841,353 841,353 - - 0.0% 0.0% A87 COST PLAN REIMBS (3,531,611) (3,531,611) (913,905) - 25.9% 25.9% GRANT EXPENDITURES 19,155 19,155 (1,625) 6,277 -8.5% 24.3% OPER XFERS OUT 18,189,702 18,189,702 5,622,103 - 30.9% 30.9% TOTAL EXPENSES 225,374,607 225,374,607 49,555,430 7,618,629 22.0% 25.4% 260

November 28, 2022
budget).

 Transfers Out – includes transfers out from the General Fund to non-General Funds mostly for operating subsidies and a portion of debt service. Actuals total $5.6 million (31 percent of budget).

Non-General Funds

Non-General Fund Revenues

Overall, 13 percent of non-general fund revenues have been collected and are trending as expected. The timing of receipts varies amongst the funds based on the source of funding. For instance, grant funds are typically received after expenditures are incurred and reimbursement requests are submitted to grantors. The chart below summarizes the revenue budget to actuals for non-general funds. See Attachment 2 for revenue budget to actuals by individual fund.

Table 3: Non-General Fund Revenues, FY 2023-24, Quarter 1

FUND ORIGINAL
BUDGET

REVISED

BUDGET YTD ACTUALS
% USED
W/O
ENCUMB
% USED
W.

ENCUMB.

Total Capital Improvement Fund (45,085,732) (46,289,757) (2,166,465) 5% 5% Total Debt Service Funds (19,551,216) (19,551,216) (9,029,460) 46% 46% Total Enterprise Funds (41,443,141) (41,443,141) (1,161,224) 3% 3% Total Housing Funds (1,911,772) (1,911,772) (1,171,535) 61% 61% Total Housing Authority Funds (5,563,388) (5,563,388) (509,398) 9% 9% Total Internal Service Funds (30,919,340) (30,919,340) (7,637,345) 25% 25% Total Other Operations Funds (32,931,748) (34,415,944) (3,219,152) 9% 9% Total Pension Funds (152,897) (152,897) (152,897) 100% 100% Total Special Revenue Funds (52,120,364) (52,129,697) (3,861,062) 7% 7% Total Trust Funds (90,000) (185,472) 206% 206% Total All Funds (229,679,599) (232,467,153) (29,094,009) 13% 13% 261

November 28, 2022
 Capital Improvement Funds, the total actual revenue is below the budget threshold of 25 percent and the major source of the variance is due to the grant revenue, since the entire grant awards are appropriated as budget; however, actual revenue is based on the expenditures submitted for reimbursement to the grantor.
 Debt Service, revenues are above budget threshold mainly due to the transfer in from Secured Pension Override fund for the Pension Obligation Bond debt service.
 Enterprise Funds, actual revenue is below the threshold mainly due to the Wastewater fund. The sewer drain fee allocation from the County has not been received yet.
 Housing Funds, actual revenue is above the budget threshold due to the Housing In Lieu Developer fee coming in higher than the budget.  Housing Authority Funds, the revenue is below budget mainly due to the Capital fund as the Federal grant revenues are received in February and June.  Other Operation Funds, actual revenue is below budget and the major source of the variance are Hilltop and Marina special district funds since the property tax revenue is received in December, April, and June every year. The other major driver behind the variance is Planning and Building fund due to grants revenues not received yet.
 Pension Funds, actual revenue is above budget due to annual allocation from Secured Pension Tax Override fund has been transferred.  Special Revenue Funds, the variance is due to the tax assessment in the Secured Pension Tax Override fund and the Library Grants fund due to tax assessment allocation and grant revenue timing respectively.  Trust Funds, the variance is due to the Other Post Employment Benefits trust fund monthly transfer from the payroll processing. The trust funds are primarily pass-through accounts where the funds are held before payments are made out.

Non-General Fund Expenditures

Overall, 19 percent of non-general fund budget appropriations have been expended.

Spending patterns in other funds are like those in the General Fund and trending as expected. Most of the actual expenditures are either at or below the threshold of 25 percent. Amounts over the threshold are primarily due to purchase order encumbrances. The chart below summarizes the expenditure budget to actuals for non- general funds. See Attachment 2 for expenditure budget to actuals by individual fund.

Table 4: Non-General Fund Expenditures, FY2023-24, Quarter 1 262

November 28, 2022

 Capital Improvement Funds, total expenditures are below budget due to the projects’ phases spanning over multiple years and their budgets being appropriated in a single year.
 Debt Service Funds, debt service expenditures are incurred per the debt service schedules.
 Enterprise Funds, major source of the variance is Wastewater fund, the fund includes budgets for several capital projects and the variance is due to the timing of the project completion spans over multiple years.
 Housing Funds, a major source of the variance, are lower than expected expenditures in the Housing In Lieu Developer Fee fund.  Housing Authority Funds, major source of the variance is the Village One, Village Two, and the Village Three funds’ expenditures lower than expected.  Internal Service Funds, the variance is due to the Equipment Replacement fund having encumbered a significant number of vehicle purchases.  Other Operations Funds, the variance is due to grant expenditures in Planning & Building and Employment & Training funds.
 Pension Funds, the variance is due to the monthly payments made to the pensioners.
 Special Revenue Funds, the variance is due to the transfer out of the Secured Pension Tax Override fund into the General Fund and the Debt Service Fund already being processed.
 Trust Funds do not have budget allocations and generally just track the activity as the actuals are incurred.

Quarter 1 Budget Adjustments:

City staff propose net Non-General Fund Budget Adjustments of $478,384 in several funds as mentioned below and set forth in the Resolution (Attachment 4).

 American Rescue Plan Act (ARPA) Fund, $17,490 - Community Needs Assessment

FUND TYPE ORIGINAL
BUDGET

REVISED
BUDGET
YTD
ACTUALS ENCUMB.
% USED
W/O
ENCUMB.
% USED
W.

ENCUMB.

Total Capital Improvement Funds 71,270,921 72,522,611 535,759 7,332,427 1% 11% Total Debt Service Funds 19,174,878 19,174,878 7,188,326 - 37% 37% Total Enterprise Funds 86,084,855 86,084,855 7,399,192 341,811 9% 9% Total Housing Funds 6,249,305 6,249,305 175,260 96,028 3% 4% Total Housing Authority Funds 5,570,438 5,570,438 593,576 325,755 11% 17% Total Internal Service Funds 36,799,838 37,839,838 6,466,483 7,443,079 17% 37% Total Other Operations Funds 33,182,604 34,411,604 4,216,394 1,884,011 12% 18% Total Pension Funds - - 60,279 - - - Total Special Revenue Funds 68,197,088 68,239,021 26,583,346 794,732 39% 40% Total Trust Funds - 90,000 26,960 1,000 30% 31% Total All Funds 326,529,928 330,182,551 53,245,575 18,218,844 16% 22% 263

November 28, 2022
and Strategic Investment Plan (SIP), balance needed for payment of invoices.  Emergency Operations and Disaster Operations Fund, $239,000 - Winter Storm Project, needed to continue with tree removal in areas impacted by last year’s storms.
 Engineering Grant Fund, $2,500 – Appropriate revenue and expenditure for the Greenway Rehabilitation and Bike Education Project grant balance.  Park Open Space Impact Fee, $80,000 - reinstate budget to the SF Bay Trail Project, funding was used for the Richmond Soccer Field Study  Port of Richmond, $141,894 - Cafeteria Building Winterization Project appropriate from fund balance for the project.

Next Steps

City staff will continue to monitor revenues and expenditure trends in the current fiscal year to determine if adjustments will be needed during the mid-year budget review planned for February 2024.

264

November 28, 2022
DOCUMENTS ATTACHED:

Attachment 1 – General Fund – Quarter 1 Budget Report
Attachment 2 – Non - General Funds – Quarter 1 Budget Report Attachment 3 – Capital Improvement Projects Quarter 1 Report Attachment 4 – Resolution
Attachment 5 – Presentation

265
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES

GENERAL FUND REVENUE & EXPENDITURE SUMMARY

GENERAL FUND REVENUE SUMMARY BY CHARACTER
PROPERTY TAXES (50,567,173) (50,567,173) - - 0% 0% (50,567,173) [1] SALES & USE TAX (56,752,495) (56,752,495) (3,510,502) - 6% 6% (53,241,993) [2] UTILITY USERS TAX (55,775,083) (55,775,083) (18,202,648) - 33% 33% (37,572,436) [3] OTHER TAXES (23,237,723) (23,237,723) (1,261,128) - 5% 5% (21,976,596) [4] LICENSES,PRMITS&FEES (13,286,195) (13,286,195) (1,012,451) - 8% 8% (12,273,745) [5] FINES & FORFEITURES (331,144) (331,144) (18,860) - 6% 6% (312,284) [6] USE OF MONEY&PROPRTY (1,011,535) (1,011,535) - - 0% 0% (1,011,535) [7] CHARGES FOR SERVICES (2,561,992) (2,561,992) (456,285) - 18% 18% (2,105,707) [8] OTHER REVENUE (238,480) (238,480) (59,863) - 25% 25% (178,617) [9] RENTAL INCOME (777,028) (777,028) (198,639) - 26% 26% (578,389) [10] INTERGOV STATE TAXES (125,000) (125,000) - - 0% 0% (125,000) [11] INTERGOV STATE GRANT (110,000) (110,000) (89,613) - 81% 81% (20,387) [12] INTERGOV OTHER GRANT (250,000) (250,000) - - 0% 0% (250,000) [13] PROC FR SLE PROP - - (4,734) - - 100% 4,734 [14] LOAN/BOND PROCEEDS (40,400) (40,400) - - 0% 0% (40,400) [15] OPER XFERS IN (20,310,358) (20,310,358) (20,245,270) - 100% 100% (65,088) [16] TOTAL GENERAL FUND REVENUE (225,374,607) (225,374,607) (45,059,992) - 20% 20% (180,314,615) NOTES:
[1] Property tax assessment are received in December, April and June. [2] Sales & Use Tax revenue has a lag of two months, full Quarter 1 revenue will be received in November. [3] Utility user tax is trending higher mainly due to PGE revenue increase [4] Transfer tax is trending lower. It is a volatile revenue stream and varys significantly from month to month and a few large sales have a significant impact. [5] Measure U revenue will be received between January and June of 2024. [6] Revenues are not received equally monthly.
[7] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [8] Revenues are received intermittent after services are completed. [9] Trending as forecasted
[10] Recreational rental fees received for Community Parks, National Park Services and Auditorium. [11] State taxes for motor vehicles fees received between January through March from the State of California [12] Received reimbursement from State of CA for programs that fall under SB90 (State Mandated Claims Reimbursement Program) [13] Contra Costa County grant to supplement law enforcement services. First contribution to be received in October 2023 [14] Received revenue for sale of scrap metal
[15] Loan proceeds are received in November
[16] Transfer In for Secured Pension tax Override FY23/24 1266
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES

GENERAL FUND EXPENDITURES SUMMARY BY CHARACTER
SALARIES AND WAGES 83,345,132 83,313,182 19,512,963 - 23% 23% 63,800,219 PYRLL/FRINGE BENEFIT 62,867,833 62,867,833 14,491,497 - 23% 23% 48,376,336 PROF & ADMIN 20,302,711 20,478,343 1,517,948 4,167,109 28% 7% 18,960,394 [17] OTHER OPERATING 8,611,971 8,503,177 1,092,355 1,753,373 33% 13% 7,410,823 [18] UTILITIES 5,288,272 5,152,411 1,269,701 725,176 39% 25% 3,882,710 [19] EQPT & CONTRACT SVCS 5,918,655 5,209,645 1,079,619 613,490 32% 21% 4,130,026 [20] PROVISN FOR INS LOSS 34,200 34,200 29,572 - 86% 86% 4,628 [21] COST POOL 21,593,734 21,593,734 5,403,281 - 25% 25% 16,190,453 ASSET/CAPITAL OUTLAY 1,893,500 2,703,483 451,922 353,205 30% 17% 2,251,561 [22] DEBT SVC EXPENDITURE 841,353 841,353 - - 0% 0% 841,353 [23] A87 COST PLAN REIMBS (3,531,611) (3,531,611) (913,905) - 26% 26% (2,617,706) [24] GRANT EXPENDITURES 19,155 19,155 (1,625) 6,277 24% -8% 20,780 OPER XFERS OUT 18,189,702 18,189,702 5,622,103 - 31% 31% 12,567,599 [25] TOTAL GENERAL FUND EXPENDITURE 225,374,607 225,374,607 49,555,430 7,618,629 25% 22% 175,819,177 NOTES:
[17] Professional services invoices are pending to be processes depending on the services being completed. [18] Building and Investigative team vehicle rentals, bulk fuel delivery for the City of Richmond's three fuel sites and copier leases [19] Heating and natural gas for the City of Richmond buildings, internet services and television equipment rental for recreation community centers and cell phone services. [20] Softwae maintenance for MUNIS accounting system, maintenance services for vegetation and park management and shredding services. [21] Annual payments for insurance premiums for drones, fire boat and fire apparatus. [22] Network upgrade for Police dispatch software Nogagon Technology [23] Debt payments are serviced per the schedule.
[24] Administrative overhead reimbursement from non-general fund departments as part of A87 Cost Plan. [25] Transfer Out per the City Council approved schedule to various porgrams. 2267
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES

GENERAL FUND BY DEPARTMENT BY REVENUE AND EXPENDITURES
10 OFFICE OF THE MAYOR
SALARIES AND WAGES 372,679 362,679 68,305 - 19% 19% 294,374 PYRLL/FRINGE BENEFIT 258,424 258,424 44,847 - 17% 17% 213,577 PROF & ADMIN 20,500 30,500 143 - 0% 0% 30,357 OTHER OPERATING 3,400 3,400 195 - 6% 6% 3,205 UTILITIES 3,000 3,000 1,367 - 46% 46% 1,633 [26] COST POOL 35,927 35,927 8,981 - 25% 25% 26,946 EXPENDITURE 693,930 693,930 123,838 - 18% 18% 570,092 11 CITY COUNCIL
SALARIES AND WAGES 329,452 329,452 68,310 - 21% 21% 261,142 PYRLL/FRINGE BENEFIT 322,675 322,675 60,642 - 19% 19% 262,033 PROF & ADMIN 55,450 55,450 2,046 - 4% 4% 53,404 OTHER OPERATING 18,800 18,800 1,100 2,455 19% 6% 15,245 UTILITIES 1,100 1,100 - - 0% 0% 1,100 COST POOL 51,068 51,068 12,764 - 25% 25% 38,304 ASSET/CAPITAL OUTLAY 3,000 3,000 - - 0% 0% 3,000 EXPENDITURE 781,545 781,545 144,862 2,455 19% 19% 634,228 12 COMMUNITY POL REV COMMISSION
SALARIES AND WAGES 50,000 50,000 10,156 - 20% 20% 39,844 PYRLL/FRINGE BENEFIT 688 688 1,015 - 148% 148% (327) [27] PROF & ADMIN 24,450 24,450 - 1,350 6% 0% 23,100 OTHER OPERATING 1,050 1,050 45 - 4% 4% 1,005 EXPENDITURE 76,188 76,188 11,216 1,350 16% 15% 63,622 13 CITY MANAGER
SALARIES AND WAGES 672,538 672,538 151,309 - 22% 22% 521,229 PYRLL/FRINGE BENEFIT 319,662 319,662 76,773 - 24% 24% 242,889 PROF & ADMIN 204,347 204,447 1,880 220 1% 1% 202,347 OTHER OPERATING 9,400 9,300 250 2,500 30% 3% 6,550 [28] NOTES:
[26] Verizon Wireless cell phone charges trending slightly higher than anticipated [27] Budget adjustment completed in October 2023 to cover Unemployment Insurance and Worker's Comp Clerical [28] PO encumbered with Ricoh USA Inc. for copier lease 3268
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
UTILITIES - - 153 - - - (153) [29] EQPT & CONTRACT SVCS 200 200 24 51 38% 12% 125 [30] COST POOL 69,244 69,244 17,314 - 25% 25% 51,930 A87 COST PLAN REIMBS (180,453) (180,453) (45,111) - 25% 25% (135,342) EXPENDITURE 1,094,938 1,094,938 202,592 2,771 19% 19% 889,575 14 CITY CLERK
LICENSES,PRMITS&FEES (600) (600) (200) - 33% 33% (400) CHARGES FOR SERVICES (3,000) (3,000) (1,540) - 51% 51% (1,460) REVENUE (3,600) (3,600) (1,740) - 48% 48% (1,860) SALARIES AND WAGES 489,328 489,328 126,795 - 26% 26% 362,533 [31] PYRLL/FRINGE BENEFIT 294,431 294,431 76,913 - 26% 26% 217,518 [32] PROF & ADMIN 145,100 145,100 44,992 22,580 47% 31% 77,528 [33] OTHER OPERATING 20,300 20,300 439 2,500 14% 2% 17,361 UTILITIES 1,000 1,000 35 - 4% 4% 965 COST POOL 61,454 61,454 15,365 - 25% 25% 46,089 A87 COST PLAN REIMBS (70,463) (70,463) (17,615) - 25% 25% (52,848) EXPENDITURE 941,150 941,150 246,924 25,080 29% 26% 669,146 15 CITY ATTORNEY
LICENSES,PRMITS&FEES - - (672) - - - 672 [34] REVENUE - - (672) - - - 672 SALARIES AND WAGES 1,381,647 1,356,647 232,145 - 17% 17% 1,124,502 PYRLL/FRINGE BENEFIT 744,333 744,333 126,999 - 17% 17% 617,334 PROF & ADMIN 1,974,850 1,999,050 2,914 1,613,238 81% 0% 382,899 [35] OTHER OPERATING 27,750 27,750 362 21,000 77% 1% 6,388 [36] UTILITIES - 800 257 - 32% 32% 543 EQPT & CONTRACT SVCS 1,250 1,250 48 52 8% 4% 1,150 COST POOL 112,565 112,565 28,145 - 25% 25% 84,420 A87 COST PLAN REIMBS (319,088) (319,088) (79,769) - 25% 25% (239,319) EXPENDITURE 3,923,307 3,923,307 311,101 1,634,289 50% 8% 1,977,917 NOTES:
[29] Budget adjustment completed in October 2023 to cover utility costs. [30] PO encumbered with Shred Defense Inc. for shredding services [31] Salaries slightly over budget due to 5% Cost Of Living Adjustments (COLA) increase. [32] Professional Development budget used for the year. [33] PO's encumbered with Carahsoft Technology Corporation for E-Signature solution, and Netfile Inc. for Form 700 and Campaign E-Filing [34] Licenses and Permit fee revenue is unpredictable. Budget will be added at mid-year. [35] PO encumbered with Aleshire & Wynder, LLP for City Attorney for legal services. [36] PO encumbered with Ricoh USA Inc. for copier lease 4269
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
16 PLANNING & BUILDING SERVICES
LICENSES,PRMITS&FEES (955,500) (955,500) (50,132) - 5% 5% (905,368) [37] OTHER REVENUE (30,000) (30,000) (19,548) - 65% 65% (10,452) REVENUE (985,500) (985,500) (69,680) - 7% 7% (915,820) SALARIES AND WAGES 866,463 866,463 171,223 - 20% 20% 695,240 PYRLL/FRINGE BENEFIT 652,308 652,308 128,338 - 20% 20% 523,970 PROF & ADMIN 875,400 875,400 65,405 162,785 26% 7% 647,210 [38] OTHER OPERATING 28,947 28,947 5,002 4,034 31% 17% 19,911 [39] UTILITIES 11,500 11,500 - 7,333 64% 0% 4,167 [40] EQPT & CONTRACT SVCS 13,549 13,549 - - 0% 0% 13,549 COST POOL 289,411 289,411 58,600 - 20% 20% 230,811 EXPENDITURE 2,737,578 2,737,578 428,567 174,152 22% 16% 2,134,858 17 FINANCE
SALARIES AND WAGES 3,491,350 3,471,350 702,105 - 20% 20% 2,769,245 PYRLL/FRINGE BENEFIT 2,228,150 2,228,150 443,798 - 20% 20% 1,784,352 PROF & ADMIN 1,014,389 1,034,389 250,878 10,831 25% 24% 772,680 OTHER OPERATING 65,806 65,806 7,613 24,141 48% 12% 34,053 [41] UTILITIES 1,400 1,400 541 - 39% 39% 859 [42] EQPT & CONTRACT SVCS 435 435 24 103 29% 6% 308 [43] COST POOL 283,577 283,577 70,895 - 25% 25% 212,682 A87 COST PLAN REIMBS (1,152,435) (1,152,435) (288,102) - 25% 25% (864,333) EXPENDITURE 5,932,672 5,932,672 1,187,752 35,074 21% 20% 4,709,846 18 HUMAN RESOURCES
SALARIES AND WAGES 1,323,935 1,323,935 236,064 - 18% 18% 1,087,871 PYRLL/FRINGE BENEFIT 828,677 828,677 135,405 - 16% 16% 693,272 PROF & ADMIN 1,119,700 1,119,700 27,491 375,242 36% 2% 716,967 [44] NOTES:
[37] Revenues are not received equally monthly.
[38] PO encumbered with Civica Law Group for consulting services for code enforcement recievership action [39] PO encumbered with Ricoh USA Inc. for copier lease [40] PO encumbered with Verizon for cellular service.
[41] PO encumbered with Ricoh USA Inc. for copier lease [42] Verizon wireless charges
[43] PO encumbered with Shred Defense Inc. for shredding services [44] PO's encumbered with Faftelis Financial Consultants, and Liebert Cassidi Whitmmore for workforce analysis, emergency services data analysis, and labor negotiations contracts 5270
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
OTHER OPERATING 35,705 35,705 2,575 7,656 29% 7% 25,475 [45] UTILITIES 1,500 1,500 141 - 9% 9% 1,359 EQPT & CONTRACT SVCS 150 150 24 26 33% 16% 100 [46] COST POOL 218,189 218,189 54,551 - 25% 25% 163,638 A87 COST PLAN REIMBS (184,290) (184,290) (46,068) - 25% 25% (138,222) EXPENDITURE 3,343,566 3,343,566 410,182 382,924 24% 12% 2,550,460 19 POLICE
LICENSES,PRMITS&FEES (90,000) (90,000) (38,750) - 43% 43% (51,250) FINES & FORFEITURES (50,000) (50,000) (3,984) - 8% 8% (46,016) [47] CHARGES FOR SERVICES (1,068,000) (1,068,000) (207,673) - 19% 19% (860,327) [48] OTHER REVENUE (12,000) (12,000) (6,684) - 56% 56% (5,316) INTERGOV STATE GRANT (10,000) (10,000) - - 0% 0% (10,000) [49] INTERGOV OTHER GRANT (250,000) (250,000) - - 0% 0% (250,000) [50] REVENUE (1,480,000) (1,480,000) (257,091) - 17% 17% (1,222,909) SALARIES AND WAGES 34,418,730 34,418,730 7,653,005 - 22% 22% 26,765,726 PYRLL/FRINGE BENEFIT 27,058,010 27,058,010 5,468,265 - 20% 20% 21,589,744 PROF & ADMIN 5,348,305 5,348,305 452,999 855,091 24% 8% 4,040,215 OTHER OPERATING 2,972,200 2,972,200 731,230 494,338 41% 25% 1,746,632 [51] UTILITIES 400,000 400,000 46,426 240,399 72% 12% 113,175 [52] EQPT & CONTRACT SVCS 614,600 614,600 6,010 28,772 6% 1% 579,818 PROVISN FOR INS LOSS 5,700 5,700 5,200 - 91% 91% 500 [53] COST POOL 5,463,534 5,463,534 1,335,882 - 24% 24% 4,127,652 ASSET/CAPITAL OUTLAY 735,000 735,000 11,926 14,832 4% 2% 708,242 EXPENDITURE 77,016,079 77,016,079 15,710,942 1,633,432 23% 20% 59,671,704 NOTES:
[45] PO encumbered with Ricoh USA Inc. for copier lease [46] PO encumbered with Shred Defense Inc. for shredding services [47] Revenue is not received equally monthly
[48] Revenue is not received equally monthly
[49] State of California grant. Reimbursements are received after expenses are incurred [50] Contra Costa County grant to supplement law enforcement services. First installment to be received in October 2023 [51] PO's encumbered with Dicon Fiberoptics Inc. for building lease, and Enterprise Rent a Car for investigative team vehicle rental [52] PO encumbered for AT&T services
[53] Annual insurance premiums for drones
6271
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
20 FIRE
LICENSES,PRMITS&FEES (855,000) (855,000) (98,137) - 11% 11% (756,863) [54] CHARGES FOR SERVICES (720,503) (720,503) (42,374) - 6% 6% (678,129) [55] REVENUE (1,575,503) (1,575,503) (140,511) - 9% 9% (1,434,992) SALARIES AND WAGES 19,063,727 19,063,727 4,626,649 - 24% 24% 14,437,078 PYRLL/FRINGE BENEFIT 15,085,269 15,085,269 3,331,462 - 22% 22% 11,753,807 PROF & ADMIN 1,699,815 1,586,971 1,768 105,969 7% 0% 1,479,234 OTHER OPERATING 817,694 817,694 7,539 3,170 1% 1% 806,985 UTILITIES 33,500 33,500 3,501 - 10% 10% 29,999 EQPT & CONTRACT SVCS 215,850 215,850 28 32 0% 0% 215,790 PROVISN FOR INS LOSS 27,000 27,000 24,372 - 90% 90% 2,628 [56] COST POOL 2,507,975 2,507,975 592,000 - 24% 24% 1,915,975 ASSET/CAPITAL OUTLAY 25,500 25,500 - - 0% 0% 25,500 DEBT SVC EXPENDITURE 114,442 114,442 - - 0% 0% 114,442 OPER XFERS OUT 326,018 326,018 81,506 - 25% 25% 244,512 EXPENDITURE 39,916,790 39,803,946 8,668,824 109,171 22% 22% 31,025,951 21 OFFICE OF NEIGHBORHOOD SAFETY
SALARIES AND WAGES 1,510,773 1,510,773 334,956 - 22% 22% 1,175,817 PYRLL/FRINGE BENEFIT 1,038,192 1,038,192 260,176 - 25% 25% 778,016 PROF & ADMIN 783,710 783,710 23,092 - 3% 3% 760,618 OTHER OPERATING 97,640 97,640 10,556 5,432 16% 11% 81,653 UTILITIES 20,000 20,000 3,186 - 16% 16% 16,814 COST POOL 242,344 242,344 60,589 - 25% 25% 181,755 ASSET/CAPITAL OUTLAY 28,000 28,000 2,812 - 10% 10% 25,188 GRANT EXPENDITURES - - 12 - - - (12) EXPENDITURE 3,720,659 3,720,659 695,379 5,432 19% 19% 3,019,848 23 PUBLIC WORK & ENGINEERING SVCS
LICENSES,PRMITS&FEES (106,100) (106,100) (3,314) - 3% 3% (102,786) [57] CHARGES FOR SERVICES (638,289) (638,289) (204,699) - 32% 32% (433,590) OTHER REVENUE (120,000) (120,000) (3,827) - 3% 3% (116,173) [58] RENTAL INCOME (18,000) (18,000) (4,304) - 24% 24% (13,696) [59] PROC FR SLE PROP - - (4,734) - - - 4,734 REVENUE (882,389) (882,389) (220,877) - 25% 25% (661,512) NOTES:
[54] Revenue is not received equally monthly
[55] Revenue is not received equally monthly
[56] Annual insurance premium for fire boat and fire apparatus [57] Revenues are not received equally monthly.
[58] Revenues are not received equally monthly.
[59] Revenues are not received equally monthly.
7272
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
SALARIES AND WAGES 9,589,943 9,614,943 2,523,934 - 26% 26% 7,091,009 [60] PYRLL/FRINGE BENEFIT 8,053,057 8,053,057 1,909,969 - 24% 24% 6,143,088 PROF & ADMIN 1,268,113 1,270,369 20,781 187,177 16% 2% 1,062,411 OTHER OPERATING 2,453,620 2,386,364 308,804 1,100,694 59% 13% 976,866 [61] UTILITIES 4,058,504 3,931,504 1,163,104 399,244 40% 30% 2,369,156 [62] EQPT & CONTRACT SVCS 957,400 1,007,400 112,675 385,177 49% 11% 509,548 [63] COST POOL 7,596,307 7,596,307 1,612,833 - 21% 21% 5,983,474 ASSET/CAPITAL OUTLAY 35,000 152,000 - - 0% 0% 152,000 DEBT SVC EXPENDITURE 726,911 726,911 - - 0% 0% 726,911 A87 COST PLAN REIMBS (647,398) (647,398) (192,860) - 30% 30% (454,538) [64] EXPENDITURE 34,091,457 34,091,457 7,459,241 2,072,291 28% 22% 24,559,925 24 LIBRARY & CULTURAL SERVICES
RENTAL INCOME (20,000) (20,000) (7,727) - 39% 39% (12,273) REVENUE (20,000) (20,000) (7,727) - 39% 39% (12,273) SALARIES AND WAGES 2,821,326 2,821,326 605,953 - 21% 21% 2,215,373 PYRLL/FRINGE BENEFIT 2,096,396 2,096,396 434,705 - 21% 21% 1,661,691 PROF & ADMIN 686,353 687,553 186,160 251,583 64% 27% 249,809 [65] OTHER OPERATING 57,220 53,165 5,022 34,481 74% 9% 13,662 [66] UTILITIES 9,700 9,700 459 2,122 27% 5% 7,119 [67] EQPT & CONTRACT SVCS 1,600 1,600 90 110 13% 6% 1,400 NOTES:
[60] Staff salaries slightly higher than anticipated
[61] PO encumbered with Bosco Oil Company for bulk fuel delivery for City of Richmond (COR) 3 fuel sites. [62] PO's encumbered with ABAG Energy Resources for heating and natural gas for City of Richmond (COR) buildings, and with Richmond Sanitary Service for sanitary bins for neighborhoods clean ups [63] PO's encumbered with JA Momaney services for maintenance services for traffic signal poles, and Forster & Kroeger Landscape for vegetation park management. [64] Admin charges for general liability services slightly higher than anticipated [65] PO encumbered with Baker & Taylor for purchase of books, audio books and DVDs for adults Library department. [66] PO encumbered with Ricoh USA Inc. for copier lease [67] PO encumbered with Verizon Wireless for internet services. 8273
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
COST POOL 285,035 285,035 71,258 - 25% 25% 213,777 ASSET/CAPITAL OUTLAY 20,100 22,955 1,273 - 6% 6% 21,682 EXPENDITURE 5,977,730 5,977,730 1,304,921 288,296 27% 22% 4,384,513 25 COMMUNITY SERVICES
LICENSES,PRMITS&FEES (548,720) (548,720) (174,765) - 32% 32% (373,955) OTHER REVENUE (16,000) (16,000) (13,826) - 86% 86% (2,174) RENTAL INCOME (563,950) (563,950) (127,698) - 23% 23% (436,252) [68] REVENUE (1,128,670) (1,128,670) (316,289) - 28% 28% (812,381) SALARIES AND WAGES 4,100,628 4,098,678 845,280 - 21% 21% 3,253,398 PYRLL/FRINGE BENEFIT 1,615,873 1,615,873 576,345 - 36% 36% 1,039,529 [69] PROF & ADMIN 595,426 711,145 119,835 16,272 19% 17% 575,038 OTHER OPERATING 74,233 72,818 3,668 10,787 20% 5% 58,363 UTILITIES 44,625 44,964 4,252 19,438 53% 9% 21,274 [70] EQPT & CONTRACT SVCS 6,000 6,000 66 84 3% 1% 5,850 COST POOL 366,110 366,110 91,531 - 25% 25% 274,579 ASSET/CAPITAL OUTLAY 12,927 13,077 150 - 1% 1% 12,927 GRANT EXPENDITURES 19,155 19,155 (1,637) 6,277 24% -9% 14,515 EXPENDITURE 6,834,977 6,947,821 1,639,489 52,859 24% 24% 5,255,473 26 INFORMATION TECHNOLOGY
OTHER REVENUE - - (188) - - - 188 REVENUE - - (188) - - - 188 SALARIES AND WAGES 1,042,181 1,042,181 217,572 - 21% 21% 824,609 PYRLL/FRINGE BENEFIT 661,502 661,502 134,879 - 20% 20% 526,623 PROF & ADMIN 860,432 975,432 143,794 274,833 43% 15% 556,805 [71] OTHER OPERATING 79,945 79,945 2,322 31,859 43% 3% 45,764 [72] UTILITIES 435,100 425,100 46,279 56,640 24% 11% 322,180 NOTES:
[68] Revenues are not received equally monthly.
[69] Workers compensation and Unemployment Insurance are higher than anticipated [70] PO encumbered with Comcast for internet services & television equipment rental for recreation community centers. [71] PO encumbered with Dell Cyber security hosting services [72]PO encumbered with Ricoh USA Inc. for copier lease
9274
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
EQPT & CONTRACT SVCS 3,969,799 3,174,821 960,629 163,115 35% 30% 2,051,077 [73] COST POOL 148,843 148,843 37,216 - 25% 25% 111,627 ASSET/CAPITAL OUTLAY 1,033,473 1,723,451 435,761 338,373 45% 25% 949,317 [74] A87 COST PLAN REIMBS (410,873) (410,873) (102,713) - 25% 25% (308,160) EXPENDITURE 7,820,402 7,820,402 1,875,739 864,820 35% 24% 5,079,842 36 ECONOMIC DEVELOPMENT PROGRM
OTHER TAXES (1,687,995) (1,687,995) (142,813) - 8% 8% (1,545,182) OPER XFERS IN (86,778) (86,778) (21,690) - 25% 25% (65,088) REVENUE (1,774,773) (1,774,773) (164,503) - 9% 9% (1,610,270) SALARIES AND WAGES 473,946 473,946 190,137 - 40% 40% 283,809 [75] PYRLL/FRINGE BENEFIT 316,160 316,160 99,935 - 32% 32% 216,225 [76] PROF & ADMIN 1,791,036 1,791,036 21,654 69,640 5% 1% 1,699,742 OTHER OPERATING 60,750 60,750 260 2,500 5% 0% 57,990 UTILITIES 10,440 10,440 - - 0% 0% 10,440 EQPT & CONTRACT SVCS 1,000 1,000 - - 0% 0% 1,000 PROVISN FOR INS LOSS 1,500 1,500 - - 0% 0% 1,500 COST POOL 63,190 63,190 15,805 - 25% 25% 47,385 EXPENDITURE 2,718,022 2,718,022 327,792 72,140 15% 12% 2,318,090 37 INTERNAL SERVICES PROGRAM
SALARIES AND WAGES 167,088 167,088 34,642 - 21% 21% 132,446 PYRLL/FRINGE BENEFIT 115,533 115,533 17,923 - 16% 16% 97,610 COST POOL 19,992 19,992 4,998 - 25% 25% 14,994 EXPENDITURE 302,613 302,613 57,564 - 19% 19% 245,049 38 TRANSPORTATION OPERATION
LICENSES,PRMITS&FEES (25,000) (25,000) (9,305) - 37% 37% (15,695) CHARGES FOR SERVICES (200) (200) - - 0% 0% (200) [77] REVENUE (25,200) (25,200) (9,305) - 37% 37% (15,895) NOTES:
[73] PO encumbered with Tyler Technologies for MUNIS maintenance [74] PO encumbered with Nonagon Technology for network upgrade for Richmond Police Department dispatch software [75] Staff salaries slightly higher than anticipated and no budget for auto allowance, medical flex and pension credits. A budget allocation might be needed [76] Life, and unemployment insurance and other fringe benefits higher than anticipated [77] Revenues are not received equally monthly.
10275
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
SALARIES AND WAGES 250,100 250,100 64,422 - 26% 26% 185,678 [78] PYRLL/FRINGE BENEFIT 136,247 136,247 34,787 - 26% 26% 101,460 [79] PROF & ADMIN 10,500 10,500 - - 0% 0% 10,500 OTHER OPERATING 17,200 17,200 187 3,313 20% 1% 13,700 EQPT & CONTRACT SVCS 6,600 6,600 - - 0% 0% 6,600 COST POOL 35,876 35,876 8,966 - 25% 25% 26,910 ASSET/CAPITAL OUTLAY 500 500 - - 0% 0% 500 EXPENDITURE 457,023 457,023 108,362 3,313 24% 24% 345,348 91 NON-DEPARTMENTAL
PROPERTY TAXES (50,567,173) (50,567,173) - - 0% 0% (50,567,173) [80] SALES & USE TAX (56,752,495) (56,752,495) (3,510,502) - 6% 6% (53,241,993) [81] UTILITY USERS TAX (55,775,083) (55,775,083) (18,202,648) - 33% 33% (37,572,436) [82] OTHER TAXES (21,549,728) (21,549,728) (1,118,314) - 5% 5% (20,431,414) [83] LICENSES,PRMITS&FEES (10,705,275) (10,705,275) (637,177) - 6% 6% (10,068,098) [84] FINES & FORFEITURES (281,144) (281,144) (14,876) - 5% 5% (266,268) [85] USE OF MONEY&PROPRTY (1,011,535) (1,011,535) - - 0% 0% (1,011,535) [86] CHARGES FOR SERVICES (132,000) (132,000) - - 0% 0% (132,000) [87] OTHER REVENUE (60,480) (60,480) (15,790) - 26% 26% (44,690) RENTAL INCOME (175,078) (175,078) (58,910) - 34% 34% (116,168) [88] INTERGOV STATE TAXES (125,000) (125,000) - - 0% 0% (125,000) NOTES:
[78] Staff salaries higher than anticipated
[79] Fringe benefits higher than anticipated
[80] Property tax assessment are received in December, April and June. [81] Sales & Use Tax revenue has a lag of two months, full Quarter 1 revenue will be received in November. [82] Utility user tax is trending higher mainly due to PGE increased revenues [83] Transfer tax is trending lower. It is a volatile revenue stream and varys significantly from month to month and a few large sales have a significant impact. [84] Measure U revenue will be received between January and December of 2024. [85] Revenues are not received equally monthly.
[86] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [87] Revenues will be received after services are completed. [88] Hight variance due to the collection of $50K for office space rental from the National Park Service agency. 11276
City of Richmond
FY2023-24 September 2023
Attachment 1 GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL

APPROP REVISED BUDGET YTD ACTUAL ENCUMB
W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE

BUDGET NOTES
INTERGOV STATE GRANT (100,000) (100,000) (89,613) - 90% 90% (10,387) [89] LOAN/BOND PROCEEDS (40,400) (40,400) - - 0% 0% (40,400) [90] OPER XFERS IN (20,223,580) (20,223,580) (20,223,580) - 100% 100% - [91] REVENUE (217,498,972) (217,498,972) (43,871,409) - 20% 20% (173,627,562) SALARIES AND WAGES 929,298 929,298 650,000 - 70% 70% 279,298 [92] PYRLL/FRINGE BENEFIT 1,042,246 1,042,246 1,128,321 - 108% 108% (86,075) [93] PROF & ADMIN 1,824,836 1,824,836 152,116 220,298 20% 8% 1,452,422 [94] OTHER OPERATING 1,770,311 1,734,343 5,187 2,514 0% 0% 1,726,643 UTILITIES 256,903 256,903 - - 0% 0% 256,903 EQPT & CONTRACT SVCS 130,222 166,190 - 35,968 22% 0% 130,222 COST POOL 3,743,093 3,743,093 1,305,588 - 35% 35% 2,437,505 [95] A87 COST PLAN REIMBS (566,611) (566,611) (141,667) - 25% 25% (424,944) OPER XFERS OUT 17,863,684 17,863,684 5,540,597 - 31% 31% 12,323,087 [96] EXPENDITURE 26,993,982 26,993,982 8,640,141 258,780 33% 32% 18,095,061 GF - REVENUE (225,374,607) (225,374,607) (45,059,992) - 20% 20% (180,314,615) GF - EXPENDITURE 225,374,607 225,374,607 49,555,430 7,618,629 25% 22% 168,200,547 GF - GRAND TOTAL - - 4,495,438 7,618,629 - - (12,114,068) NOTES:
[89] Received reimbursement from State of CA for programs that fall under SB90 (State Mandated Claims Reimbursement Program) [90] Loan proceeds are received in November
[91] Transfer In for SEC Pension tax Override FY23/24
[92] Variance due to budget for anticipated 6M vacancy savings [93] Variance due to budget for anticipated 5.2M vacancy savings [94] Professional services invoices are pending to be processes depending on the services being completed. [95] Vehicle replacement internal service charges will be analyzed and a recommendation to adjust will be determined if needed. [96] Transfer Out per the City Council approved schedule to various porgrams. 12277
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1001 SECURED PENSION OVERRIDE
PROPERTY TAXES (26,391,783) (26,391,783) - - 0% 0% (26,391,783) [1] REVENUE (26,391,783) (26,391,783) - - 0% 0% (26,391,783) OPER XFERS OUT 28,567,497 28,567,497 25,483,806 - 89% 89% 3,083,691 [2] EXPENDITURE 28,567,497 28,567,497 25,483,806 - 89% 89% 3,083,691 1002 STATE GAS TAX
INTERGOV STATE TAXES (3,289,455) (3,289,455) (569,645) - 17% 17% (2,719,810) [3] REVENUE (3,289,455) (3,289,455) (569,645) - 17% 17% (2,719,810) PROF & ADMIN 34,000 34,000 - - 0% 0% 34,000 EQPT & CONTRACT SVCS 850,000 850,000 204,141 - 24% 24% 645,859 ASSET/CAPITAL OUTLAY 2,236,105 2,236,105 193,313 1,467,142 74% 9% 575,650 [4] EXPENDITURE 3,120,105 3,120,105 397,453 1,467,142 60% 13% 1,255,509 1003 TRANSPORTATION OPERATION
LICENSES,PRMITS&FEES - - (10,127) - - 100% 10,127 [5] OTHER REVENUE (20,000) (20,000) (2,725) - 14% 14% (17,275) [6] INTERGOV OTHER GRANT (859,097) (859,097) - - 0% 0% (859,097) [7] REVENUE (879,097) (879,097) (12,852) - 1% 1% (866,244) SALARIES AND WAGES 226,088 226,088 59,973 - 27% 27% 166,115 [8] PYRLL/FRINGE BENEFIT 226,214 226,214 58,393 - 26% 26% 167,821 [9] PROF & ADMIN 110,000 110,000 - - 0% 0% 110,000 OTHER OPERATING 7,900 7,900 1,869 3,651 70% 24% 2,379 [10] UTILITIES 2,500 2,500 - - 0% 0% 2,500 EQPT & CONTRACT SVCS 19,097 19,097 - - 0% 0% 19,097 COST POOL 270,211 270,211 67,558 - 25% 25% 202,653 EXPENDITURE 862,010 862,010 187,793 3,651 22% 22% 670,565 1004 ASSET SEIZURE FUND
ASSET/CAPITAL OUTLAY 140,000 140,000 - - 0% 0% 140,000 EXPENDITURE 140,000 140,000 - - 0% 0% 140,000 - Notes:
[3] Revenues are not received equally monthly
[6] Revenues are not received equally monthly
[7] Revenues are received after expenditures take place [8] Actual salaries slightly higher that budgeted
[10] Ricoh copier lease encumbrance
[1] Property tax assessment is received in December, April, and June [2] Transfer Out for Pension Obligation Bonds Unfunded Liability, Pension Tax Override portion, and Security & Exchange Commission Pension Override [4] Street improvements for road & highway building materials encumbered [5] Budget will be added for revenue received for Enterprise zone fee [9] Fringe benefits (Medical, Medicare, Dental) slightly higher than budgeted 1278
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1005 LIBRARY FUND
FINES & FORFEITURES - - (2,281) - - - 2,281 [11] INTERGOV STATE GRANT (10,175,752) (10,175,752) - - 0% 0% (10,175,752) [12] INTERGOV OTHER GRANT (60,000) (69,333) - - 0% 0% (69,333) [13] REVENUE (10,235,752) (10,245,085) (2,281) - 0% 0% (10,242,804) - SALARIES AND WAGES (161,645) (161,645) - - 0% 0% (161,645) PYRLL/FRINGE BENEFIT (52,045) (52,045) - - 0% 0% (52,045) PROF & ADMIN 477,780 487,113 391 - 0% 0% 486,722 OTHER OPERATING 12,183 12,183 1,312 - 11% 11% 10,871 ASSET/CAPITAL OUTLAY 9,954,479 9,954,479 - - 0% 0% 9,954,479 GRANT EXPENDITURES 5,000 5,000 1,327 - 27% 27% 3,673 [14] EXPENDITURE 10,235,752 10,245,085 3,029 - 0% 0% 10,242,056 - 1006 OUTSIDE FUNDED SVCS - GRANTS
INTERGOV STATE GRANT (21,986,200) (21,986,200) (56,756) - 0% 0% (21,929,444) [15] INTERGOV OTHER GRANT (58,812) (222,837) (56,826) - 26% 26% (166,011) [16] REVENUE (22,045,012) (22,209,037) (113,582) - 1% 1% (22,095,455) - PROF & ADMIN 3,629,224 3,676,889 60,172 477,862 15% 2% 3,138,854 OTHER OPERATING 16,977 16,977 19 - 0% 0% 16,958 UTILITIES 50,000 50,000 - - 0% 0% 50,000 EQPT & CONTRACT SVCS 272,000 272,000 - - 0% 0% 272,000 ASSET/CAPITAL OUTLAY 15,144,623 15,273,648 11,700 866,631 6% 0% 14,395,317 GRANT EXPENDITURES 2,932,188 2,967,188 16,384 24,000 1% 1% 2,926,804 EXPENDITURE 22,045,012 22,256,702 88,275 1,368,493 7% 0% 20,799,934 - 1007 EMERGENCY MED SERV
PROPERTY TAXES (215,586) (215,586) - - 0% 0% (215,586) [17] REVENUE (215,586) (215,586) - - 0% 0% (215,586) - PROF & ADMIN 103,100 103,100 - 4,000 4% 0% 99,100 OTHER OPERATING 38,486 38,486 3,341 - 9% 9% 35,145 EQPT & CONTRACT SVCS 74,000 74,000 - - 0% 0% 74,000 EXPENDITURE 215,586 215,586 3,341 4,000 3% 2% 208,245 - 1009 VEOLIA MITIGATION
LICENSES,PRMITS&FEES (25,000) (25,000) - - 0% 0% (25,000) [18] REVENUE (25,000) (25,000) - - 0% 0% (25,000) PROF & ADMIN 100,000 100,000 - - 0% 0% 100,000 EXPENDITURE 100,000 100,000 - - 0% 0% 100,000 - Notes:
[11] Budget will be added at mid-year.
[14] Wireless hot-spot monthly service
[15] Revenues are received after expenditures take place [18] Revenues are not received equally monthly
[12] Revenue reimbursements are received after expenditures take place [13] Revenue reimbursements are received after expenditures take place [16] Received funding for MLK turf replacement and reimbursement for BEAM EV ARC Grant [17] Property tax assessment is received in December, April, and June 2279
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1010 N.RICHMOND WASTE
LICENSES,PRMITS&FEES (124,207) (124,207) - - 0% 0% (124,207) [19] REVENUE (124,207) (124,207) - - 0% 0% (124,207) - PROF & ADMIN 122,375 122,375 - - 0% 0% 122,375 OTHER OPERATING 832 832 - - 0% 0% 832 UTILITIES 1,000 1,000 176 1,000 118% 18% (176) [20] ASSET/CAPITAL OUTLAY - - 131 - - - (131) EXPENDITURE 124,207 124,207 307 1,000 1% 0% 122,900 - 1012 HILLTOP LANDSCAPE MAINT DIST
PROPERTY TAXES (1,124,594) (1,124,594) - - 0% 0% (1,124,594) [21] OPER XFERS IN (235,988) (235,988) (58,994) - 25% 25% (176,994) REVENUE (1,360,582) (1,360,582) (58,994) - 4% 4% (1,301,588) - SALARIES AND WAGES 587,668 587,668 133,918 - 23% 23% 453,750 PYRLL/FRINGE BENEFIT 466,983 466,983 108,048 - 23% 23% 358,935 PROF & ADMIN 40,000 40,000 6,571 15,929 56% 16% 17,500 [22] OTHER OPERATING 67,900 77,900 6,821 9,229 21% 9% 61,850 UTILITIES 88,000 88,000 28,133 - 32% 32% 59,867 [23] EQPT & CONTRACT SVCS 75,000 65,000 2,702 5,405 12% 4% 56,893 COST POOL 463,200 463,200 115,795 - 25% 25% 347,405 EXPENDITURE 1,788,751 1,788,751 401,989 30,563 24% 22% 1,356,199 - 1015 MARINA BAY LNDSCP & LIGHT DIST
PROPERTY TAXES (709,524) (709,524) - - 0% 0% (709,524) [24] OPER XFERS IN (476,309) (476,309) (119,081) - 25% 25% (357,228)

X-ORDNRY/SPC-XFER IN - - - - - - - REVENUE (1,185,833) (1,185,833) (119,081) - 10% 10% (1,066,752) - SALARIES AND WAGES 399,727 399,727 119,891 - 30% 30% 279,836 [25] PYRLL/FRINGE BENEFIT 241,437 241,437 73,380 - 30% 30% 168,057 [26] PROF & ADMIN 53,503 53,503 6,738 39,500 86% 13% 7,266 [27] OTHER OPERATING 80,000 80,000 3,739 9,541 17% 5% 66,719 UTILITIES 134,395 134,395 66,680 - 50% 50% 67,715 [28] COST POOL 153,348 153,348 38,337 - 25% 25% 115,011 EXPENDITURE 1,062,410 1,062,410 308,765 49,041 34% 29% 704,604 - Notes:
[19] Revenues are not received equally monthly
[23] Paid water bill for various medians and parks.
[28] Paid water bill for various medians and parks.
[20] Encumbered for WCC North Richmond Mitigation Disposal. A budget transfer will be completed for the overage. [21] Property tax assessment is received in December, April, and June [22] Administrative services from SCI Consulting Group for the Hilltop District encumbrance [24] Property tax assessment is received in December, April, and June [25] Salaries for PT- Temp employees sightly higher than budgeted [26] Fringe benefits (Medical, Medicare, Dental) slightly higher than budgeted [27] Park restroom janitorial service from Enviroclean Maintenance encumbrance 3280
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1017 CHEVRON MODERNIZATN PROJ & CIA
INTERGOV OTHER GRANT (4,000,000) (4,000,000) - - 0% 0% (4,000,000) [29] REVENUE (4,000,000) (4,000,000) - - 0% 0% (4,000,000) - PROF & ADMIN 7,986,442 7,986,442 125,928 22,344 2% 2% 7,838,170 OTHER OPERATING 19,541 19,541 - - 0% 0% 19,541 EQPT & CONTRACT SVCS 1,502,829 1,502,829 - - 0% 0% 1,502,829 ASSET/CAPITAL OUTLAY 171,901 171,901 - - 0% 0% 171,901 GRANT EXPENDITURES 50,000 50,000 - - 0% 0% 50,000 EXPENDITURE 9,730,713 9,730,713 125,928 22,344 2% 1% 9,582,441 - 1018 RENT CONTROL
LICENSES,PRMITS&FEES (2,914,945) (2,914,945) (1,725,035) - 59% 59% (1,189,910) USE OF MONEY&PROPRTY (20,000) (20,000) - - 0% 0% (20,000) [30] OTHER REVENUE (50,000) (50,000) - - 0% 0% (50,000) [31] OPER XFERS IN (150,000) (150,000) (37,500) - 25% 25% (112,500) REVENUE (3,134,945) (3,134,945) (1,762,535) - 56% 56% (1,372,410) - SALARIES AND WAGES 1,442,839 1,442,839 355,800 - 25% 25% 1,087,039 PYRLL/FRINGE BENEFIT 868,399 868,399 219,261 - 25% 25% 649,138 PROF & ADMIN 547,458 547,458 35,498 181,993 40% 6% 329,967 [32] OTHER OPERATING 33,425 33,025 9,540 6,052 47% 29% 17,433 [33] UTILITIES 500 500 - - 0% 0% 500 EQPT & CONTRACT SVCS - 400 28 32 15% 7% 372 PROVISN FOR INS LOSS 9,300 9,300 - 8,085 87% 0% 1,215 [34] COST POOL 330,473 330,473 82,622 - 25% 25% 247,851 ASSET/CAPITAL OUTLAY 3,000 3,000 - - 0% 0% 3,000 EXPENDITURE 3,235,394 3,235,394 702,750 196,162 28% 22% 2,336,514 - 1019 ROAD MAINT & REHAB ACCT (RMRA)
INTERGOV STATE TAXES (2,864,927) (2,864,927) (464,787) - 16% 16% (2,400,140) REVENUE (2,864,927) (2,864,927) (464,787) - 16% 16% (2,400,140) ASSET/CAPITAL OUTLAY 2,944,644 2,944,644 - 3,050 0% 0% 2,941,594 EXPENDITURE 2,944,644 2,944,644 - 3,050 0% 0% 2,941,594 - 1050 CR-PLANNING & BUILDING
LICENSES,PRMITS&FEES (7,012,038) (7,012,038) (1,954,905) - 28% 28% (5,057,133) USE OF MONEY&PROPRTY (32,307) (32,307) - - 0% 0% (32,307) [35] CHARGES FOR SERVICES (4,314,000) (4,314,000) (145,563) - 3% 3% (4,168,437) [36] Notes:
[29]Revenues are received after expenditures take place [30] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [38] Revenues are received after expenditures take place [32] Legal services from Collective Legal Services encumbrance [33] Ricoh copier lease encumbrance
[34] Encumbered Insurance Services from CB Malaga Insurance [31] Revenues are not received equally monthly
[36] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. 4281
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
5282
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
OTHER REVENUE (50) (50) - - 0% 0% (50) [37] INTERGOV FED GRANT (750,000) (750,000) - - 0% 0% (750,000) [38] INTERGOV STATE GRANT (3,735,340) (3,735,340) (164,672) - 4% 4% (3,570,668) [39] OPER XFERS IN (1,800,000) (1,800,000) (40,874) - 2% 2% (1,759,126) [40] REVENUE (17,643,736) (17,643,736) (2,306,014) - 13% 13% (15,337,721) - SALARIES AND WAGES 2,903,182 2,903,182 613,203 - 21% 21% 2,289,979 PYRLL/FRINGE BENEFIT 1,803,443 1,803,443 361,559 - 20% 20% 1,441,884 PROF & ADMIN 10,581,394 10,581,394 305,937 830,815 11% 3% 9,444,642 OTHER OPERATING 132,791 132,791 5,961 20,300 20% 4% 106,530 UTILITIES 9,000 9,000 873 - 10% 10% 8,127 EQPT & CONTRACT SVCS 51,644 51,644 24 26 0% 0% 51,594 COST POOL 2,325,434 2,325,434 581,352 - 25% 25% 1,744,082 ASSET/CAPITAL OUTLAY 1,000 1,000 - - 0% 0% 1,000 EXPENDITURE 17,807,888 17,807,888 1,868,909 851,141 15% 10% 15,087,839 - 1054 ENGINEERING GRANTS
INTERGOV FED GRANT (5,000) (5,000) (14,365) - 287% 287% 9,365 INTERGOV STATE GRANT (11,626,357) (11,626,357) (34,786) - 0% 0% (11,591,571) [41] INTERGOV OTHER GRANT (312,099) (312,099) - - 0% 0% (312,099) (2,500) [42] REVENUE (11,943,456) (11,943,456) (49,151) - 0% 0% (11,894,305) (2,500) PROF & ADMIN - 25,000 - 5,400 22% 0% 25,000 EQPT & CONTRACT SVCS 27,500 27,500 - - 0% 0% 27,500 ASSET/CAPITAL OUTLAY 11,915,956 11,890,956 10,312 3,662,294 31% 0% 8,218,350 2,500 [43] EXPENDITURE 11,943,456 11,943,456 10,312 3,667,694 31% 0% 8,270,850 2,500 1055 ENCROACHMENT SVCS
LICENSES,PRMITS&FEES (838,000) (838,000) (284,652) - 34% 34% (553,348) CHARGES FOR SERVICES (227,000) (227,000) (71,922) - 32% 32% (155,078) REVENUE (1,065,000) (1,065,000) (356,574) - 33% 33% (708,426) - SALARIES AND WAGES 412,750 412,750 79,005 - 19% 19% 333,745 PYRLL/FRINGE BENEFIT 264,071 264,071 57,926 - 22% 22% 206,145 OTHER OPERATING 4,700 4,700 77 673 16% 2% 3,950 UTILITIES 2,900 2,900 669 - 23% 23% 2,231 COST POOL 207,055 207,055 51,769 - 25% 25% 155,286 EXPENDITURE 891,476 891,476 189,446 673 21% 21% 701,357 - Notes:
[42] Appropriate balance of grant award for the Greenway Rehabilitation and Bike Education Project [43] Appropriate balance of grant award for the Greenway Rehabilitation and Bike Education Project [37] Revenues are not received equally monthly
[38] Revenues are received after expenditures take place [39] Revenues are received after expenditures take place [40] Transfers in occur quarterly
[41] Revenues are received after expenditures take place 6283
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1200 HOUSING ADMINISTRATION
LICENSES,PRMITS&FEES (25,000) (25,000) (5,520) - 22% 22% (19,480) USE OF MONEY&PROPRTY (3,741) (3,741) - - 0% 0% (3,741) [44] OTHER REVENUE (618,299) (618,299) (527,710) - 85% 85% (90,589) [45] REVENUE (647,039) (647,039) (533,230) - 82% 82% (113,810) - SALARIES AND WAGES 249,418 249,418 32,045 - 13% 13% 217,373 PYRLL/FRINGE BENEFIT 93,990 93,990 13,596 - 14% 14% 80,394 PROF & ADMIN 168,903 168,903 1,168 1,885 2% 1% 165,849 OTHER OPERATING 1,909 1,909 - - 0% 0% 1,909 UTILITIES 801 801 (21) - -3% -3% 822 [46] COST POOL 121,347 121,347 30,330 - 25% 25% 91,017 EXPENDITURE 636,367 636,367 77,119 1,885 12% 12% 557,364 - 1201 CDBG
USE OF MONEY&PROPRTY (19,567) (19,567) (6,914) - 35% 35% (12,654) LOAN/BOND PROCEEDS (142,356) (142,356) (20,676) - 15% 15% (121,680) [47] REVENUE (161,923) (161,923) (27,589) - 17% 17% (134,334) - PROF & ADMIN 18,272 18,272 2,201 - 12% 12% 16,071 OTHER OPERATING 51 51 - - 0% 0% 51 COST POOL 26,923 26,923 6,736 - 25% 25% 20,187 CDBG/HOME/HSG PROJ 926,481 926,481 - - 0% 0% 926,481 EXPENDITURE 971,726 971,726 8,937 - 1% 1% 962,790 - 1202 HOME PROGRAM
USE OF MONEY&PROPRTY (957) (957) - - 0% 0% (957) [48] LOAN/BOND PROCEEDS (2,538) (2,538) - - 0% 0% (2,538) [49] REVENUE (3,494) (3,494) - - 0% 0% (3,494) - 1203 NEIGHBORHOOD STAB(NP)
LOAN/BOND PROCEEDS (15,000) (15,000) - - 0% 0% (15,000) [50] REVENUE (15,000) (15,000) - - 0% 0% (15,000) - PROF & ADMIN 9,500 9,500 857 8,643 100% 9% - [51] EXPENDITURE 9,500 9,500 857 8,643 100% 9% - Notes:
[44] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [45] Revenues received from In Lieu Developer fees
[46] Received credit from Nextel Communications
[47] Revenues are not received equally monthly
[48] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [49] Revenues are not received equally monthly
[50] Revenues are not received equally monthly
[51] Encumbered legal services from Goldfarb & Lipman to assist Housing 7284
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1205 EMPLOYMENT & TRAINING
OTHER REVENUE - - (29) - - - 29 INTERGOV FED GRANT (2,789,664) (3,688,893) - - 0% 0% (3,688,893) [52] INTERGOV STATE GRANT (2,972,695) (3,557,662) - - 0% 0% (3,557,662) [53] INTERGOV OTHER GRANT (282,983) (282,983) - - 0% 0% (282,983) [54] OPER XFERS IN (2,466,201) (2,466,201) (711,751) - 29% 29% (1,754,450) REVENUE (8,511,543) (9,995,739) (711,780) - 7% 7% (9,283,959) - SALARIES AND WAGES 2,192,811 2,192,811 345,160 - 16% 16% 1,847,651 PYRLL/FRINGE BENEFIT 1,683,712 1,683,712 260,778 - 15% 15% 1,422,934 PROF & ADMIN 15,700 16,500 10,898 - 66% 66% 5,602 [55] OTHER OPERATING 54,000 63,000 3,805 38,948 68% 6% 20,247 [56] UTILITIES 2,500 2,500 1,842 4,530 255% 74% (3,871) [57] EQPT & CONTRACT SVCS 850,723 1,060,723 - 89,588 8% 0% 971,135 COST POOL 561,697 561,697 140,416 - 25% 25% 421,281 GRANT EXPENDITURES 4,058,067 4,712,725 645,867 1,700 14% 14% 4,065,158 EMPLMT & TRNG ALLOC (1,079,476) (724,934) 0 - 0% 0% (724,934) EXPENDITURE 8,339,734 9,568,734 1,408,766 134,766 16% 15% 8,025,202 - 1207 COR-NEIGHBORH OOD STAB(CITY)
PROC FR SLE PROP (133,664) (133,664) - - 0% 0% (133,664) [58] REVENUE (133,664) (133,664) - - 0% 0% (133,664) - OTHER OPERATING 6,753 6,753 - 3,500 52% 0% 3,253 [59] EXPENDITURE 6,753 6,753 - 3,500 52% 0% 3,253 - 1208 COR-SUCCESSOR HOUSING AGENCY
USE OF MONEY&PROPRTY (23,752) (23,752) - - 0% 0% (23,752) [60] PROC FR SLE PROP - - (19,286) - - 100% 19,286 [61] LOAN/BOND PROCEEDS (63,448) (63,448) - - 0% 0% (63,448) [62] REVENUE (87,200) (87,200) (19,286) - 22% 22% (67,914) - SALARIES AND WAGES 130,698 130,698 32,675 - 25% 25% 98,024 PYRLL/FRINGE BENEFIT 79,756 79,756 19,939 - 25% 25% 59,817 PROF & ADMIN 200 200 - - 0% 0% 200 CDBG/HOME/HSG PROJ 1,000,000 1,000,000 - - 0% 0% 1,000,000 EXPENDITURE 1,210,655 1,210,655 52,614 - 4% 4% 1,158,041 - Notes:
[52] Revenues are received after expenditures take place [53] Revenues are received after expenditures take place [54] Revenues are received after expenditures take place [56] Ricoh copier lease encumbrance
[57] Comcast internet service encumbrance
[58] Revenues are not received equally monthly
[60] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [61] Received revenues for sale of property
[55] Subscription for the year from Pathways Consultants encumbrance [59] Encumbered funds from vendor CCC ORC for property tax & penalty 8285
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
[62] Revenues are not received equally monthly
9286
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1209 CAL-HOME GRANT FUND
USE OF MONEY&PROPRTY (9,931) (9,931) (17,724) - 178% 178% 7,793 LOAN/BOND PROCEEDS (80,389) (80,389) (47,360) - 59% 59% (33,029) REVENUE (90,321) (90,321) (65,084) - 72% 72% (25,236) - PROF & ADMIN 1,200 1,200 200 - 17% 17% 1,000 CDBG/HOME/HSG PROJ 500,000 500,000 - - 0% 0% 500,000 EXPENDITURE 501,200 501,200 200 - 0% 0% 501,000 - 1302 HOUSNG IN LIEU FEE - DEVELOPER
LICENSES,PRMITS&FEES (495,269) (495,269) (526,346) - 106% 106% 31,077 [63] USE OF MONEY&PROPRTY (566) (566) - - 0% 0% (566) [64] REVENUE (495,834) (495,834) (526,346) - 106% 106% 30,512 - SALARIES AND WAGES 89,452 89,452 22,363 - 25% 25% 67,089 PYRLL/FRINGE BENEFIT 52,685 52,685 13,171 - 25% 25% 39,514 PROF & ADMIN 15,000 15,000 - - 0% 0% 15,000 ASSET/CAPITAL OUTLAY 1,150,000 1,150,000 - - 0% 0% 1,150,000 CDBG/HOME/HSG PROJ 850,000 850,000 - - 0% 0% 850,000 OPER XFERS OUT 480,000 480,000 - - 0% 0% 480,000 EXPENDITURE 2,637,137 2,637,137 35,534 - 1% 1% 2,601,603 - 1303 KIDS FIRST INITIATIVE
OPER XFERS IN (6,453,091) (6,453,091) (1,613,269) - 25% 25% (4,839,822) REVENUE (6,453,091) (6,453,091) (1,613,269) - 25% 25% (4,839,822) - SALARIES AND WAGES (43,927) (43,927) 43,139 - -98% -98% (87,066) [65] PYRLL/FRINGE BENEFIT 47,218 47,218 23,349 - 49% 49% 23,869 [66] PROF & ADMIN 6,103,579 6,103,579 - - 0% 0% 6,103,579 OTHER OPERATING 24,000 24,000 2,504 2,500 21% 10% 18,996 COST POOL 4,453 4,453 1,114 - 25% 25% 3,339 EXPENDITURE 6,135,323 6,135,323 70,106 2,500 1% 1% 6,062,717 - 1304 EMERGENCY OPE & DISASTR RECVRY
OPER XFERS IN (75,000) (75,000) (75,000) - 100% 100% - [67] REVENUE (75,000) (75,000) (75,000) - 100% 100% - - PROF & ADMIN 75,000 75,000 3,500 78,500 109% 5% (7,000) 239,000 [68] OTHER OPERATING - - 277 - - 100% (277) [69] EXPENDITURE 75,000 75,000 3,777 78,500 110% 5% (7,277) 239,000 Notes:
[63] Received big wire payment from developer In-Lieu fee [64] Interest allocation journal is pending for Quarter 1, historically these allocations are done in October, January, April, and July. [67] Completed transfer in for Climate Res. Contingency [65] Error in budgeted contra amount for salary; will correct in 1st Quarter Report to City Council [66] Contras for staff time for grant funded positions are completed quarterly [68] Emergency Operations and Disaster Operations Fund – City staff is proposing to appropriate fund balance to continue with tree removal in areas impacted from last year's winter storms
[69] Purchased safety supplies and materials. A budget transfer will be completed. 10287
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
1305 PUBLIC ART
LICENSES,PRMITS&FEES (400,000) (400,000) (51,403) - 13% 13% (348,597) [72] REVENUE (400,000) (400,000) (51,403) - 13% 13% (348,597) - PROF & ADMIN 1,153,500 1,153,500 - 339,554 29% 0% 813,946 [73] OTHER OPERATING - - 856 - - - (856) EXPENDITURE 1,153,500 1,153,500 856 339,554 30% 0% 813,090 - 1306 AMERICAN RESCUE PLAN ACT
PROF & ADMIN 803,750 803,750 - 150,000 19% 0% 653,750 17,490 [74] ASSET/CAPITAL OUTLAY 6,928,890 6,961,490 - - 0% 0% 6,961,490 EXPENDITURE 7,732,640 7,765,240 - 150,000 2% 0% 7,615,240 17,490 2001 GENERAL CAPITAL FUND
USE OF MONEY&PROPRTY - - (806) - 100% 806 [75] OPER XFERS IN (650,000) (1,690,000) (650,000) - 38% 38% (1,040,000) REVENUE (650,000) (1,690,000) (650,806) - 39% 39% (1,039,194) - PROF & ADMIN - 57,294 20,566 166,784 327% 100% (130,056) EQPT & CONTRACT SVCS - 67,000 - 40,000 60% 100% 67,000 ASSET/CAPITAL OUTLAY 22,820,449 23,736,155 19,153 494,064 2% 0% 23,222,938 EXPENDITURE 22,820,449 23,860,449 39,719 700,848 3% 0% 23,159,882 - 2002 MEASURE J
INTERGOV OTHER GRANT (4,292,882) (4,292,882) - - 0% 0% (4,292,882) [76] REVENUE (4,292,882) (4,292,882) - - 0% 0% (4,292,882) - PROF & ADMIN 200,000 200,000 - - 0% 0% 200,000 EQPT & CONTRACT SVCS 15,000 15,000 - - 0% 0% 15,000 ASSET/CAPITAL OUTLAY 5,927,803 5,927,803 - 110,200 2% 0% 5,817,603 EXPENDITURE 6,142,803 6,142,803 - 110,200 2% 0% 6,032,603 - 2110 IMPACT FEE - PARKS
LICENSES,PRMITS&FEES - - (9,504) - - 100% 9,504 [77] REVENUE - - (9,504) - - 100% 9,504 - ASSET/CAPITAL OUTLAY 15,000 15,000 - 15,000 100% 0% - [78] EXPENDITURE 15,000 15,000 - 15,000 100% 0% - - Notes:
[72] Revenues are not received equally monthly
[73] Encumbered professional services for Parchester Village [75] Interest income
[76] Revenues are received after expenditures take place [77] Impact fee revenues are not budgeted until midyear [78] Processed annual JPA Capital contribution
[74] Community Needs Assessment and Strategic Investment Plan (SIP), FY2022-23 balance needed for payment of prior year invoices 11288
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
2111 IMPACT FEE - TRAFFIC
LICENSES,PRMITS&FEES - - (43,296) - - 100% 43,296 [79] REVENUE - - (43,296) - - 100% 43,296 - 2113 IMPACT FEE - FIRE
LICENSES,PRMITS&FEES - - (10,472) - - 100% 10,472 [80] REVENUE - - (10,472) - - 100% 10,472 - OTHER OPERATING 117,000 117,000 - - 0% 0% 117,000 EXPENDITURE 117,000 117,000 - - 0% 0% 117,000 - 2114 IMPACT FEE - POLICE
LICENSES,PRMITS&FEES - - (8,602) - - 100% 8,602 [81] REVENUE - - (8,602) - - 100% 8,602 - ASSET/CAPITAL OUTLAY 155,000 155,000 - - 0% 0% 155,000 EXPENDITURE 155,000 155,000 - - 0% 0% 155,000 - 2115 IMPACT FEE - COMM/AQUATC
LICENSES,PRMITS&FEES - - (36,674) - - 100% 36,674 [82] REVENUE - - (36,674) - - 100% 36,674 - 2116 IMPACT FEE - PARKS/OPEN
LICENSES,PRMITS&FEES - - (152,900) - - 100% 152,900 [83] REVENUE - - (152,900) - - 100% 152,900 - PROF & ADMIN - 80,000 - - 0% 0% 80,000 ASSET/CAPITAL OUTLAY 373,264 293,264 - - 0% 0% 293,264 80,000 [84] EXPENDITURE 373,264 373,264 - - 0% 0% 373,264 80,000 2117 IMPACT FEE - LIBRARY
LICENSES,PRMITS&FEES - - (41,426) - - 100% 41,426 [85] REVENUE - - (41,426) - - 100% 41,426 - ASSET/CAPITAL OUTLAY 1,204,188 1,204,188 - - 0% 0% 1,204,188 EXPENDITURE 1,204,188 1,204,188 - - 0% 0% 1,204,188 - 2119 IMPACT FEE - STORM DRAINAGE
LICENSES,PRMITS&FEES - - (15,620) - - 100% 15,620 [86] REVENUE - - (15,620) - - 100% 15,620 - 2120 IMPACT FEE - WASTEWATER
ASSET/CAPITAL OUTLAY 250,000 250,000 - - 0% 0% 250,000 EXPENDITURE 250,000 250,000 - - 0% 0% 250,000 - Notes:
[79] Impact fee revenues are not budgeted until midyear [80] Impact fee revenues are not budgeted until midyear [81] Impact fee revenues are not budgeted until midyear [82] Impact fee revenues are not budgeted until midyear [83] Impact fee revenues are not budgeted until midyear [85] Impact fee revenues are not budgeted until midyear [84] Reinstate budget for SF Bay Trail Project, $80K was used to begin Richmond Soccer Field Study 12289
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
[86] Impact fee revenues are not budgeted until midyear 13290
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
2125 IRON TRIANGLE/EPA PROGRAM
USE OF MONEY&PROPRTY (1,329) (1,329) - - 0% 0% (1,329) [87] INTERGOV FED GRANT (275,967) (275,967) - - 0% 0% (275,967) [88] REVENUE (277,297) (277,297) - - 0% 0% (277,297) - [89] CDBG/HOME/HSG PROJ 275,967 275,967 - 82,000 30% 0% 193,967 EXPENDITURE 275,967 275,967 - 82,000 30% 0% 193,967 - 3001 DS - 2005 TAXABLE POB
USE OF MONEY&PROPRTY - - (10,931) - - 100% 10,931 [90] OPER XFERS IN (11,403,165) (11,403,165) (6,950,487) - 61% 61% (4,452,679) [91] REVENUE (11,403,165) (11,403,165) (6,961,417) - 61% 61% (4,441,748) - DEBT SVC EXPENDITURE 11,403,165 11,403,165 7,185,291 - 63% 63% 4,217,874 [92] EXPENDITURE 11,403,165 11,403,165 7,185,291 - 63% 63% 4,217,874 - 3005 DS - 07 REFNDING&CVC CTR
USE OF MONEY&PROPRTY - - (34) - - 100% 34 [93] CHARGES FOR SERVICES (6,684,183) (6,684,183) (1,702,042) - 25% 25% (4,982,141) OPER XFERS IN (1,463,868) (1,463,868) (365,967) - 25% 25% (1,097,901) REVENUE (8,148,051) (8,148,051) (2,068,043) - 25% 25% (6,080,008) - DEBT SVC EXPENDITURE 7,771,713 7,771,713 3,035 - 0% 0% 7,768,678 EXPENDITURE 7,771,713 7,771,713 3,035 - 0% 0% 7,768,678 - 4001P ORT OF RICHMOND
USE OF MONEY&PROPRTY - - (17,516) - - 100% 17,516 [94] RENTAL INCOME (10,451,891) (10,451,891) (870,805) - 8% 8% (9,581,086) [95] INTERGOV OTHER GRANT (1,003,250) (1,003,250) - - 0% 0% (1,003,250) [96] REVENUE (11,455,141) (11,455,141) (888,321) - 8% 8% (10,566,820) - SALARIES AND WAGES 459,994 459,994 51,444 - 11% 11% 408,550 PYRLL/FRINGE BENEFIT 268,361 268,361 42,751 - 16% 16% 225,610 PROF & ADMIN 1,001,500 898,500 6,018 71,750 9% 1% 820,732 141,894 [97] OTHER OPERATING 7,200 7,200 427 - 6% 6% 6,773 UTILITIES 483,500 483,500 118,586 4,461 25% 25% 360,454 EQPT & CONTRACT SVCS 58,000 161,000 - 12,000 7% 0% 149,000 PROVISN FOR INS LOSS 45,000 45,000 - - 0% 0% 45,000 COST POOL 481,859 481,859 120,464 - 25% 25% 361,395 ASSET/CAPITAL OUTLAY 5,575,000 5,575,000 - - 0% 0% 5,575,000 DEBT SVC EXPENDITURE 4,267,000 4,267,000 - - 0% 0% 4,267,000 EXPENDITURE 12,647,414 12,647,414 339,689 88,211 3% 3% 12,219,514 141,894 Notes:
[87] Revenues are not received equally monthly
[88] Revenues are not received equally monthly
[90] Interest Income
[92] Interest payment on 2005 POB debt service
[93] [94]Interest Income
[95] [96]Revenues are not received equally monthly
[97] Appropriate budget for the Cafeteria Building Winterization Project [91] Transfer in for POB payment to fiscal agent, and unfunded liability [89] Encumbrance for Brownfield Assessment from Stantec Consulting Services 14291
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
4003 WASTEWATER
LICENSES,PRMITS&FEES (36,000) (36,000) (38,096) - 106% 106% 2,096 FINES & FORFEITURES (2,000) (2,000) - - 0% 0% (2,000) [98] USE OF MONEY&PROPRTY - - (11,326) - - 100% 11,326 [99] CHARGES FOR SERVICES (28,250,000) (28,250,000) (159,256) - 1% 1% (28,090,744) [100] REVENUE (28,288,000) (28,288,000) (208,678) - 1% 1% (28,079,322) - SALARIES AND WAGES 1,485,971 1,485,971 265,479 - 18% 18% 1,220,493 PYRLL/FRINGE BENEFIT 796,804 796,804 161,866 - 20% 20% 634,938 PROF & ADMIN 10,844,657 10,834,657 8,327 99,478 1% 0% 10,726,852 OTHER OPERATING 368,409 368,409 1,538 6,765 2% 0% 360,106 UTILITIES 1,417,049 1,417,049 453,159 - 32% 32% 963,890 [101] EQPT & CONTRACT SVCS 412,300 422,300 9,053 - 2% 2% 413,247 COST POOL 663,397 663,397 165,841 - 25% 25% 497,556 ASSET/CAPITAL OUTLAY 47,005,000 47,005,000 (11,547) 142,907 0% 0% 46,873,640 DEBT SVC EXPENDITURE 8,059,725 8,059,725 5,472,610 - 68% 68% 2,587,115 [102] EXPENDITURE 71,053,312 71,053,312 6,526,326 249,150 10% 9% 64,277,836 - 4005 MARINA
USE OF MONEY&PROPRTY - - (3,348) - - 100% 3,348 [103] RENTAL INCOME (450,000) (450,000) (60,876) - 14% 14% (389,124) [104] REVENUE (450,000) (450,000) (64,224) - 14% 14% (385,776) - PROF & ADMIN 924,842 924,842 - - 0% 0% 924,842 DEBT SVC EXPENDITURE 206,815 206,815 206,815 - 100% 100% - [105] OPER XFERS OUT 86,778 86,778 21,690 - 25% 25% 65,088 EXPENDITURE 1,218,435 1,218,435 228,505 - 19% 19% 989,930 - 4006 STORMWATER
LICENSES,PRMITS&FEES (75,000) (75,000) (2,976) - 4% 4% (72,024) [106] FINES & FORFEITURES - - (500) - - - 500 CHARGES FOR SERVICES (1,930,300) (1,930,300) (5,994) - 0% 0% (1,924,306) [107] RENTAL INCOME (4,380) (4,380) (961) - 22% 22% (3,419) [108] INTERGOV STATE GRANT (1,341,278) (1,341,278) - - 0% 0% (1,341,278) [109] REVENUE (3,350,958) (3,350,958) (10,431) - 0% 0% (3,340,527) - Notes:
[98] Revenues are not received equally monthly
[99] Interest Income
[101] Paid PG&E electric bills
[102] Paid majority of debt service for the year
[103] Interest Income
[104] Revenues are not received equally monthly
[105] Paid principal and interest for Marina debt service [106][107][108] Revenues are not received equally monthly [100] Revenues are below the threshold mainly due to the sewer drain fee allocation from the County has not been received yet 15292
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
[109] Revenues are received after expenditures take place 16293
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
SALARIES AND WAGES 113,054 113,054 7,907 - 7% 7% 105,147 PYRLL/FRINGE BENEFIT 70,192 70,192 4,492 - 6% 6% 65,700 PROF & ADMIN 1,529,583 1,919,288 - 72,400 4% 0% 1,846,888 OTHER OPERATING 137,175 137,175 - - 0% 0% 137,175 UTILITIES 40,000 40,000 5,140 - 13% 13% 34,860 EQPT & CONTRACT SVCS - 226,451 - - 0% 0% 226,451 COST POOL 90,530 90,530 22,634 - 25% 25% 67,896 ASSET/CAPITAL OUTLAY 1,341,278 725,122 - 742,449 102% 0% (17,327) [110] EXPENDITURE 3,321,812 3,321,812 40,173 814,849 26% 1% 2,466,790 - 4008 KCRT - CABLE TELEVIS
LICENSES,PRMITS&FEES (1,250,000) (1,250,000) - - 0% 0% (1,250,000) [111] REVENUE (1,250,000) (1,250,000) - - 0% 0% (1,250,000) SALARIES AND WAGES 505,455 505,455 139,105 - 28% 28% 366,350 [112] PYRLL/FRINGE BENEFIT 340,880 340,880 88,032 - 26% 26% 252,848 [113] PROF & ADMIN 53,800 53,800 12,938 - 24% 24% 40,862 OTHER OPERATING 37,721 37,721 8,445 - 22% 22% 29,276 UTILITIES 5,727 5,727 777 4,450 91% 14% 500 [114] PROVISN FOR INS LOSS 604 604 - - 0% 0% 604 COST POOL 221,506 221,506 55,375 - 25% 25% 166,131 EXPENDITURE 1,165,693 1,165,693 304,672 4,450 27% 26% 856,572 - 4201 RHA-CAPITAL FUND
INTERGOV FED GRANT (1,458,433) (1,458,433) - - 0% 0% (1,458,433) [115] REVENUE (1,458,433) (1,458,433) - - 0% 0% (1,458,433) - PROF & ADMIN 219,250 219,250 - 100,000 46% 0% 119,250 [116] OTHER OPERATING 170,000 170,000 23,931 16,069 24% 14% 130,000 EQPT & CONTRACT SVCS 150,308 150,308 - - 0% 0% 150,308 ASSET/CAPITAL OUTLAY 125,000 125,000 - 25 0% 0% 124,975 GRANT EXPENDITURES 328,480 328,480 1,375 38,585 12% 0% 288,520 OPER XFERS OUT 465,395 465,395 - - 0% 0% 465,395 EXPENDITURE 1,458,433 1,458,433 25,306 154,679 12% 2% 1,278,448 - 4401 RHA-HACIENDA
PROC FR SLE PROP (57,000) (57,000) - - 0% 0% (57,000) [117] REVENUE (57,000) (57,000) - - 0% 0% (57,000) - Notes:
[111] Revenues are not received equally monthly
[112] [113]Part-time salaries were not budgeted, PERS unfunded Accrued Liability higher than budgeted [114] Comcast cable and internet services encumbrance
[115] Revenues are received after expenditures take place [117] Revenues are not received equally monthly
[110] Encumbrance for Rheem Creek construction flood risk reduction [116] Financial services encumbered from D. Rosen consulting 17294
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
SALARIES AND WAGES 10,000 10,000 2,580 - 26% 26% 7,420 [118] PYRLL/FRINGE BENEFIT 5,000 5,000 1,521 - 30% 30% 3,479 [119] OTHER OPERATING 5,000 5,000 - - 0% 0% 5,000 UTILITIES 1,000 1,000 - - 0% 0% 1,000 EQPT & CONTRACT SVCS 36,000 36,000 - - 0% 0% 36,000 EXPENDITURE 57,000 57,000 4,100 - 7% 7% 52,900 - 4404 RHA-NEVIN PLAZA
RENTAL INCOME - - 9,913 - - - (9,913) [120] INTERGOV FED GRANT (535,198) (535,198) (176,308) - 33% 33% (358,890) REVENUE (535,198) (535,198) (166,395) - 31% 31% (368,803) - SALARIES AND WAGES 22,076 22,076 24,202 - 110% 110% (2,126) [121] PYRLL/FRINGE BENEFIT 13,985 13,985 14,160 - 101% 101% (175) [122] PROF & ADMIN 56,950 53,267 17,627 19,757 70% 33% 15,883 [123] OTHER OPERATING 2,300 4,667 - 4,000 86% 0% 667 [124] UTILITIES 10,000 5,808 - - 0% 0% 5,808 EQPT & CONTRACT SVCS - 5,508 - 3,683 67% 0% 1,825 [125] COST POOL - - 19,721 - - - (19,721) OPER XFERS OUT 429,887 429,887 - - 0% 0% 429,887 EXPENDITURE 535,198 535,198 75,710 27,440 19% 14% 432,048 - 4405 RHA-NYSTROM VILLAGE
USE OF MONEY&PROPRTY - - (9) - - - 9 [126] OTHER REVENUE (6,200) (6,200) (24,600) - 397% 397% 18,400 [127] RENTAL INCOME (250,000) (250,000) (69,871) - 28% 28% (180,129) INTERGOV FED GRANT (499,194) (499,194) (156,307) - 31% 31% (342,887) OPER XFERS IN (915,101) (915,101) - - 0% 0% (915,101) [128] REVENUE (1,670,495) (1,670,495) (250,787) - 15% 15% (1,419,708) - Notes:
[120] Will add budget at mid-year
[123] Encumbered audit services from Maze & Associates
[124] Encumbrance for rental of a truck
[126] Interest Income
[127] Received more tenants repayments than anticipated [128] Transfers in occur quarterly
[118] The payroll charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[119] The payroll charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[121] The payroll charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[122] The payroll charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[125] Encumbered contract for pest control from Happy Pest Control, Inc. 18295 City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
SALARIES AND WAGES 551,183 551,183 121,223 - 22% 22% 429,960 PYRLL/FRINGE BENEFIT 433,916 433,916 81,107 - 19% 19% 352,809 PROF & ADMIN 173,060 173,060 70,541 49,499 69% 41% 53,019 [129] OTHER OPERATING 106,595 106,595 14,266 19,135 31% 13% 73,193 [130] UTILITIES 195,600 195,600 46,766 - 24% 24% 148,834 EQPT & CONTRACT SVCS 143,440 143,440 14,468 74,792 62% 10% 54,180 [131] PROVISN FOR INS LOSS 35,860 35,860 - - 0% 0% 35,860 COST POOL 30,841 30,841 10,295 - 33% 33% 20,546 [132] EXPENDITURE 1,670,495 1,670,495 358,667 143,427 30% 21% 1,168,401 - 4406 RHA-RICHMOND VILLAGE ONE
INTERGOV FED GRANT (283,575) (283,575) (43,510) - 15% 15% (240,065) [133] REVENUE (283,575) (283,575) (43,510) - 15% 15% (240,065) - SALARIES AND WAGES 7,473 7,473 - - 0% 0% 7,473 PYRLL/FRINGE BENEFIT 3,496 3,496 - - 0% 0% 3,496 OTHER OPERATING - 209 - 209 100% 0% 209 GRANT EXPENDITURES 272,606 272,397 43,510 - 16% 16% 228,887 EXPENDITURE 283,575 283,575 43,510 209 15% 15% 240,065 - 4407 RHA-RICHMOND VILLAGE TWO
INTERGOV FED GRANT (167,190) (167,190) (25,652) - 15% 15% (141,538) [134] REVENUE (167,190) (167,190) (25,652) - 15% 15% (141,538) - GRANT EXPENDITURES 167,190 167,190 25,652 - 15% 15% 141,538 EXPENDITURE 167,190 167,190 25,652 - 15% 15% 141,538 - 4408 RHA-RICHMOND VILLAGE THREE
INTERGOV FED GRANT (150,234) (150,234) (23,051) - 15% 15% (127,183) [135] REVENUE (150,234) (150,234) (23,051) - 15% 15% (127,183) - GRANT EXPENDITURES 150,234 150,234 23,051 - 15% 15% 127,183 EXPENDITURE 150,234 150,234 23,051 - 15% 15% 127,183 - 4501 RHA-CENTRAL OFFICE COST CNTR
USE OF MONEY&PROPRTY - - (3) - - 100% 3 [136] OPER XFERS IN (1,241,263) (1,241,263) - - 0% 0% (1,241,263) [137] REVENUE (1,241,263) (1,241,263) (3) - 0% 0% (1,241,260) - Notes:
[129] Encumbered services for temporary staffing
[130] Paid for small tools and building maintenance supplies [132] October charges were posted in September.
[133] Reimbursements are based on expenses that have occurred [134] Reimbursements are based on expenses that have occurred [135] Reimbursements are based on expenses that have occurred [136] Interest Income
[137] Revenues are not received equally monthly
[131] Encumbered services for roadside, grounds, and recreational areas from Desert Parks Landscaping. Also encumbered funds from Door & Window Guard Systems, Inc.
19296
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
SALARIES AND WAGES 22,075 22,075 9,570 - 43% 43% 12,505 [138] PYRLL/FRINGE BENEFIT 64,453 64,453 19,569 - 30% 30% 44,884 [139] PROF & ADMIN 1,138,820 1,138,820 - - 0% 0% 1,138,820 OTHER OPERATING - - 862 - - 100% (862) [140] UTILITIES - - 2,486 - - - (2,486) COST POOL 15,915 15,915 5,092 - 32% 32% 10,823 [141] EXPENDITURE 1,241,263 1,241,263 37,579 - 3% 3% 1,203,684 - 4502 RHA-HOUSING CORPORATION
PROF & ADMIN 7,050 7,050 - - 0% 0% 7,050 EXPENDITURE 7,050 7,050 - - 0% 0% 7,050 - 5001 INSURANCE RESERVES
CHARGES FOR SERVICES (22,227,589) (22,227,589) (5,328,589) - 24% 24% (16,899,000) [142] OTHER REVENUE - - (130,983) - - - 130,983 [143] REVENUE (22,227,589) (22,227,589) (5,459,572) - 25% 25% (16,768,017) - SALARIES AND WAGES 506,482 506,482 112,402 - 22% 22% 394,080 PYRLL/FRINGE BENEFIT 317,505 317,505 61,131 - 19% 19% 256,374 PROF & ADMIN 1,152,200 1,138,464 13,250 295,750 27% 1% 829,464 [144] OTHER OPERATING 50,500 50,500 936 - 2% 2% 49,564 PROVISN FOR INS LOSS 21,850,182 21,850,182 5,927,782 680,598 30% 27% 15,241,802 [145] COST POOL 619,218 619,218 154,800 - 25% 25% 464,418 ASSET/CAPITAL OUTLAY 7,000 20,736 7,136 3,404 51% 34% 10,197 [146] OPER XFERS OUT - 1,040,000 - - 0% 0% 1,040,000 EXPENDITURE 24,503,087 25,543,087 6,277,437 979,751 28% 25% 18,285,899 - 5003 EQUIPMENT SERVICES
CHARGES FOR SERVICES (5,665,733) (5,665,733) (1,421,264) - 25% 25% (4,244,469) OPER XFERS IN (426,018) (426,018) (106,509) - 25% 25% (319,509) REVENUE (6,091,751) (6,091,751) (1,527,773) - 25% 25% (4,563,978) - EQPT & CONTRACT SVCS 155,000 155,000 - - 0% 0% 155,000 ASSET/CAPITAL OUTLAY 9,215,733 9,215,733 9,587 6,463,327 70% 0% 2,742,819 [147] DEBT SVC EXPENDITURE 326,018 326,018 81,505 - 25% 25% 244,514 EXPENDITURE 9,696,751 9,696,751 91,091 6,463,327 68% 1% 3,142,333 - Notes:
[141] October charges were already posted in September. [142] Revenues are not received equally monthly
[140] A budget transfer will be completed to cover the office supplies and postage [143] Received reimbursements from Prism, Westport Insurance, and other insurance companies [144] [145]Encumbrance for Fire Alternate Dispute Resolution (ADR) Administrator from vendor Excel ADR and Safety Compliance Training [138] The payroll charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[139] The benefit charges for RHA are directly charged to fund. After receiving a Timesheet from RHA staff, the charges are then allocated to the appropriate funds. The negative contra transaction is in Fund 4501.
[146] Encumbered services for BTA Fire demolition from Ninyo & Moore Geotechnical and Environment [147] Encumbered auto equipment for autos, school buses, and vans from 72-Hour LLC 20297
City of Richmond
FY2023-24 September 2022
Attachment 2 NON GENERAL FUND
Quarter 1 Budget Report

FUNDS ORIGINAL APPROP REVISE D BUDGET YTD ACTUAL ENCUMB W/
ENCUMB
% USED
W/O
ENCUMB
% USED

AVAILABLE BUDGET ADJUSTMENTS NOTES
5008 COMPENSATED ABSENCES
OTHER REVENUE (2,600,000) (2,600,000) (650,000) - 25% 25% (1,950,000) REVENUE (2,600,000) (2,600,000) (650,000) - 25% 25% (1,950,000) - SALARIES AND WAGES 2,600,000 2,600,000 96,612 - 4% 4% 2,503,388 PYRLL/FRINGE BENEFIT - - 1,344 - - 100% (1,344) [148] EXPENDITURE 2,600,000 2,600,000 97,955 - 4% 4% 2,502,045 - 6004 COMMISSION ON AGING
OTHER REVENUE - (30,000) - - 0% 0% (30,000) [149] REVENUE - (30,000) - - 0% 0% - OTHER OPERATING - 30,000 485 600 4% 2% 28,915 EXPENDITURE - 30,000 485 600 4% 2% 28,915 - 6007 SENIOR TRUST DEPOSIT
OTHER REVENUE - (60,000) - - 0% 0% (60,000) [150] REVENUE - (60,000) - - 0% 0% (60,000) - OTHER OPERATING - 60,000 1,131 400 3% 2% 58,469 [151] EXPENDITURE - 60,000 1,131 400 3% 2% 58,469 - 6048 OPEB PLAN FUND
USE OF MONEY&PROPRTY - - (185,472) - - 100% 185,472 [152] REVENUE - - (185,472) - - 100% 185,472 - PROF & ADMIN - - 25,344 - - 100% (25,344) [153] EXPENDITURE - - 25,344 - - 100% (25,344) - 6050 GENERAL PENSION FUND
OPER XFERS IN (152,897) (152,897) (152,897) - 100% 100% - [154] REVENUE (152,897) (152,897) (152,897) - 100% 100% - - PYRLL/FRINGE BENEFIT - - 60,279 - - 100% (60,279) [155] EXPENDITURE - - 60,279 - - 100% (60,279) - Notes:
[148] Medicare Tax employee portion is not budgeted
[152] Interest Income
NON GF - REVENUE (229,679,599) (232,467,153) (29,094,009) - 13% 13% (203,373,143) (2,500) NON GF - EXPENDITURE 326,529,928 330,182,551 53,245,575 18,218,844 22% 16% 258,718,132 480,884 NON GF - GRAND TOTAL 96,850,328 97,715,398 24,151,565 18,218,844 43% 25% 55,344,989 478,384 [151] The variance is due to Other Post Employment Benefits transfer from the payroll processing [153] PARS Trust Management Fees were not budgeted
[154] Completed transfer in for General pension fund
[155] Retirement pension payments are not budgeted
[149] Revenues are not received equally monthly
[150] Revenues will be received for Other Post Employment Benefits 21298
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3

8. Capital Improvement Projects
Line # NON-GENERAL FUND - PROJECT FUNDS

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE

REMAINING
% Without
ENCUMB % USED Notes
1 1002 - GAS TAX
2 REVENUE (3,289,455) - (3,289,455) (569,645) - (2,719,810) 17% 17% Gas Tax revenue received is through August, it has a one month lag time
3 BRIDGE PREVENTIVE MAINTENANCE 248,340 - 248,340 - - 248,340 0% 0% 4 GREENWAY REHAB AND BIKE EDUCATION 27,310 - 27,310 - - 27,310 0% 0% 5 STREET PAVING 2,840,455 - 2,840,455 397,453 1,467,142 975,859 14% 66% Multiple PO's encumbered for equipment rental, asphalt materials and supplies to support the street paving program
6 TOTAL - STATE GAS TAX - EXPENSES 3,116,105 - 3,116,105 397,453 1,467,142 1,251,509 13% 60% 7 8 1005 - LIBRARY
9 REVENUE (9,947,979) - (9,947,979) - - (9,947,979) 0% 0% Grant revenue is received after expense occurs 10 BOOKMOBILE - NEW 250,000 - 250,000 - - 250,000 0% 0% 11 MAIN LIBRARY REMODEL 9,697,979 - 9,697,979 - - 9,697,979 0% 0% 12 TOTAL - ASSET SEIZURE - EXPENSES 9,947,979 - 9,947,979 - - 9,947,979 0% 0% 13 14 1006 - OUTSIDE FUNDED GRANTS
15 REVENUE (15,440,062) - (15,440,062) - - (15,572,499) 0% 0% Grant revenue is received after expense occurs 16 DIRT WORLD BIKE PARK REVITALIZATION 444,800 - 444,800 - - 444,800 0% 0% 17 RICHMOND COMMUNITIES CLEAN COLLOBORATIVE 4,954,838 - 4,954,838 719 339,040 4,615,079 0% 7% 18 SHIELDS-REID PARK REVITALIZATION 6,437,609 - 6,437,609 11,000 522,000 5,904,609 0% 8% 19 TERMINAL 4 WHARF REMOVAL 3,602,815 - 3,602,815 - - 3,602,815 0% 0% 20 TOTAL - OUTSIDE FUNDED GRANTS - EXPENSES 15,440,062 - 15,440,062 11,719 861,040 14,567,303 0% 6% 21 -
22 1019 - ROAD MAINTENANCE REHABILITATION ACCOUNT (RMRA) SB1 23 REVENUE (2,864,927) - (2,864,927) (464,787) - (2,400,140) 16% 16% SB1 revenue received is through August, it has a one month lag time 24 STREET PAVING - ANNUAL ALLOCATION 2,864,927 - 2,864,927 - - 2,864,927 0% 0% 25 STREET PAVING SB1 CUTTING/HARBOUR WAY S. BIKEWAY 79,717 - 79,717 - 3,050 76,667 0% 4% 26 TOTAL - RMRA - EXPENSES 2,944,644 - 2,944,644 - 3,050 2,941,594 0% 0% 27 28 1054 - ENGINEERING GRANTS
29 REVENUE (11,943,456) - (11,943,456) (49,151) - (11,894,305) 0% 0% Grant revenue is received after expense occurs 30 ATP QUICK BUILD CUTTING/HOFFMAN 211,793 - 211,793 - - 211,793 0% 0% 31 ATP QUICK BUILD HARBOUR WAY S. CYCLE TRACK 154,721 - 154,721 - - 154,721 0% 0% 32 BOORMAN PARK REVITALIZATION 3,324,489 - 3,324,489 - - 3,324,489 0% 0% 33 BRIDGE PREVENTIVE MAINTENANCE 1,873,395 - 1,873,395 - - 1,873,395 0% 0% 34 CARLSON BLVD. CROSSTOWN CONNECTIONS & IMPROVEMENTS 214,599 - 214,599 - - 214,599 0% 0% 35 GREENING THE YELOW BRICK ROAD 351,769 - 351,769 - - 351,769 0% 0% 36 GREENWAY REHAB AND BIKE EDUCATION 97,500 - 97,500 - 5,400 92,100 0% 6% 37 HARBOUR 8 PARK EXTENSION 513,190 - 513,190 10,312 - 502,878 2% 2% 38 HARBOUR WAY & WRIGHT SECTION 130 1,197,000 - 1,197,000 - - 1,197,000 0% 0% 39 YELLOW BRICK ROAD 5,000 - 5,000 - - 5,000 0% 0%
40 YELLOW BRICK ROAD CLEAN, GREEN & BEAUTIFUL 4,000,000 - 4,000,000 - 3,662,294 337,706 0% 92% PO's encumbered with POGO Park for design and construction of Yellow Brick Road, Clean Green & Beautiful
41 TOTAL - ENGINEERING GRANTS - EXPENSES 11,943,456 - 11,943,456 10,312 3,667,694 8,265,450 0% 31% 42 43 1306 - AMERICAN RESCUE PLAN ACT (ARPA)
44 REVENUE - - - - - - 0% 0% 45 13TH STREET COMPLETE STREET 1,000,000 - 1,000,000 - - 1,000,000 0% 0% 46 BOOKER T. ANDERSON (BTA) CENTER IMPROVEMENTS - 500,000 500,000 - - 500,000 0% 0% 47 MAIN LIBRARY REMODEL 4,560,490 - 4,560,490 - - 4,560,490 0% 0% 48 NEVIN CENTER 450,000 - 450,000 - - 450,000 0% 0%

299
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3

8. Capital Improvement Projects
Line # NON-GENERAL FUND - PROJECT FUNDS

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE

REMAINING
% Without
ENCUMB % USED Notes
49 RECREATION CENTER 451,000 - 451,000 - - 451,000 0% 0% 50 RICHMOND MUSEUM 467,400 (467,400) - - - - 0% 0% 7/11/23 City Council approved to reappropriate the funding to Booker T. Anderson (BTA)
51 TOTAL - AMERICAN RESCUE PLAN ACT (ARPA) - EXPENSES 6,928,890 32,600 6,961,490 - - 6,961,490 100% 100% 52 53 2001 - GENERAL CAPITAL
54 REVENUE (650,000) (650,000) (650,000) - (1,039,903) 100% 100% Transfer-In for Rheem Creek Flood Risk Project to close gap of grant funded project
55 AMERICANS WITH DISABILITIES ACT (ADA), SIDEWALKS, CURBS 3,115,181 - 3,115,181 19,153 3,323 3,092,705 1% 1% 56 AUDITORIUM UPGRADES (Main floor lighting, electrical & switch board upgrade, and remove curtains from stage area) 497,955 - 497,955 - - 497,955 0% 0% 57 CARLSON BLVD. FY2023-2024 750,000 - 750,000 - - 750,000 0% 0% 58 CORP YARD BATHROOM REMODEL 131,235 - 131,235 - - 131,235 0% 0% 59 CORP YARD FUEL SITES UPGRADES 179,211 - 179,211 - - 179,211 0% 0% 60 FIRE STATION 66 - GENDER SPECIFIC RESTROOMS 275,052 - 275,052 - - 275,052 0% 0% 61 HILLTOP FIRE STATION CARD READER 50,000 - 50,000 - - 50,000 0% 0% 62 MAIN LIBRARY REMODEL 15,000,000 - 15,000,000 - - 15,000,000 0% 0% 63 MARTIN LUTHER KING JR. CENTER 267,692 - 267,692 - - 267,692 0% 0% 64 NATIVE AMERICAN HEALTH CENTER 50,000 - 50,000 - - 50,000 0% 0% 65 PARKS YARD FUEL SITE UPGRADES 220,000 - 220,000 - - 220,000 0% 0% 66 PT. MOLATE COTTAGES ASSESSMENT - - - 20,566 166,784 (187,350) 100% 100% 1st Quarter Budget Report to City Council includes request to appropriate balance from FY2022-23
67 RHEEM CREEK FLOOD RISK REDUCTION - 650,000 650,000 - 490,741 159,259 0% 75% 7/11/23 City Council approved to reappropriate the funding from Santa Rita Rd. Stabilization Project to cover gap in Rheem Creek Project 68 SANTA RITA ROAD STABILIZATION 650,000 390,000 1,040,000 - 40,000 1,000,000 0% 4% 9/26/23 City Council approved to transfer funding from the Risk Management Fund to General Capital Fund for the project 69 SF BAY TRAIL - (PT. RICHMOND TO PT. MOLATE) 606,873 - 606,873 - - 606,873 0% 0% 70 SHIELDS-REID COMMUNITY CENTER HVAC SYSTEM UPGRADE 127,250 - 127,250 - - 127,250 0% 0% 71 TRAFFIC CALMING PROGRAM 900,000 - 900,000 - - 900,000 0% 0% 72 TOTAL - GENERAL CAPITAL - EXPENSES 22,820,449 1,040,000 23,860,449 39,719 700,848 23,119,882 0% 3% 73 74 2002 - MEASURE J
75 REVENUE (4,292,882) - (4,292,882) - - (4,292,882) 0% 0% Measure J revenue budget needs adjustments as revenue should align with budgeted expenses for: 13th Street $2,775,063 and I-80 $2,192,740 Projects, in addition to the annual allotment of $1.3M. The total should be $6,267,803
76 13TH STREET COMPLETE STREET 2,775,063 - 2,775,063 - - 2,775,063 0% 0% 77 I-80 CENTRAL INTERCHANGE PHASE II 2,192,740 - 2,192,740 - - 2,192,740 0% 0% 78 SURFACE DRAINAGE 300,000 - 300,000 - - 300,000 0% 0% 79 TRAFFIC CALMING PROGRAM 300,000 - 300,000 - - 300,000 0% 0% 80 TRAFFIC SAFETY IMPROVEMENTS 375,000 - 375,000 - 110,200 264,800 0% 29% PO's encumbered with Kimley-Horn & Associates $98,700 for city- wide speed survey, and Whitlock & Weinberger for on-call traffic engineering services
81 TOTAL - MEASURE J - EXPENSES 5,942,803 - 5,942,803 - 110,200 5,832,603 0% 2% 82 83 2116 - OPEN SPACE IMPACT FEE
84 REVENUE - - - (152,900) - - 100% 100% Impact Fee revenue budget is adjusted at mid-year 85 RICHMOND SOCCER FIELD STUDY - 80,000 80,000 - - 80,000 0% 0% 86 SF BAY TRAIL - (PT. RICHMOND TO PT. MOLATE) 373,264 (80,000) 293,264 - - 293,264 0% 0% 87 TOTAL - OPENSPACE IMPACT FEE - EXPENSES 373,264 - 373,264 - - 373,264 0% 0% 88 89 2117 - LIBRARY IMPACT FEE
90 REVENUE - - - (41,426) - 41,426 100% 100% Impact Fee revenue budget is adjusted at mid-year 91 BOOKMOBILE - NEW 70,000 - 70,000 - - 140,000 0% 0% 92 COURTYARD ENCLOSURE - MAIN LIBRARY 364,188 - 364,188 - - 364,188 0% 0%

300
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3

8. Capital Improvement Projects
Line # NON-GENERAL FUND - PROJECT FUNDS

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE

REMAINING
% Without
ENCUMB % USED Notes
93 MAIN LIBRARY REMODEL 700,000 - 700,000 - - 700,000 0% 0% 94 TOTAL - LIBRARY IMPACT FEE - EXPENSES 1,134,188 - 1,134,188 - - 1,204,188 0% 0% 95 96 2120 - WASTEWATER IMPACT FEE
97 TOTAL REVENUE - - - - - - 0% 0% 98 SANITARY SEWER REPAIRS /BRICK MANHOLE REHAB 250,000 - 250,000 - - 250,000 0% 0% 99 TOTAL - WASTEWATER IMPACT FEE - EXPENSES 250,000 - 250,000 - - 250,000 0% 0% 100
101 TOTAL - REVENUE - CAPITAL PROJECT FUNDS (47,778,761) (650,000) (48,428,761) (1,927,909) - (47,826,092) 4% 4% 102
103 TOTAL - EXPENSES - CAPITAL PROJECT FUNDS 80,841,840 1,072,600 81,914,440 459,203 6,809,974 74,715,263 1% 9% 104
105
106 1201 - HOUSING DEPARTMENT - CDBG
107 AMERICANS WITH DISABILITIES ACT (ADA) BOOKER T. ANDERSON (BTA) 485,000 - 485,000 - - 485,000 0% 0% 108 AMERICANS WITH DISABILITIES ACT (ADA) PARCHESTER CENTER 441,481 - 441,481 - - 441,481 0% 0% 109 TOTAL - HOUSING DEPARTMENT - ADA 926,481 - 926,481 - - 926,481 0% 0% 110
111 4001 - PORT CIP
112 ELECTRICAL MAINTENANCE 60,000 - 60,000 - - 60,000 0% 0% 113 PAVEMENT MAINTENANCE 150,000 - 150,000 - - 150,000 0% 0% 114 PPMT ELECTRICAL AND WATERING METERING 365,000 - 365,000 - - 365,000 0% 0% 115 PROCESSING BUILDING VENTILATION 55,000 - 55,000 - - 55,000 0% 0% 116 PROCESSING BUILDING WINDOW REPAIR 350,000 - 350,000 - - 350,000 0% 0% 117 RIGGERS LOFT PAINTING 285,000 - 285,000 - - 285,000 0% 0% 118 TERMINAL 4 DEMOLITION 2,500,000 - 2,500,000 - - 2,500,000 0% 0% 119 TERMINALS 7 & 8 DREDGING 65,000 - 65,000 - - 65,000 0% 0% 120 TERMINALS 7 & 8 ELECTRIFICATION 1,700,000 - 1,700,000 - - 1,700,000 0% 0% 121 YACHT ENTRANCE HARBOUR DREDGING 45,000 - 45,000 - - 45,000 0% 0% 122 TOTAL - PORT CIP 5,575,000 - 5,575,000 - - 5,575,000 0% 0% 123
124 4003 - WATER RESOURCE RECOVERY WASTEWATER CIP
125 COGENERATION 3,000,000 - 3,000,000 - - 3,000,000 0% 0% 126 CUTTING BLVD. & HARBOUR WAY S. SEWER 2,000,000 - 2,000,000 - - 2,000,000 0% 0% 127 DORNAN DRIVE FORCE MAIN REHABILITATION 4,000,000 - 4,000,000 - 57,760 3,942,240 0% 1% 128 GRIT AND AERATION REPLACEMENT 20,000,000 - 20,000,000 - 85,147 19,914,853 0% 0% 129 S. 33RD WET WEATHER SEWER LINE 2,000,000 - 2,000,000 - - 2,000,000 0% 0% 130 SANITARY SEWER REPAIRS 2,500,000 - 2,500,000 - - 2,500,000 0% 0% 131 WWTP SLUDGE THICKENER 13,500,000 - 13,500,000 - - 13,500,000 0% 0% 132 TOTAL - WATER RESOURCE RECOVERY WASTEWATER CIP 47,000,000 - 47,000,000 - 142,907 46,857,093 0% 0% 133
134 4005 - MARINA
135 AREA FM CAP 924,842 - 924,842 - - 924,842 0% 0% 136 TOTAL - MARINA CIP 924,842 - 924,842 - - 924,842 0% 0% 137
138 4006 - STORMWATER
139 FULL TRASH CAPTURE FACILITIES 42,934 - 42,934 - - 42,934 0% 0% 140 RHEEM CREEK FLOOD RISK REDUCTION 1,298,344 - 1,298,344 - 814,849 483,495 0% 63% PO encumbered with UST Testing Services, Inc., construction contract for the watershed project NTE.$1,233,190 City Council approved 7/11/23
141 TOTAL - STORMWATER CIP 1,341,278 - 1,341,278 - 814,849 526,429 0% 61%

301
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3

8. Capital Improvement Projects
Line # NON-GENERAL FUND - PROJECT FUNDS

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE

REMAINING
% Without
ENCUMB % USED Notes
142
143 5003 - EQUIPMENT SERVICES CIP
144 FIRE VEHICLES 3,310,000 - 3,310,000 - 3,309,048 952 0% 100% PO encumbered with Hi-Tech EVS Inc. for purchase of (2) Type 1 Pumpers and (2) Type 6 Pumpers
145 OTHER CITY VEHICLES 5,570,000 - 5,570,000 - 2,873,088 2,696,912 0% 52% Multiple PO's encumbered for purchase of vehicles, Ford Trucks, Chipper Trucks, and Street Sweeper
146 POLICE VEHICLES 1,400,000 - 1,400,000 - - 1,400,000 0% 0% 147 OTHER CITYEQUIPMENT 470,000 - 470,000 - 281,191 188,809 0% 60% PO's encumbered with The Page Group Inc. for John Deer Loader and Streets Trailer
148 TOTAL - EQUIPMENT SERVICES CIP 10,750,000 - 10,750,000 - 6,463,327 4,286,673 0% 60% 149
150
151 TOTAL - EXPENSES - ENTERPRISE AND OTHER OPERATING FUNDS 66,517,601 - 66,517,601 - 7,421,083 59,096,518 0% 11% 152
153
154 GRAND TOTAL EXPENSES - ALL FUNDS 147,359,441 1,072,600 148,432,041 459,203 14,231,057 133,811,781 0% 10%

302
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3
Attchement 8 - Capital Improvement Projects
Line# EXPENDITURES - CAPITAL PROJECTS by DEPARTMENT

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE
REMAINING % Without ENCUMB % USED NOTES
155 PUBLIC WORKS DEPARTMENT - CIP
156 13TH STREET COMPLETE STREET 3,775,063 - 3,775,063 - - 3,775,063 0% 0% 157 AMERICANS WITH DISABILITIES ACT (ADA) MISC SIDEWALKS 3,115,181 - 3,115,181 19,153 3,323 3,092,705 1% 1% 158 ATP QUICK BUILD CUTTING/HOFFMAN 211,793 - 211,793 - - 211,793 0% 0% 159 ATP QUICK BUILD HARBOUR WAY S. CYCLE TRACK 154,721 - 154,721 - - 154,721 0% 0% 160 BOOKER T. ANDERSON (BTA) CENTER HVAC - 500,000 500,000 - - 500,000 0% 0% 161 BOORMAN PARK REVITALIZATION 3,324,489 - 3,324,489 - - 3,324,489 0% 0% 162 BRIDGE PREVENTIVE MAINTENANCE 2,121,735 - 2,121,735 - - 2,121,735 0% 0% 163 CARLSON BLVD. CROSSTOWN CONNECTIONS IMPROVEMENTS 214,599 - 214,599 - - 214,599 0% 0% 164 CARLSON BLVD. FY2023-24 750,000 - 750,000 - - 750,000 0% 0% 165 CORP YARD BATHROOM REMODEL 131,235 - 131,235 - - 131,235 0% 0% 166 CORP YARD FUEL SITE UPGRADE 179,211 - 179,211 - - 179,211 0% 0% 167 DIRT WORLD BIKE PARK REVITALIZATION 444,800 - 444,800 - - 444,800 0% 0% 168 FIRE STATION 66 - GENDER SPECIFIC RESTROOMS 275,052 - 275,052 - - 275,052 0% 0% 169 GREENING THE YELOW BRICK ROAD 351,769 - 351,769 - - 351,769 0% 0% 170 GREENWAY REHAB AND BIKE EDUCATION 124,810 - 124,810 - 5,400 119,410 0% 4% 171 HARBOUR 8 PARK EXTENSION 513,190 - 513,190 10,312 - 502,878 2% 2% 172 HARBOUR WAY & WRIGHT SECTION 130 1,197,000 - 1,197,000 - - 1,197,000 0% 0% 173 HILLTOP FIRE STATION CARD READER 50,000 - 50,000 - - 50,000 0% 0% 174 I-80 CENTRAL INTERCHANGE PHASE II 2,192,740 - 2,192,740 - - 2,192,740 0% 0% 175 MARTIN LUTHER KING JR. COMMUNITY CENTER 267,692 - 267,692 - - 267,692 0% 0% 176 NATIVE AMERICAN HEALTH CENTER 50,000 - 50,000 - - 50,000 0% 0% 177 NEVIN CENTER HVAC - ARPA 450,000 - 450,000 - - 450,000 0% 0% 178 PARKS YARD FUEL SITE UPGRADES 220,000 - 220,000 - - 220,000 0% 0% 179 PT. MOLATE COTTAGES ASSESSMENT - - - 20,566 166,784 (187,350) 100% 100% 1st Quarter Budget Report to
Council includes request to
appropriate balance from FY2022-
23 180 RECREATION CENTER HVAC - ARPA 451,000 - 451,000 - - 451,000 0% 0% 181 RICHMOND SOCCER FIELD STUDY - 80,000 80,000 - - 80,000 0% 0% 182 RICHMOND MUSEUM HVAC - ARPA 467,400 (467,400) - - - - 0% 0% 7/11/23 City Council approved to
reappropriate the funding to
Booker T. Anderson (BTA)
183 SANTA RITA ROAD STABILIZATION 650,000 390,000 1,040,000 - 40,000 1,000,000 0% 4% 9/26/23 City Council approved to
transfer funding from the Risk
Management Fund to General
Capital Fund for the project
184 SF BAY TRAIL- PT. MOLATE 980,137 (80,000) 900,137 - - 900,137 0% 0% 185 SHIELDS-REID PARK REVITALIZATION 6,437,609 - 6,437,609 11,000 522,000 5,904,609 0% 8% 186 STREET PAVING 2,840,455 - 2,840,455 397,453 1,467,142 975,859 14% 66% Multiple PO's encumbered for
equipment rental, asphalt
materials and supplies to support
the street paving program
187 STREET PAVING SB1 CUTTING/HARBOUR WAY S. BIKEWAY 79,717 - 79,717 - 3,050 76,667 0% 4%

303
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3
Attchement 8 - Capital Improvement Projects
Line# EXPENDITURES - CAPITAL PROJECTS by DEPARTMENT

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE
REMAINING % Without ENCUMB % USED NOTES
188 STREET PAVING - ANNUAL ALLOCATION 2,864,927 - 2,864,927 - - 2,864,927 0% 0% 189 SURFACE DRAINAGE 300,000 - 300,000 - - 300,000 0% 0% 190 TRAFFIC CALMING PROGRAM 1,200,000 - 1,200,000 - - 1,200,000 0% 0% 191 TRAFFIC SAFETY IMPROVEMENTS 375,000 - 375,000 - 110,200 264,800 0% 29% PO's encumbered with Kimley-
Horn & Associates $98,700 for
city-wide speed survey, and
Whitlock & Weinberger for on-call
traffic engineering services
192 YELLOW BRICK ROAD 5,000 - 5,000 - - 5,000 0% 0%
193 YELLOW BRICK ROAD CLEAN, GREEN & BEAUTIFUL 4,000,000 - 4,000,000 - 3,662,294 337,706 0% 92% PO's encumbered with POGO
Park for design and construction
of Yellow Brick Road, Clean
Green & Beautiful
194 TOTAL - PUBLIC WORKS DEPARTMENT CIP 40,766,325 422,600 41,188,925 458,484 5,980,193 34,750,248 1% 16% 195
198 PUBLIC WORKS - WATER RESOURCE RECOVERY WASTEWATER - CIP 199 COGENERATION 3,000,000 - 3,000,000 - - 3,000,000 0% 0% 200 CUTTING BLVD. & HARBOUR WAY S. SEWER 2,000,000 - 2,000,000 - - 2,000,000 0% 0% 201 DORNAN DRIVE FORCE MAIN REHABILITATION 4,000,000 - 4,000,000 - 57,760 3,942,240 0% 1% 202 GRIT AND AERATION REPLACEMENT 20,000,000 - 20,000,000 - 85,147 19,914,853 0% 0% 203 S. 33RD WET WEATHER SEWER LINE 2,000,000 - 2,000,000 - - 2,000,000 0% 0% 204 SANITARY SEWER REPAIRS 2,500,000 - 2,500,000 - - 2,500,000 0% 0% 205 WWTP SLUDGE THICKENER 13,500,000 - 13,500,000 - - 13,500,000 0% 0% 206 SANITARY SEWER REPAIRS /BRICK MANHOLE REHAB 250,000 - 250,000 - - 250,000 0% 0% 207 TOTAL - WATER RESOURCE RECOVERY WASTEWATER CIP 47,250,000 - 47,250,000 - 142,907 47,107,093 0% 0% 208
209 PUBLIC WORKS - WATER RESOURCE RECOVERY STORMWATER - CIP 210 FULL TRASH CAPTURE FACILITIES 42,934 - 42,934 - - 42,934 0% 0% 211 RHEEM CREEK FLOOD RISK REDUCTION 1,298,344 650,000 1,948,344 - 1,305,590 642,754 0% 67% Council approved 7/11/23 to
reappropriate the funding from
Santa Rita Rd. Stabilization
Project to cover gap in Rheem
Creek Project
212 TOTAL - PUBLIC WORKS - WATER RESOURCE RECOVERY STORMWATER - CIP1,341,278 650,000 1,991,278 - 1,305,590 685,688 0% 66% 213
214 COMMUNITY SERVICES DEPARTMENT - CIP
215 AMERICANS WITH DISABILITIES ACT (ADA) BOOKER T. ANDERSON (BTA)485,000 - 485,000 - - 485,000 0% 0% 216 AMERICANS WITH DISABILITIES ACT (ADA) PARCHESTER CENTER441,481 - 441,481 - - 441,481 0% 0% 217 AUDITORIUM CONVENTION CENTER UPGRADES 497,955 - 497,955 - - 497,955 0% 0% 218 RICHMOND COMMUNITIES CLEAN COLLOBORATIVE 4,954,838 - 4,954,838 719 339,040 4,615,079 0% 7% 219 SHIELDS-REID COMMUNITY CENTER HVAC SYSTEM UPGRADE 127,250 - 127,250 - - 127,250 0% 0% 220 TOTAL - COMMUNITY SERVICES DEPARTMENT CIP 6,506,524 - 6,506,524 719 339,040 6,166,765 0% 5% 221
222 LIBRARY DEPARTMENT - CIP
223 BOOKMOBILE - NEW 320,000 - 320,000 - - 390,000 0% 0%

304
City of Richmond
FY2023-24 Variance Report
September 2023 - Period 3
Attchement 8 - Capital Improvement Projects
Line# EXPENDITURES - CAPITAL PROJECTS by DEPARTMENT

ORIGINAL
BUDGET
FY2023-24
ADJUST
FY2023-24

REVISED
BUDGET
FY2023-24
Actual Thru
September 2023 ENCUMB

BALANCE
REMAINING % Without ENCUMB % USED NOTES
224 COURTYARD ENCLOSURE - MAIN LIBRARY 364,188 - 364,188 - - 364,188 0% 0% 225 MAIN LIBRARY REMODEL 29,958,469 - 29,958,469 - - 29,958,469 0% 0% 226 TOTAL - LIBRARY DEPARTMENT CIP 30,642,657 - 30,642,657 - - 30,712,657 0% 0% 227
228 ECONOMIC DEVELOPMENT - PORT OF RICHMOND - CIP
229 AREA FM CAP 924,842 - 924,842 - - 924,842 0% 0%
230 ELECTRICAL MAINTENANCE 60,000 - 60,000 - - 60,000 0% 0% 231 PAVEMENT MAINTENANCE 150,000 - 150,000 - - 150,000 0% 0% 232 PPMT ELECTRICAL AND WATERING METERING 365,000 - 365,000 - - 365,000 0% 0% 233 PROCESSING BUILDING VENTILATION 55,000 - 55,000 - - 55,000 0% 0% 234 PROCESSING BUILDING WINDOW REPAIR 350,000 - 350,000 - - 350,000 0% 0% 235 RIGGERS LOFT PAINTING 285,000 - 285,000 - - 285,000 0% 0% 236 TERMINAL 4 WHARF REMOVAL 6,102,815 - 6,102,815 - - 6,102,815 0% 0% 237 TERMINALS 7 & 8 DREDGING 65,000 - 65,000 - - 65,000 0% 0% 238 TERMINALS 7 & 8 ELECTRIFICATION 1,700,000 - 1,700,000 - - 1,700,000 0% 0% 239 YACHT ENTRANCE HARBOUR DREDGING 45,000 - 45,000 - - 45,000 0% 0% 240 TOTAL - ECONOMIC DEVELOPMENT - PORT OF RICHMOND CIP10,102,657 - 10,102,657 - - 10,102,657 0% 0% 241
242 PUBLIC WORKS - EQUIPMENT SERVICES AND REPLACEMENT - CIP 243 FIRE VEHICLES 3,310,000 - 3,310,000 - 3,309,048 952 0% 100% PO encumbered with Hi-Tech
EVS Inc. for purchase of (2) Type
1 Pumpers and (2) Type 6
Pumpers
244 OTHER CITY EQUIPMENT 470,000 - 470,000 - 281,191 188,809 0% 60% PO's encumbered with The Page
Group Inc. for John Deer Loader
and Streets Trailer
245 OTHER CITY VEHICLES 5,570,000 - 5,570,000 - 2,873,088 2,696,912 0% 52% Multiple PO's encumbered for
purchase of vehicles, Ford
Trucks, Chipper Trucks, and
Street Sweeper
246 POLICE VEHICLES 1,400,000 - 1,400,000 - - 1,400,000 0% 0% 247 TOTAL - EQUIPMENT SERVICES CIP 10,750,000 - 10,750,000 - 6,463,327 4,286,673 0% 60% 248
249
250 GRAND TOTAL 147,359,441 1,072,600 148,432,041 459,203 14,231,057 133,811,781 0% 10%

305

Reso. No.

RESOLUTION NO. ________

A RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, ADOPTING THE FISCAL YEAR 2023-24 FOR QUARTER 1 BUDGET ADJUSTMENTS

WHEREAS, pursuant to Section 1(b) of Article IV of the Richmond City Charter the City Manager is required to prepare an annual budget for the review and approval by the City Council; and

WHEREAS, the City’s budget was originally adopted on June 20, 2023; and

WHEREAS, the City’s first quarter budget report is received to monitor budget to actual trends between the time period of July 1, 2023 and September 30,2023; and

WHEREAS, the City Council has reviewed the proposed budget adjustments in the first first quarter budget report; and at a public meeting on November 28, 2023; and

NOW, THEREFORE, BE IT RESOLVED, that the Council of the City of Richmond, California hereby adopts the resolution to receive the City’s first quarter budget report and approve the proposed budget adjustments set forth in Table 1, below:

Table 1: Budget Adjustments

**********************

I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held November 728, 2023, by the following vote:

AYES:

Fund Fund Description Fund Type
Revenue
Increase/
(Decrease)
Expense
Increase/
(Decrease)
Net Impact Justification
Non-General Fund Requests
1306 American Rescue Plan
Act (ARPA) 17,490 (17,490)
Community Needs Assessment and Strategic
Investment Plan (SIP), FY2022-23 balance
needed for payment of prior year invoices
1304 Emergency Operations
and Disaster Recovery Special Revenue 239,000 (239,000) Emergency Operations and Disaster
Operations Fund – City staff is proposing to
appropriate budget balance from FY2022-23
to continue with tree removal in areas
impacted from last year's winter storms
1054 Engineering Grants Fund Capital Improvement 2,500 2,500 - Appropriate balance of grant award for the
Greenway Rehabilitation and Bike Education
Project
2116 Park Open Space Impact
Fee Fund Capital Improvement 80,000 (80,000)
Reinstate budget for SF Bay Trail Project,
$80K was used to begin Richmond Soccer
Field Study
4001 Port of Richmond Fund Enterprise 141,894 (141,894) Appropriate budget balance from FY2022-23
for the Cafeteria Building Winterization
Project
Total Non-General Fund Requests 2,500 480,884 (478,384) 306

Reso. No.

NOES:

ABSTENTIONS:

ABSENT:

______________________________
City Clerk of the City of Richmond

(SEAL)

Approved:

__________________________________
Mayor

Approved as to form:

___________________________________
City Attorney

307
FISCAL YEAR 2023- 24
QUARTER 1 BUDGET REPORT
DRAFT
308
Recommended Action
RECEIVE the FY 2023-24 Q1 budget report for the period of July 1, 2023, through September 30, 2023; and APPROVE proposed budget adjustments. (Andrea Miller 510-620-6790 / Mubeen Qader 510-412-2077)
2 309
FY 2023- 24 General Fund Revenue
3 50,567,173
56,752,495
55,775,083
23,237,723
18,246,774
485,000
20,310,358
-
3,510,502
18,202,648
1,261,128
1,750,832
89,613
20,245,270
- 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000

PROPERTY TAXES

SALES & USE TAX

UTILITY USERS TAX

OTHER TAXES

OTHER REVENUE
GRANTS

TRANSFERS IN
Amount
Revenue Category

ACTUALS REVISED BUDGET
310
FY 2023- 24 General Fund Expenditure
4 83,313,182
62,867,833
36,948,003
5,152,411
21,593,734
841,353
(3,531,611)
18,189,702
19,512,963
14,491,497
4,169,790
1,269,701
5,403,281
-
(913,905)
5,622,103
(10,000,000) - 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 70,000,000 80,000,000 90,000,000

SALARIES AND WAGES

PYRLL/FRINGE BENEFIT

PROFESSIONAL AND OPERATIONS

UTILITIES

COST POOL

DEBT SVC EXPENDITURE
A87 COST PLAN REIMB.

TRANSFERS OUT
Amount
Expenditure Category
ACTUALS REVISED BUDGET 311
FY 2023- 24 Non- General Fund Revenue
5 46,289,757
19,551,216
41,443,142
1,911,772
5,563,388
30,919,340
34,415,944
152,897
52,129,697
90,000
2,166,464
9,029,460
1,161,224
1,171,535
509,398
7,637,345
3,219,152
152,897
3,861,062
185,472
- 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 Total Capital Improvement Fund
Total Debt Service Fund
Total Enterprise Fund
Total Housing Funds
Total Housing Authority Funds
Total Internal Service Funds
Total Other Operations Funds
Total Pension Funds
Total Special Revenue Funds
Total Trust Funds
Amounts
Fund Type
YTD EXPENDED REVISED BUDGET 312
FY2023- 24 Non- General Fund Expenditures
6 72,522,611
19,174,878
86,084,855
6,249,305
5,570,438
37,839,838
34,411,604
68,239,021
90,000
535,759
7,188,326
7,399,192
175,260
593,576
6,466,483
4,216,394
60,279
26,583,346
26,960
0 20,000,000 40,000,000 60,000,000 80,000,000 100,000,000 Total Capital Improvement
Total Debt Service
Total Enterprise Fund
Total Housing Funds
Total Housing Authority
Total Internal Service Funds
Total Other Operations
Total Pension Funds
Total Special Revenue Funds
Total Trust Funds
Amount
Fund Type

YTD EXPENDED REVISED BUDGET
313
Proposed Budget Adjustments
• General Fund, $237,677 – Appropriate budget for Point Molate security contract • American Rescue Plan Act (ARPA) Fund - $17,490 Community Needs Assessment and Strategic Investment Plan (SIP), FY 2022-23 balance needed for payment of invoices.
• Emergency Operations and Disaster Operations Fund - $239,000 Winter Storm Project, FY2022-23 balance needed to continue with tree removal in areas impacted by last year’s storms. • Asset Seizure Fund - $61,460 balance needed from FY2022-23 to process payment for police service weapons purchased.

Only partial shipment was received due to shipping and manufacturing delays. • General Capital Fund - $282,525 Network Refresh Project FY2022-23 balance needed to continue project. • General Capital Fund - $358,160 Pt. Molate Cottages FY2022-23 balance needed for maintenance. • General Capital Fund - $1,000,000 Street Paving Project FY2022-23 balance needed for additional paving projects Citywide.
• Engineering Grant Fund – $2,500 revenue and expenditure for the Greenway Rehabilitation and Bike Education Project FY2022-23 grant balance.
• Park Open Space Impact Fee - $80,000 reinstate budget to the SF Bay Trail Project, funding was used for the Richmond Soccer Field Study
• Port of Richmond - $141,894 Cafeteria Building Winterization Project FY2022-23 balance needed for the project 7 314
Recommended Action
RECEIVE the FY 2023-24 Q1 budget report for the period of July 1, 2023, through September 30, 2023; and APPROVE proposed budget adjustments. (Andrea Miller 510-620-6790 / Mubeen Qader 510-412-2077)
8 315
Thank You
Questions?
9 316

November 28, 2023

Human Resources

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Nickie Mastay, Deputy City Manager, Internal Services
Sharrone Taylor, Interim Director of Human Resources
Subject:

Amend Staffing (Position Control) and the Salary
Schedule, and Appropriate Funds as Required
FINANCIAL IMPACT: The fiscal impact to add four (4) Firefighters is approximately $245,300, approximately $1,200 to
reallocate the Business License Field Investigator to
Business License Specialist, and a salary savings to
reallocate the Senior Planner to Principal Planner
because the Senior Planner is budgeted at step five.

PREVIOUS COUNCIL
ACTION:

None

STATEMENT OF THE
ISSUE:

The City Council’s authorization is required to amend
staffing (position control) and appropriate funds.

RECOMMENDED ACTION:

ADOPT a resolution to amend staffing (position control) for the Finance, Community Development-Planning, and
Fire Departments; and APPROPRIATE associated
salaries, wages, and benefits as required – Human
Resources Department (Nickie Mastay/ Sharrone Taylor
510-620-6602).

AGENDA
REPORT
317

November 28, 2023
DISCUSSION:

The City Council ‘s approval is required to approve revisions to position control and appropriate associated salaries, wages, and benefits as required.

FIRE DEPARTMENT

Firefighter Trainee

The City Manager and Department of Human Resources are requesting the addition of four (4) Firefighter positions to Fire Departments position control. Currently, the Fire Department has eight Firefighter vacancies. As the department conducts internal promotions in higher ranks additional vacancies will occur. In addition, some firefighters may elect to retire in the coming months. As we embark on the background evaluation process and the Fire Academy scheduled for January 2024, the City Manager desires to place enough recruits through the academy to back fill future vacancies. As openings occur through attrition, the vacancies at the Firefighter level will be deactivated to maintain a total of 30 firefighters.

FINANCE DEPARTMENT

Reallocation of Business License Field Investigator to Business License Specialist

In efforts to streamline efficiencies and processes in the Business License division, the Director of Finance has determined that a Business License Specialist would better fulfill the needs of the customer base. Therefore, the Director of Finance is requesting the reallocation of the Business License Field Investigator to Business License Specialist. The Business License Specialist classification has a wider scope of responsibility than the Business License Field Investigator in that the latter does not have an administrative function. The Business License Specialist has the administrative function and can go out into the field to interact with business owners to ensure business license compliance. Once the reallocation is approved, Human Resources will conduct the recruitment, and the position will be filled.

COMMUNITY DEVELOPMENT - PLANNING

Reallocation of Senior Planner to Principal Planner

The Planning Department is inundated with planning projects and with the departure of a Senior Planner, the department head has reassessed the structure and has determined that reallocating the Senior Planner to a Principal Planner will allow the department to better manage the future planning projects, including Hilltop Mall and other high priority projects. Once the reallocation is approved, Human Resources will conduct the recruitment and the position will be filled.

318

November 28, 2023

FISCAL IMPACT:

The City Council must approve the budget appropriation for the four (4) Firefighter positions in the Fire Department, and the minimal cost difference between Business License Field Investigator and Business License Specialist in the Finance Department.

Reallocation of the Senior Planner and Principal Planner in the Community Development – Planning Division will result in cost savings due to the Senior Planner being budgeted at step five and it is likely the Principal Planner will be filled at step one.

Below please find a table that illustrates the fiscal impact based the on seven months of salary to allow time for onboarding for the Firefighter Trainees, and the difference in salaries between the reallocated positions and the newly requested classifications. The information contained in the table is an estimate, and the actual salary and benefits costs will be determined once the positions are filled.

Job Title Salary (Base/Step 1) and Benefits (@80%)
7 Months - December to June
Firefighters (4) ~ $245,300
Business License Specialist (1) ~ $1,200
Principal Planner (1) ~ ($11,800) savings

SUMMARY:

City staff recommend approval of the resolution amending position control which will modify position control in the following manner:

Position Control
Classification Department Unit
Add 4 Firefighters

Fire Department Local 188
Add 1 Business License Specialist Finance Department SEIU Local 1021 – General Employees
Delete 1 Business License Field
Investigator
Finance Department SEIU Local 1021 – General
Employees
Add Principal Planner Community Development - Planning IFPTE Local 21 – Mid- Management
Delete Senior Planner Community Development - Planning IFPTE Local 21 – Mid- Management

In addition, City staff are requesting an appropriation of the required wages, salaries, and benefits, as required.

DOCUMENTS ATTACHED:

Attachment 1 – Resolution Amending Position Control
319
RESOLUTION NO. _____

RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA AMENDING THE CITY’S POSITION CONTROL LIST

WHEREAS, pursuant to Article IV Section 1(b)(1) of the City Charter, the City Manager has the responsibility to manage all affairs of the City's operations, and appoint employees when necessary for the good service of the City; and

WHEREAS, pursuant to City Resolution No. 148-20, the City Manager has the authority to make appropriate administrative changes to the City’s position control list; and

WHEREAS, the City Manager has determined that certain amendments to the position control list are necessary to meet the operational needs of the City.

NOW, THEREFORE, BE IT RESOLVED, that the Richmond City Council authorizes the City Manager to modify the position control in order to meet the operational needs of the City; and

BE IT FURTHER RESOLVED, that, effective November 28, 2023, the City’s position control is hereby revised to add the following positions:

Classification Department Bargaining Group
Add 4 Firefighters Fire Department Local 188
Add 1 Principal Planner Community Development - Planning IFPTE Local 21- Mid-Management Add 1 Business License Specialist Finance Department SEIU Local 1021 – General Employees

BE IT FURTHER RESOLVED, that, effective November 28, 2023, the City’s position control is hereby revised to delete the following positions:

Classification Department Bargaining Group
Delete 1 Senior Planner Community Development - Planning IFPTE Local 21 – Mid- Management
Delete 1 Business License Field
Investigator Finance Department SEIU Local 1021 – General Employees

-----------

I hereby certify that the foregoing Resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held by the following vote:
320

AYES:

NOES:

ABSTENTIONS:

ABSENT:

_____________________________

CLERK OF THE CITY OF RICHMOND
(SEAL)

Approved:

____________________
Mayor

Approved as to form:

____________________
City Attorney
321
November 28, 2023

Information Technology

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Sue Hartman, Director of Information Technology

Subject:

Resolution Confirming Standing Orders and Outline
Agreements for Technology Related Services from Cal
Coast Telecom and Red Cloud
FINANCIAL IMPACT: There is no fiscal impact resulting from adoption of this resolution. The proposed standing orders/outline
agreements are not a commitment to spend. Only pre-
approved adopted budget dollars can be used with these
certified vendors in accordance with procurement
policies.

PREVIOUS COUNCIL
ACTION:

Fiscal year 2000-2001, the City Council authorized the
standing orders and outline agreements.

STATEMENT OF THE
ISSUE:

IT staff is seeking the adoption of a resolution authorizing standing orders/outline agreements for technology
related goods and services from Cal Coast Telecom and
Red Cloud in support of critical public safety
communications for City infrastructure and emergency
services including the Emergency Operations Center
(EOC).

RECOMMENDED ACTION:

ADOPT a resolution authorizing standing orders/outline
agreements for technology related goods and services
from Cal Coast Telecom and Red Cloud to support
critical public safety communications for City
infrastructure and emergency services including the
Emergency Operations Center, in an amount not to
exceed $250,000 per year for fiscal years 2023-2024
through 2026-2027 - Information Technology Department
(Sue Hartman 510-620-6874).

AGENDA
REPORT
322
November 28, 2023
DISCUSSION:

The utilization of standing orders/outline agreements by the Information Technology Department began in the fiscal year 2000-2001. It is an effective way for the City to reduce costs and respond more quickly to service needs.

The requested resolution will cover Citywide implementation, maintenance, and services for critical public safety communications of City infrastructure and emergency services including the Emergency Operations Center (EOC). This work includes implementation of communications for radio, cellular services, and repair of aging fiber connectivity.

Red Cloud is the representative for cities within Alameda, Contra Costa, San Mateo, and Marin Counties as well as the City and Country of San Francisco. Red Cloud is the premier radio expert most trusted by Public Safety and First Responders and have implemented critically important public safety radio systems and infrastructure throughout Northern California and are the UL Certified leader in the design and build out of emergency responder communication enhancement systems (ERCES - also known as ERRCS). Therefore, City staff is utilizing the Sole-Source procurement process.

Cal Coast Telecom was the only responsive vendor that could provide the time sensitive essential fiber fusion splicing needed to install and repair critical City fiber. There are not a lot of fiber fusion splicing companies in the Bay Area to choose from. In addition, Cal Coast has completed an inspection of the City’s fiber and has the expertise and resources to perform this work. Likewise, City staff is utilizing the Sole-Source procurement process.

Cal Coast Telecom and Red Cloud are vendors qualified to perform communications installations and repairs. IT staff is requesting approval of the resolution for Cal Coast Telecom and Red Cloud to support critical City of Richmond communications and fiber infrastructure.

DOCUMENTS ATTACHED:

Attachment 1 – Resolution
Attachment 2 – Sole Source – Red Cloud
Attachment 3 – Sole Source – Cal Coast

323
RESOLUTION NO. _______________

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, RENEWING

STANDING ORDERS AND ESTABLISHING OUTLINE AGREEMENTS FOR TECHNOLOGY RELATED

SERVICES FROM CAL COAST TELECOM AND RED CLOUD IN AN AMOUNT NOT TO EXCEED $250,000 PER YEAR FOR FISCAL YEARS 2023-2024 THROUGH 2026-2027.

WHEREAS in fiscal year 2000-2001, the Richmond City Council authorized establishing standing orders/outline agreements with technology related vendors; and

WHEREAS, the Richmond Information Technology Division has demonstrated that purchasing can be expedited, paperwork can be reduced, better discounts realized, and service to the public can be improved through the development and implementation of standings orders/outline agreements; and

WHEREAS, having functioning communications for the City of Richmond’s Emergency Operations Center (EOC), Public Safety infrastructure, and City facilities is paramount in allowing City staff to, efficiently and effectively, do the work of supporting disaster service workers and meeting the ever evolving and critical needs of Richmond residents and businesses.

NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Richmond, California, hereby authorizes the Division of Information Technology to use standing orders/outline agreements to purchase technology related goods and services, with the following companies:

 Cal Coast Telecom
 Red Cloud

FURTHERMORE, BE IT RESOLVED that the City Council of the City of Richmond authorizes expenditures of the standing orders/outline agreements to a level not to exceed $250,000 per year during the fiscal years 2023-2024 through 2026-2027.

I certify that the foregoing resolution was passed and adopted by the Council of the City of Richmond, California at a regular meeting thereof held by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

Approved:

Clerk of the City of Richmond
(Seal)

Mayor

Approved as to form:

City Attorney
324
Page | 1 Sole Source Form – Rev. May 12, 2016

City of Richmond
Sole Source Justification

THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE _______________________________________________________________________________ Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.

Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited. (Required for requisitions > $3,000)
Requested Sole Source Supplier:

Company Name: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_____ No _____ For Product: Does the manufacturer sell the item(s) through distributors? Yes_____ No _____ Description of Product or Service:

Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page)

Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions.

(if additional space is needed, include them in a separate page)

Red Cloud, Inc.

David Rosen
2850 Camino Diablo
Walnut Creek
CA
94597
925
766-1362
[email protected]
N/A
$150,000
01261017 400702
X
X
X
Sole source is for installation of essential radio and cellular communications in the basement EOC of the City Hall Building. The EOC serves as the command center. As such, it must contain the necessary communications equipment so personnel can direct the units out in the field.

Red Cloud is the sole representative for all cities within Alameda, Contra Costa, San Mateo, and Marin Counties as well as the City and Country of San Francisco. Red Cloud is the premier radio expert most trusted by Public Safety and First Responders and have implemented critically important public safety radio systems and infrastructure throughout Northern California and are UL Certified leader in the design and build out of emergency responder communication enhancement systems (ERCES - also know as ERRCS).
325
2 | Page

Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):

The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).

The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).

Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.

A specific item is needed:

To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought ). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.

Continuation of prior Work – Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence.

(if additional space is needed, include them in a separate page)

326
3 | Page

I acknowledge the City’s requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.

Department: _________________________________
Requester Name and Title: ____________________________________________________________ Note: Requester must be able to defend this justification.

Date:_____________ Phone: _______________
Department Director (Print) _____________________ (Sign) ________________ Date:__________

--------------------------------------------------------------------------------------------------------------------- Submit completed form to the Purchasing Division (Prior to submission to City Manager)

Finance Director:

APPROVED: ____________________ DATE: ___/___/___

NOT APPROVED: ________________ COMMENTS:

____________________________ ______________________________ City Manager City Clerk Attesting to Council Approval (Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted)

Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.

PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.

If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.

Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.

Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City’s requirements and withstand any possible audit. The City’s requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.

The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.

1. Personal preference for product or vendor.

2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).

3. Features which exceed the minimum department requirements.

Information Technology
Henry Lei, Network Systems Security Officer
11-13-2023
11-13-2023
Sue Hartman
Sue Hartman
Digitally signed by Sue Hartman
Date: 2023.11.13 15:02:00 -08'00'
Digitally signed by Andrea Miller
DN: cn=Andrea Miller, o=City of Richmond,
ou=Finance,
[email protected], c=US
Date: 2023.11.14 23:28:12 -08'00'
11 14 2023
327
Page | 1 Sole Source Form – Rev. May 12, 2016

City of Richmond
Sole Source Justification

THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY PURCHASE _______________________________________________________________________________ Contact the Purchasing Division and discuss your rationale before completing this form. If Purchasing can help you make this a competitive purchase, then this form will not be required.

Attach this completed/approved form to requisitions when competitive quotes/bids/proposals are not solicited. (Required for requisitions > $3,000)
Requested Sole Source Supplier:

Company Name: ___________________________ Contact Name: ______________________ Address: _______________________________________________________________________ City: _________________________ State: _____________ Zip Code: ____________________ Phone Number (____) ___________ E-Mail _______________________________________ Duration of Contract: ____________________________________ Estimated Cost: $ _______________ Funding Source (Account String)_________________ Is the product/service IT related? Yes_____No _____ If Yes, please attach the approved IT Authorization Form For Product: Is the recommended company the manufacturer of the product? Yes_____ No _____ For Product: Does the manufacturer sell the item(s) through distributors? Yes_____ No _____ Description of Product or Service:

Describe the full scope of work or service contemplated including installation if required; items should include brand, model and part number if applicable; (if additional space is needed, include them in a separate page)

Sole Source Rationale: PLEASE ANSWER ALL THE FOLLOWING QUESTIONS: Explain why the recommended company is the only company that can meet the requirement. Address the following: Are there any other companies who can do this job? What condition (e.g. technological superiority, or performance risks, etc.) exists so that the recommended company has a significant advantage over any other company who can do this job? It is important to sufficiently address the key reason for awarding an order/contract without soliciting competitive bids. The rational must be clear and convincing, avoiding generalities and unsupported conclusions.

(if additional space is needed, include them in a separate page)

Cal Coast Telecom
Allen Anschutz,
886 Faulstich Court
San Jose
California
95112
408
275-8888
[email protected]
25,000
01261017-400702
X
X
X
Replace 6 and 12 strand failing fiber to various city buildings for phones and Internet. Replace fiber splice kit at South 47th and Carlson Blvd. Existing fiber needs to be removed and re-installed in the new fiber splice kit. This is the main source of Internet and phone service to BTA IT has contacted two other fiber vendors via email and phone calls; communications stopped on both vendors ends. There are not a lot of fiber fusion splicing companies in the Bay Area to choose from. This company has been responsive and can provide the work the City needs to have completed.

Cal Coast Telecom was the only responsive vendor that could provide the time sensitive essential fiber fusion splicing needed to install and repair critical City fiber. Cal Coast has completed an inspection of the City’s fiber and has the expertise and resources to perform this work. 328
2 | Page

Complete the following checklist
A specific contractor is the only source of the required item because (check all that apply):

The required items are proprietary to the Contractor, and contractor solely transacts (sells) direct to the customer. (There are no dealers or distributors for contractor).

The required items are proprietary to the Contractor, and contractor does not sell direct to the customer. Contractor solely distributes the item or service through only one dealer or distributor in the United States. (There are no dealers or distributors for contractor).

Note: If item or service is available from more than one source, the item or service may be treated as proprietary, but must be competitively solicited from multiple (two or more) sources.

A specific item is needed:

To be compatible or interchangeable with existing hardware As spare or replacement hardware For the repair or modification of existing hardware Federal or state grant names vendor as condition of funding. (Attach copy of grant that names vendor)
There is a substantial risk in contracting with any other contractor, (e.g., only one contractor has been successful to date in implementing a difficult manufacturing process or the services sought ). In a brief explanation, provide supporting evidence of why other contractors are considered to be unable to overcome the substantial risk.

Continuation of prior Work – Additional item, service or work required, but not known to have been needed when the original order was placed with vendor, and it is not feasible or practicable to contract separately for the additional need. Provide brief explanation and supporting evidence.

(if additional space is needed, include them in a separate page)

Cal Coast Telecom was the only responsive vendor that could provide the time sensitive essential fiber fusion splicing needed to install and repair critical City fiber. 329
3 | Page

I acknowledge the City’s requirements for soliciting competitive quotes/bids for purchases over $3,000.00 and the criteria for justification for Sole Source purchases. I have gathered the required information, have made a concerted effort to review comparable/equal equipment/services (e.g., market research), and further affirm that there is no conflict of interest involved in the selection made.

Department: _________________________________
Requester Name and Title: ____________________________________________________________ Note: Requester must be able to defend this justification.

Date:_____________ Phone: _______________
Department Director (Print) _____________________ (Sign) ________________ Date:__________

--------------------------------------------------------------------------------------------------------------------- Submit completed form to the Purchasing Division (Prior to submission to City Manager)

Finance Director:

APPROVED: ____________________ DATE: ___/___/___

NOT APPROVED: ________________ COMMENTS:

____________________________ ______________________________ City Manager City Clerk Attesting to Council Approval (Under $10,000.00) (Over $10,000.00) (Copy of Minutes may be substituted)

Note: Richmond Municipal Code Section 2.52.326 Sole Source Procurement requires final approval by the City Manager and/or City Council. Sole Source must be approved by Finance Director, PRIOR to Council Approval.

PROCEDURE
Sole Source purchase/service are exceptions to the normal bidding process and require a detailed justification. In processing Sole Source requests for supplies, services and/or equipment, the Purchasing Division adheres to and is governed by the principles set forth in City of Richmond Municipal Code Section 2.52.326 Sole Source Procurement.

If you are requesting a particular vendor, brand or product, you must make this fact clear on your Sole Source form.

Your request will then be restrictive and non-competitive, and will fall into a sole source category. If the sole source justification is approved, the requisition can be expedited without the normal bidding requirements.

Such a request should not be made unless you are confident that your request is reasonable and appropriately justified to meet the City’s requirements and withstand any possible audit. The City’s requirements and the format for submitting such requests are contained herein. Sole Source form must be signed by authorized department representative(s). The certification will remain on file for audit purposes.

The following factors DO NOT apply to sole source requests and should not be included in your sole source justification. They will not be considered and only tend to confuse the evaluation process.

1. Personal preference for product or vendor.

2. Cost, vendor performance, and local service (these are generally considered award factors in competitive bidding).

3. Features which exceed the minimum department requirements.

Information Technology
Monroe Harrison, Telephone/Radio Specialist
11-09-2023
510-620-6874
Sue Hartman
Sue Hartman
Digitally signed by Sue Hartman
Date: 2023.11.06 17:35:17 -08'00'
Digitally signed by Andrea Miller
DN: cn=Andrea Miller, o=City of Richmond,
ou=Finance,
[email protected], c=US
Date: 2023.11.14 23:25:40 -08'00'
11 14 2023
330

November 28, 2023

Information Technology

DATE: November 28, 2023
TO: Mayor Martinez and Members of the City Council
FROM:

Sue Hartman, Director of Information Technology

Subject:

First Contract Amendment with David Carroll Associates
FINANCIAL IMPACT: Funding in the amount of $70,000 is allocated from the information Technology operating budget (01261017
400702).

PREVIOUS COUNCIL
ACTION:

July 11, 2023

STATEMENT OF THE
ISSUE:

The City needs maintenance support services from David
Carroll Associates for the City Council Chambers’ audio and video technology and communications which will
allow for hybrid and in-person meetings, streaming, and higher definition video when broadcasting.

RECOMMENDED ACTION:

APPROVE a first amendment to the contract with David
Carroll Associates, in the amount of $70,000, for a new total contract amount not to exceed $520,000, to provide support and maintenance services for the audio/video
technology located in the City Council Chambers, with an extended term through December 8, 2024 – Information
Technology Department (Sue Hartman 510-620-6874).

AGENDA
REPORT
331

November 28, 2023
DISCUSSION:

On July 11, 2023, City Council approved the purchase and installation of audio and video communications equipment and provisioning services from David Carroll Associates to update and replace all broadcast equipment (i.e., audio video equipment, cameras, microphones, televisions, and Councilmember podium software and monitors). These upgrades and improvements were successfully deployed and operational for the City Council’s return from the summer break on September 12, 2023.

Vendor maintenance and services are needed to sustain this equipment and to ensure operational uptime for the City Council meetings.

These proposed services include:

1. Emergency on-site service

2. Routine on-site service

3. Preventive maintenance

4. Minor system upgrades

5. Remote support

6. Event Support

7. Service Coordination and Status Reporting

Information Technology (IT) staff is requesting approval of the first amendment with David Carroll Associates, in an amount not to exceed $70,000, to provide maintenance and support of the City Council Chambers’ audio and video systems for a term extending through December 8, 2024.

DOCUMENTS ATTACHED:

Attachment 1 – Original Contract
Attachment 2 – Amendment to the Contract
332

CITY OF RICHMOND

CONTRACT AMENDMENT
Department: Project Manager:

Project Manager E-mail:

Project Manager Phone No:

P.R. No: Vendor No: P.O./Contract No:

Description of Services:

Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)

Term, Payment Limit and Service Plan
Payment Limit and Service Plan

Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:

1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]

2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.

3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.

333
Contract Amendment/EJ/TE 09-26-07

4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.

5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.

6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.

7. Signatures. These signatures attest the parties’ agreement hereto:

CITY OF RICHMOND, CALIFORNIA
a municipal corporation

By _______________________

Title:

I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.

By _______________________
City Clerk

Approved as to form:

By_______________________
City Attorney

List of Attachments:

1. Amendment Provisions

2. Updated Insurance Certificates

CONTRACTOR:

______________________________

(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)

By____________________________

Title:________________________

(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)

By:___________________________

Title:________________________

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President
and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.

334
Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)

1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:

"2. Term. The effective date of this Contract is

____________________________________________________________ (Insert original contract commencement date)

and it terminates

___________________________________________________.
(Insert new contract termination date)

unless sooner terminated as provided herein."

2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:

"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."

“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”

3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:

Contract Amendment/EJ/TE 9-26-07

335
Confidential, David Carroll Associates Inc.

City of Richmond
Service and Support 2023-2024

336
Service and Support 2023-2024 November 14, 2023
P.1 Confidential

1. TABLE OF CONTENTS

2. Introduction .......................................................................................................................................... 2

3. Service Program .................................................................................................................................... 2 Routine on-site service ............................................................................................................................. 2 Routine Repairs ......................................................................................................................................... 2 Preventative Maintenance........................................................................................................................ 3 Minor Upgrades Software and Firmware ................................................................................................. 3 Emergency on-site service ........................................................................................................................ 3 Remote support ........................................................................................................................................ 3 Event Support ........................................................................................................................................... 4 Coordination and Status Reporting .......................................................................................................... 4 Service Utilization Reporting..................................................................................................................... 4

4. Request for Service: Procedures ........................................................................................................... 4

5. Terms and Conditions ........................................................................................................................... 5

6. Acceptance ............................................................................................................................................ 7

7. Appendix 1: .Service Program Pricing Summary ................................................................................... 8 In-contract Services Rate Card ................................................................................................................. 8

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2. INTRODUCTION
The David Carroll Associates standard warranty includes one year of our workmanship with all manufacturer’s warranty terms passing through to the end user. The labor associated with administering these warranties is not included. It is customary for our clients to add additional service coverage to protect their system and guarantee priority service.

We have prepared the following service and support program for your consideration.

Our program includes support services to cover the DCA-installed systems in the City of Richmond Council Chambers.

The intent of this program is to provide the City of Richmond with additional ongoing services to improve the uptime performance of the systems and to decrease the amount of time the City of Richmond technical staff spends servicing the systems.

The proposed services program includes the following features:

1. Emergency on-site service

2. Routine on-site service

3. Preventative maintenance

4. Minor system upgrades

5. Remote support

6. Event Support

7. Service Coordination and Status Reporting

3. SERVICE PROGRAM
DCA will provide support and maintenance services for any audiovisual equipment or systems issue arising from systems covered under the support contract. Services are intended to cover break/fix incidents, routine maintenance, and minor upgrades.

Major system upgrades and project work are out of the scope of the program.

ROUTINE ON-SITE SERVICE
Routine on-site service enhances or restores system functionality but is not considered time critical. Services within the routine service category include non-critical break/fix repairs, administer manufacturer warranties, preventative maintenance, and minor system upgrades.

ROUTINE REPAIRS
When a routine repair is needed, a designated City of Richmond representative will contact DCA Service via e-mail and will provide a detailed description of the problem.

The problem description will include the subsystems affected, related equipment serial numbers, and functional description of the problem. The Request for Service procedure is outlined in section 5 of this document.

The DCA service department will review the request and will acknowledge it to the requestor within 4 hours, during Regular Business Hours. If problem resolution requires dispatch of a service technician to the site, DCA will dispatch a technician, or a team of technicians as appropriate, within 48 Regular Business Hours of the initial request. 338
Service and Support 2023-2024 November 14, 2023
P.3 Confidential

PREVENTATIVE MAINTENANCE
DCA will conduct preventative maintenance visits once per calendar quarter , while the service agreement is in effect. The preventative maintenance services will include the following activities:

1. Clean equipment ventilation vents, fans, and filters

2. Clean accessible display vents and filters

3. Check audio and video system components.

4. Check for error codes and logs.

5. Perform system functionality test.

6. Document preventative maintenance services performed during visit and make recommendations.

MINOR UPGRADES SOFTWARE AND FIRMWARE
DCA will support minor system upgrades upon request under the service program. Minor service upgrades would include services such as minor changes to configurations and minor programming changes.

Upon receiving a request for a minor upgrade, DCA will estimate the effort to perform the upgrade and will proceed with the upgrade only upon receiving authorization to proceed from a Designated City of Richmond Representative.

EMERGENCY ON-SITE SERVICE
Emergency status is to be determined by the City of Richmond Designated Service Representative and communicated at the time of the request for service. DCA will acknowledge receipt within 1 hour. DCA’s service technician will arrive on site within 12 Regular Business Hours of a request for service.

Upon arrival on site, DCA will solve the problem immediately or find a workaround, if possible, if the means to solve the problem are not immediately available. DCA’s service technician will inform City of Richmond Designated Service Representative of any expected delay caused by failed equipment replacement, special parts ordering, equipment shipping, etc. DCA service technician will communicate status updates, estimated time of repair and schedule return visits with the City of Richmond Designated Service Representative.

REMOTE SUPPORT
The remote management system, which can integrate within your system, is a valuable time saving service that can facilitate remote troubleshooting and diagnosis of your system.

When practical, DCA may perform service work via a remote connection.

Remote support work may be in response to a service request or in support of preventative maintenance activities. Any remote support activities will be coordinated with designated City of Richmond staff members.

Remote support is billed at the Routine Service rates unless it is in support of an emergency incident when it will be billed at the Emergency Service rates.

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P.4 Confidential

EVENT SUPPORT
The service program includes the option to request technical support for events.

This support will augment City of Richmond’s technical staff and provide a safety net during events to address any technical issues that may arise. We ask for the request to be at a minimum of 1-week advanced notice to allow DCA to coordinate resources.

DCA is providing The City of Richmond with a day rate for engineering support of $900.00/day per engineer.

Any event support service appointments under 6 hours will be billed at the hourly rate.

All event support service appointments over 6 hours will be automa�cally converted to a day rate.

COORDINATION AND STATUS REPORTING
DCA will coordinate all service work with City of Richmond designated staff. The coordination will include assessing the impact of service tasks on the system operability status and seeking approval from City of Richmond before scheduling service visits that may temporarily impact the functionality of the system. Coordination may also include scheduling operational validation of the systems with City of Richmond technical staff, after the systems have been serviced, but before the systems are returned to normal operations.

SERVICE UTILIZATION REPORTING
DCA will generate a usage report as services are provided listing the charges against the service agreement including the balance remaining.

4. REQUEST FOR SERVICE: PROCEDURES

1. Authorized Requestor: City of Richmond must provide a list of personnel who are authorized to request service on the City of Richmond system. DCA will only accept service requests from these pre-designated individuals.

2. All requests for service, either Emergency or Routine, must be emailed to [email protected] . Always include “EMERGENCY” in the subject line if required for priority service. Service level agreement is void if service requests are directed in any other way, for example to a DCA employee’s email or telephone.

3. The DCA service department will review the request and will respond to the requestor within 1 hour for emergency requests or 4 hours for routin e requests , during Regular Business Hours. If problem resolution requires dispatch of a service technician to the site, DCA will dispatch a technician, or a team of technicians as appropriate, within 12 hours for emergencies or 48 hours for routine , during regular business hours of the initial request .

4. If an estimate is requested at the time of service request, DCA will provide a statement of work with an estimate of time and other costs, in the form of a Quote (estimate) via email to the requestor. Quotes must be approved prior to scheduling the work. Quote/estimates are non- binding. Invoices are written for actual time and materials consumed.

5. If an estimate is NOT requested at the time of the service request, DCA will immediately schedule the work.

6. DCA reserves the right to make changes in the process to improve service. 340
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5. TERMS AND CONDITIONS

1. Term: This is an annual service agreement to begin after final project signoff which is scheduled for 12/8/2023.

Services will commence on the date of acceptance and receipt of the Purchase Order.

2. Payments: A Purchase Order in the amount of $50,000.00 for the services estimate is required to start the service agreement. Charges will be invoiced for services as they are completed.

3. Invoicing: Invoices are due NET 45. Please note that tax and shipping are billed at the time of invoicing.

4. PO Funding: If the funds authorized in the Purchase Order are depleted, DCA will release a revised estimate for services, and will request additional funds to be added to the original Purchase Order to cover the remainder of the service period.

5. Renewal: At the end of the Term, the contract may be renewed. If renewal is requested, DCA will provide a revised services estimate based on a projection of services utilization within the requested term.

6. Expiration: If the contract is not renewed and it expires, any incurred charges during the period before expiration will be invoiced, and any services requested henceforth outside of the services agreement will be estimated and proposed upon request. Any proposed out of contract services would only proceed upon receipt of City of Richmond approval and issuance of a Purchase Order.

7. Default: If the payments are more than 30 days late, DCA reserves the right to cancel the agreement. Services performed when the account is in default will be charged and invoiced for payment, due upon receipt.

8. Reporting: DCA will generate a monthly report listing the charges against the agreement amount in that period.

9. Wait Time: Wait time due to facility inaccessibility is billable at the rate set for the incident.

10. Minimum Charge: Minimum Charge is 4 hours. DCA may waive minimum charge at our discretion, for example if our service technician is on the site already.

11. Trip Fee: DCA will charge a standard, flat fee for each visit that will cover all time, bridge tolls, parking and any other expense normally incurred in a service call unless our technicians/staff are already on site.

12. Regular Business Hours: Regular business hours are defined as non-holidays, Monday through Friday, from 8am to 5pm. Overtime: After-hours work, if performed, will be charged at Emergency rates.

Holiday Rate: 2x regular rate applies to routine or emergency rates. Holidays include New Year’s Eve and New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after Thanksgiving, Christmas Eve and Christmas Day.

13. After-hours Support: DCA is not obligated to provide after-hours services under the agreement.

DCA may perform after-hours services if mutually agreed in advance between DCA and City of Richmond staff. After-hours services are charged at Emergency rates, unless otherwise mutually agreed in advance.
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14. Spare and Loaner Equipment: Spare equipment is not included in the program. Spare equipment can be purchased under a separate purchase agreement. Loaner equipment is not specifically included in the program. If loaner equipment is required, DCA will estimate the cost and provide the equipment only upon City of Richmond acceptance and issuance of a Purchase Order for said equipment and any related services.

15. Cancellations: Cancelled trips, if cancelled within 24 hours of the scheduled visit, will be billable at the rate set for the incident, and the trip fee will be charged.

16. Data back-up: Any data backup that is necessary for these systems is the responsibility of the City of Richmond support staff.

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6. ACCEPTANCE

The parties hereby accept the enclosed services proposal. The Service Program shall commence upon acceptance, and receipt of the associated City of Richmond Purchase Order.

City of Richmond

Authorized Signature

Name and Title

____________________
Date
David Carroll Associates Inc.

Authorized Signature

Name and Title

____________________
Date
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7. APPENDIX 1: .SERVICE PROGRAM PRICING SUMMARY
The hourly service rates reflected in the estimates are based on our “in-contract” rates, as defined in the following section.

IN-CONTRACT SERVICES RATE CARD

The following service rates are available for in-contract support services.

These rates are available only during the contracted terms of the service agreement.

Item Standard Rate/Hr.

Routine Maintenance
Support engineer $150 per hour
Media Network Engineer $325 per hour
Audio Engineering & Programming $175 per hour
Installation technician $120 per hour
Emergency Call
Support engineer $225 per hour
Media Network Engineer $400 per hour
Audio Engineering & Programming $250 per hour
Installation technician $145 per hour
Mobilize/Trip Fee
1-15 miles $90 per trip
15-30 miles $118 per trip
30-60 miles $226 per trip
60-90 miles $310 per trip
Expenses Reimbursable at
cost.

Regular Business Hours:

Regular business hours are defined as non-holidays, Monday through Friday, from 8am to 5pm.

Premium Rates:

Overtime: After-hours work, if performed, will be charged at Emergency rates.

Holiday Rate: 2x regular rate applies to routine or emergency rates. Holidays include New Year’s Eve and New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after Thanksgiving, Christmas Eve and Christmas Day.

Trip Fee: DCA will charge a standard, flat fee for each visit that will cover all time, bridge tolls, parking and any other expense normally incurred in a service call unless our technicians/staff are already on site.

344
Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (AMENDMENT HISTORY)

The first Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The second Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The third Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The fourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The fifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

345
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 1 of 4

Revised: September 2011

In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.

The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.

5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.

6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)

7. Contractor’s Pollution Liability (if applicable for Construction Contractors)

Required Coverage

Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

346
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 2 of 4

Revised: September 2011

PROJECT COST R EQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)

Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).

If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.

Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.

(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.

If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.

The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.

Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:

HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.

Same limits as General Liability.

Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Additional Insured Endorsement

Applicable to General Liability Coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required. 347
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 3 of 4

Revised: September 2011
Additional Insured Endorsement
(continued)

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.

SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:

1. A Bid bond

2. A Performance Bond

3. A Payment Bond

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.

Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.

Subcontractors

CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
348
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 4 of 4

Revised: September 2011

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin . The City
of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation

CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements

Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

349
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350

CITY OF RICHMOND

CONTRACT AMENDMENT
Department: Project Manager:

Project Manager E-mail:

Project Manager Phone No:

P.R. No: Vendor No: P.O./Contract No:

Description of Services:

Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)

Term, Payment Limit and Service Plan
Payment Limit and Service Plan

Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:

1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:

Company Name:

Street Address:

City, State, Zip Code:

Contact Person:

Telephone: Email:

Business License No: / Expiration Date:

A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]

2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.

3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.

351
Contract Amendment/EJ/TE 09-26-07

4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.

5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.

6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.

7. Signatures. These signatures attest the parties’ agreement hereto:

CITY OF RICHMOND, CALIFORNIA
a municipal corporation

By _______________________

Title:

I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.

By _______________________
City Clerk

Approved as to form:

By_______________________
City Attorney

List of Attachments:

1. Amendment Provisions

2. Updated Insurance Certificates

CONTRACTOR:

______________________________

(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)

By____________________________

Title:________________________

(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)

By:___________________________

Title:________________________

(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President
and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.

352
Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)

1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:

"2. Term. The effective date of this Contract is

____________________________________________________________ (Insert original contract commencement date)

and it terminates

___________________________________________________.
(Insert new contract termination date)

unless sooner terminated as provided herein."

2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:

"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."

“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”

3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:

Contract Amendment/EJ/TE 9-26-07

353
Confidential, David Carroll Associates Inc.

City of Richmond
Service and Support 2023-2024

354
Service and Support 2023-2024 November 16, 2023
City of Richmond

1. TABLE OF CONTENTS

2. Introduction .......................................................................................................................................... 2

3. Service Program .................................................................................................................................... 2 Routine on-site service ............................................................................................................................. 2 Routine Repairs ......................................................................................................................................... 2 Preventative Maintenance........................................................................................................................ 3 Minor Upgrades Software and Firmware ................................................................................................. 3 Emergency on-site service ........................................................................................................................ 3 Remote support ........................................................................................................................................ 3 Event Support ........................................................................................................................................... 4 Coordination and Status Reporting .......................................................................................................... 4 Service Utilization Reporting..................................................................................................................... 4

4. Request for Service: Procedures ........................................................................................................... 4

5. Terms and Conditions ........................................................................................................................... 5

6. Acceptance ............................................................................................................................................ 7

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2. INTRODUCTION
The David Carroll Associates standard warranty includes one year of our workmanship with all manufacturer’s warranty terms passing through to the end user. The labor associated with administering these warranties is not included. It is customary for our clients to add additional service coverage to protect their system and guarantee priority service.

We have prepared the following service and support program for your consideration.

Our program includes support services to cover the DCA-installed systems in the City of Richmond Council Chambers.

The intent of this program is to provide the City of Richmond with additional ongoing services to improve the uptime performance of the systems and to decrease the amount of time the City of Richmond technical staff spends servicing the systems.

The proposed services program includes the following features:

1. Emergency on-site service

2. Routine on-site service

3. Preventative maintenance

4. Minor system upgrades

5. Remote support

6. Event Support

7. Service Coordination and Status Reporting

3. SERVICE PROGRAM
DCA will provide support and maintenance services for any audiovisual equipment or systems issue arising from systems covered under the support contract. Services are intended to cover break/fix incidents, routine maintenance, and minor upgrades.

Major system upgrades and project work are out of the scope of the program.

ROUTINE ON-SITE SERVICE
Routine on-site service enhances or restores system functionality but is not considered time critical. Services within the routine service category include non-critical break/fix repairs, administer manufacturer warranties, preventative maintenance, and minor system upgrades.

ROUTINE REPAIRS
When a routine repair is needed, a designated City of Richmond representative will contact DCA Service via e-mail and will provide a detailed description of the problem.

The problem description will include the subsystems affected, related equipment serial numbers, and functional description of the problem. The Request for Service procedure is outlined in section 5 of this document.

The DCA service department will review the request and will acknowledge it to the requestor within 4 hours, during Regular Business Hours. If problem resolution requires dispatch of a service technician to the site, DCA will dispatch a technician, or a team of technicians as appropriate, within 48 Regular Business Hours of the initial request. 356
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PREVENTATIVE MAINTENANCE
DCA will conduct preventative maintenance visits once per calendar quarter , while the service agreement is in effect. The preventative maintenance services will include the following activities:

1. Clean equipment ventilation vents, fans, and filters

2. Clean accessible display vents and filters

3. Check audio and video system components.

4. Check for error codes and logs.

5. Perform system functionality test.

6. Document preventative maintenance services performed during visit and make recommendations.

MINOR UPGRADES SOFTWARE AND FIRMWARE
DCA will support minor system upgrades upon request under the service program. Minor service upgrades would include services such as minor changes to configurations and minor programming changes.

Upon receiving a request for a minor upgrade, DCA will estimate the effort to perform the upgrade and will proceed with the upgrade only upon receiving authorization to proceed from a Designated City of Richmond Representative.

EMERGENCY ON-SITE SERVICE
Emergency status is to be determined by the City of Richmond Designated Service Representative and communicated at the time of the request for service. DCA will acknowledge receipt within 1 hour. DCA’s service technician will arrive on site within 12 Regular Business Hours of a request for service.

Upon arrival on site, DCA will solve the problem immediately or find a workaround, if possible, if the means to solve the problem are not immediately available. DCA’s service technician will inform City of Richmond Designated Service Representative of any expected delay caused by failed equipment replacement, special parts ordering, equipment shipping, etc. DCA service technician will communicate status updates, estimated time of repair and schedule return visits with the City of Richmond Designated Service Representative.

REMOTE SUPPORT
The remote management system, which can integrate within your system, is a valuable time saving service that can facilitate remote troubleshooting and diagnosis of your system.

When practical, DCA may perform service work via a remote connection.

Remote support work may be in response to a service request or in support of preventative maintenance activities. Any remote support activities will be coordinated with designated City of Richmond staff members.

Remote support is billed at the Routine Service rates unless it is in support of an emergency incident when it will be billed at the Emergency Service rates.

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EVENT SUPPORT
The service program includes the option to request technical support for events.

This support will augment City of Richmond’s technical staff and provide a safety net during events to address any technical issues that may arise. We ask for the request to be at a minimum of 1-week advanced notice to allow DCA to coordinate resources.

DCA is providing The City of Richmond with a day rate for engineering support of $900.00/day per engineer.

Any event support service appointments under 6 hours will be billed at the hourly rate.

All event support service appointments over 6 hours will be automa�cally converted to a day rate.

COORDINATION AND STATUS REPORTING
DCA will coordinate all service work with City of Richmond designated staff. The coordination will include assessing the impact of service tasks on the system operability status and seeking approval from City of Richmond before scheduling service visits that may temporarily impact the functionality of the system. Coordination may also include scheduling operational validation of the systems with City of Richmond technical staff, after the systems have been serviced, but before the systems are returned to normal operations.

SERVICE UTILIZATION REPORTING
DCA will generate a usage report as services are provided listing the charges against the service agreement including the balance remaining.

4. REQUEST FOR SERVICE: PROCEDURES

1. Authorized Requestor: City of Richmond must provide a list of personnel who are authorized to request service on the City of Richmond system. DCA will only accept service requests from these pre-designated individuals.

2. All requests for service, either Emergency or Routine, must be emailed to [email protected] . Always include “EMERGENCY” in the subject line if required for priority service. Service level agreement is void if service requests are directed in any other way, for example to a DCA employee’s email or telephone.

3. The DCA service department will review the request and will respond to the requestor within 1 hour for emergency requests or 4 hours for routine requests , during Regular Business Hours. If problem resolution requires dispatch of a service technician to the site, DCA will dispatch a technician, or a team of technicians as appropriate, within 12 hours for emergencies or 48 hours for routine, during r egular business hours of the initial request .

4. If an estimate is requested at the time of service request, DCA will provide a statement of work with an estimate of time and other costs, in the form of a Quote (estimate) via email to the requestor. Quotes must be approved prior to scheduling the work. Quote/estimates are non- binding. Invoices are written for actual time and materials consumed.

5. If an estimate is NOT requested at the time of the service request, DCA will immediately schedule the work.

6. DCA reserves the right to make changes in the process to improve service. 358
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5. TERMS AND CONDITIONS

1. Term: This is an annual service agreement to begin after final project signoff which is scheduled for 12/8/2023.

Services will commence on the date of acceptance and receipt of the Purchase Order.

2. Payments: A Purchase Order in the amount of $50,000.00 for the services estimate is required to start the service agreement. Charges will be invoiced for services as they are completed.

3. Invoicing: Invoices are due NET 45. Please note that tax and shipping are billed at the time of invoicing.

4. PO Funding: If the funds authorized in the Purchase Order are depleted, DCA will release a revised estimate for services, and will request additional funds to be added to the original Purchase Order to cover the remainder of the service period.

5. Renewal: At the end of the Term, the contract may be renewed. If renewal is requested, DCA will provide a revised services estimate based on a projection of services utilization within the requested term.

6. Expiration: If the contract is not renewed and it expires, any incurred charges during the period before expiration will be invoiced, and any services requested henceforth outside of the services agreement will be estimated and proposed upon request. Any proposed out of contract services would only proceed upon receipt of City of Richmond approval and issuance of a Purchase Order.

7. Default: If the payments are more than 30 days late, DCA reserves the right to cancel the agreement. Services performed when the account is in default will be charged and invoiced for payment, due upon receipt.

8. Reporting: DCA will generate a monthly report listing the charges against the agreement amount in that period.

9. Wait Time: Wait time due to facility inaccessibility is billable at the rate set for the incident.

10. Minimum Charge: Minimum Charge is 4 hours. DCA may waive minimum charge at our discretion, for example if our service technician is on the site already.

11. Trip Fee: DCA will charge a standard, flat fee for each visit that will cover all time, bridge tolls, parking and any other expense normally incurred in a service call unless our technicians/staff are already on site.

12. Regular Business Hours: Regular business hours are defined as non-holidays, Monday through Friday, from 8am to 5pm. Overtime: After-hours work, if performed, will be charged at Emergency rates.

Holiday Rate: 2x regular rate applies to routine or emergency rates. Holidays include New Year’s Eve and New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after Thanksgiving, Christmas Eve and Christmas Day.

13. After-hours Support: DCA is not obligated to provide after-hours services under the agreement.

DCA may perform after-hours services if mutually agreed in advance between DCA and City of Richmond staff. After-hours services are charged at Emergency rates, unless otherwise mutually agreed in advance.
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City of Richmond

14. Spare and Loaner Equipment: Spare equipment is not included in the program. Spare equipment can be purchased under a separate purchase agreement. Loaner equipment is not specifically included in the program. If loaner equipment is required, DCA will estimate the cost and provide the equipment only upon City of Richmond acceptance and issuance of a Purchase Order for said equipment and any related services.

15. Cancellations: Cancelled trips, if cancelled within 24 hours of the scheduled visit, will be billable at the rate set for the incident, and the trip fee will be charged.

16. Data back-up: Any data backup that is necessary for these systems is the responsibility of the City of Richmond support staff.

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Service and Support 2023-2024 November 16, 2023
City of Richmond

6. ACCEPTANCE

The parties hereby accept the enclosed services proposal. The Service Program shall commence upon acceptance, and receipt of the associated City of Richmond Purchase Order.

City of Richmond

Authorized Signature

Name and Title

____________________
Date
David Carroll Associates Inc.

Authorized Signature

Name and Title

____________________
Date
361
Contract Amendment between the City of Richmond and

Amendment No. P.O./Contract No.

AMENDMENT PROVISIONS (AMENDMENT HISTORY)

The first Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The second Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The third Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The fourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

The fifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):

Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.

Term Amendment (insert new termination date):________________________

Service Plan

362
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 1 of 4

Revised: September 2011

In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.

CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.

CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.

Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.

City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.

Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.

The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.

Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:

1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.

2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)

3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.

4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.

5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.

6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)

7. Contractor’s Pollution Liability (if applicable for Construction Contractors)

Required Coverage

Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.

If CONTRACTOR
is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.

363
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 2 of 4

Revised: September 2011

PROJECT COST R EQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)

Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).

If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).

Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.

Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.

Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.

(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.

If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.

The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.

Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:

HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.

Same limits as General Liability.

Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.

Additional Insured Endorsement

Applicable to General Liability Coverage.

The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.

ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required. 364
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 3 of 4

Revised: September 2011
Additional Insured Endorsement
(continued)

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.

Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.

SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.

Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.

Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.

SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:

1. A Bid bond

2. A Performance Bond

3. A Payment Bond

Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.

Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.

Subcontractors

CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
365
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:

Consultants and Contractors

Type 1 – Page 4 of 4

Revised: September 2011

Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin . The City
of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.

Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.

Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.

Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.

If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.

Cancellation

CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.

Reporting Requirements

Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.

Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.

366
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