Agenda packet — Roseville City Council, December 18, 2024 (part 1 of 9)

AGENDA
December 18, 2024

CITY COUNCIL

HOUSING AUTHORITY

HOUSING SUCCESSOR
6:00 p.m.

Council Chambers
311 Vernon Street
Roseville, CA
www.roseville.ca.us

THE CITY OF ROSEVILLE WELCOMES YOUR PARTICIPATION
If an agenda item is open to public comment, such public comment shall be addressed to the chair of the meeting.

Public Comment - Speakers have three minutes under Public Comment to speak on issues that are not listed on the agenda and are within the City's jurisdiction. The Brown Act does not permit any action or discussion on items not listed on the agenda.

Consent Calendar - If applicable, the Consent Calendar consists of routine items that may be approved by one motion. Any person can remove an item from the Consent Calendar to be discussed separately.

Agenda Items - Speakers have five minutes to address items that are listed on the agenda.

Levine Act Provisions - The Levine Act requires a Party (or its agent (s)) to a Proceeding before the City of Roseville that involves any action or consideration to their contract, license, permit, or other entitlement for use, to disclose any campaign contribution made to City elected or appointed officers (including Councilmembers, Planning Commissioners, and members of other City boards and commissions) totaling more than $250 within the 12 months before the City decision.

Americans with Disabilities Act - Notify the City Clerk or Secretary at least 72 hours in advance if special assistance is required to participate in a meeting including the need of auxiliary aids or services.

Audio/Visual Presentations - If making a presentation regarding an agenda item, audio/visual materials must be submitted to the City Clerk or Secretary at least 72 hours in advance.

Security procedures are in place to attend Roseville City Council meetings. All attendees must successfully pass through a security metal detector. Any person with a prohibited item will not be allowed entry. Prohibited items include, but are not limited to: firearms (even with valid CCW), knives, pepper spray/mace, explosives of any kind/ any weapons and/or dangerous devices of any kind, illegal drugs and alcohol.

Roseville City Clerk 311 Vernon Street, Roseville, CA 916-774-5200 TDD 916-774-5220

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. MEETING PROCEDURES

5. PRESENTATIONS

5.1. Roseville Chamber of Commerce - SPLASH Proceeds
Presentation to the City Parks, Recreation and Libraries Department of the proceeds from the 2024 SPLASH event to benefit youth programs within the City.

CONTACT: Rana Ghadban 916-783-8136 [email protected]

5.2. Resolution - Soroptimist 70th Anniversary
Congratulate Soroptimist International of Roseville on their 70th anniversary and commend them for their success as an organization and their contributions to the Roseville community.

CONTACT: Blair Hutchison 916-774-5266 [email protected]

5.3. Resolution - Rick Bartee
Commend Rick Bartee for his 9 years of outstanding service and dedication to the City of Roseville and the Roseville Fire Department, congratulate him for his many accomplishments and wish him a long, healthy, and enjoyable retirement.

CONTACT: Blair Hutchison 916-774-5266 [email protected]

5.4. Resolution - Richard Plecker
Commend Richard Plecker for his 10 years of outstanding service and dedication to the City of Roseville and the Environmental Utilities Department, congratulate him for his many accomplishments and wish him a long, healthy, and enjoyable retirement.

CONTACT: Blair Hutchison 916-774-5266 [email protected]

6. PUBLIC COMMENTS

7. CONSENT CALENDAR

BEGINNING OF CONSENT CALENDAR
Minutes

7.1. Minutes of Prior Meetings
Memo from City Clerk Technician Melissa Lipp and City Clerk Carmen Avalos recommending the City Council approve the minutes of the November 6, 2024 and November 20, 2024 City Council Meetings.

CC #: 3691
File #: 0102-03
CONTACT: Melissa Lipp 916-774-5268 [email protected] Bids / Purchases / Services

7.2. Agenda Management Software - New Capital Improvement Project Approval, Contract Purchase Agreement and Budget Adjustment
Memo from Business Systems Analyst Sydney Finch and Chief Information Officer Hong Sae recommending the City Council adopt RESOLUTION NO. 24-431 APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND CIVICPLUS, LLC AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004289); and adopt ORDINANCE NO. 6906 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2024- 25 BUDGET AND DECLARING THIS ORDINANCE TO BE

IMMEDIATELY EFFECTIVE AS AN APPROPRIATION
MEASURE(3004289). Staff requests Council approve a contract purchase agreement with CivicPlus LLC for the replacement of the City’s existing Agenda Management Software program, Novus Agenda, in the amount of $104,088.55.

Additionally, staff requests the Council authorize the City Manager or his designee to approve change orders up to an additional 10% to cover unexpected changes to the project costs or changes to the City’s information technology environment for the term of the agreement. The project costs include system implementation, training, data migration, and annual software subscription. The recommended budget adjustment will appropriate $53,890 to the project for the first year of licensing and internal labor costs. Funding for the budget adjustment comes from the Information Technology Replacement Fund and funds from other City departments. Funding for licensing in subsequent years will be budgeted in the Information Technology Operations Fund.

CC #: 3698
File #: 0203-06 & 0201-01
CONTACT: Sydney Finch 916-774-1175 [email protected]

7.3. Wanish Park Shade Structure Replacement Project - Contract Purchase Agreement
Memo from Park Development Project Manager Kelly Appier and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-410 APPROVING A CONTRACT PURCHASE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND
ROSS RECREATION EQUIPMENT COMPANY, INC. AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004212). Staff requests Council approve a contract purchase agreement with Ross Recreation Equipment, Inc. for $109,423.01 to replace the shade structure at Wanish Park. Staff further requests authority to approve change orders, consistent with the contract terms, provided that the net cost of all change orders shall not exceed ten percent (10%) of the contract amount. The funding for this shade structure replacement was approved by Council in the FY2024-25 Capital Improvement Program using the Parks, Recreation and Library Capital Projects Fund. Maintenance is funded by the General Fund and will not increase.

CC #: 3671
File #: 0704-01
CONTACT: Kelly Appier 916-774-5927 [email protected]

7.4. Ninja Fitness Course - Contract Purchase Agreement Memo from Park Development Project Manager Joel De Jong and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-413 APPROVING A CONTRACT PURCHASE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND
GREENFIELDS OUTDOOR FITNESS, INC. AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE (3004258). Staff requests Council approve a contract purchase agreement with Greenfields Outdoor Fitness, Inc. The Council-approved master plan included elements that were unable to be constructed during the initial phase of construction by the developer due to budget constraints. This included the ninja fitness course as well as a skate track and bike track. This project aims to complete the ninja fitness course portion of Campus Oaks Park.

The contract amount for the ninja fitness course is $362,805.67. Staff also requests authority to approve change orders, consistent with the contract terms, provided that the net cost of all change orders shall not exceed ten percent (10%) of the contract amount. Funding for this project is provided by American Rescue Plan Act Funds allocated to the Campus Oaks Park Phase 2 Project in FY2024-25. This is a Citywide park, currently utilizing the General Fund for maintenance. It is expected that the addition of the ninja course will create a slight increase in maintenance costs.

CC #: 3675
File #: 0704-01
CONTACT: Joel De Jong 916-774-5924 [email protected]

7.5. Industrial Valve Services and Materials - Sole Source Contract Purchase Agreement
Memo from Power Generation Superintendent Nathan Ribordy and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-412 APPROVING A SOLE SOURCE CONTRACT

PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF
ROSEVILLE AND CALTROL, INC., AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004163). Staff requests Council approve a sole source contract purchase agreement with Caltrol, Inc. to provide equipment, parts, and services to Roseville Electric Utility. Caltrol, Inc. is the sole authorized sales channel for Emerson Process Management equipment, which is used at the three naturalgas fired power plants operated by the City. This purchase agreement is for a one-year term for spending authority up to $300,000 per contract year and allows for up to four optional one-year renewals. Staff requests authorization to continue utilizing optional renewal years without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest. Funding is included in the Electric Department's FY2024-25 budget in the Electric Fund. Funding for future years is contingent on approval of the respective years' budgets.

CC #: 3674
File #: 0203-07
CONTACT: Nathan Ribordy 916-746-1673 [email protected]

7.6. Roseville Energy Park Centrifuge Dewatering Equipment - Sole Source Purchase Order
Memo from Power Plant Engineer Michael Zasso and Electric Utility Director Daniel Beans recommending the City Council adopt RESOLUTION NO. 24- 419 APPROVING A SOLE SOURCE PURCHASE ORDER FOR

CENTRIFUGE DEWATERING EQUIPMENT FOR THE ROSEVILLE
ENERGY PARK. Staff requests Council approve a sole source purchase order with Siebtechnik Tema for centrifuge dewatering equipment at the Roseville Energy Park (REP) and to approve change order authority for unforeseen change orders up to 10% of the cost. After onsite engineering and operational testing conducted at the REP by several vendors, the centrifuge technology by Siebtechnik Tema was the only vendor successful in processing the slurry and meeting all of the design requirements. The total cost of the equipment with a 10% contingency is $561,332.98. Funding is included in the Electric Department's FY2024-25 Budget in the Electric Fund.

CC #: 3683
File #: 0203-14
CONTACT: Michael Zasso 916-746-1665 [email protected]

7.7. Waste Hauling Services - Contract Purchase Agreement Amendment Memo from Power Generation Superintendent Nathan Ribordy and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-423 APPROVING CONTRACT PURCHASE
AGREEMENT AMENDMENT NO. 2, BY AND BETWEEN THE CITY OF

ROSEVILLE AND ADVANCED CHEMICAL TRANSPORT, LLC DBA

ACTENVIRO, AND AUTHORIZING THE CITY MANAGER TO EXECUTE
IT ON BEHALF OF THE CITY OF ROSEVILLE (3001218). Staff requests Council approve an increase in spending authority to the agreement with Advanced Chemical Transport, LLC dba ACTenviro, to provide hazardous and non-hazardous waste disposal. This increase in spending authority will increase the not-to-exceed amount under the contract from $2 million to $3.5 million. Current funding is included in the Electric Department's FY2024-25 budget in the Electric Fund. Future funding is subject to future year budget approvals.

CC #: 3687
File #: 0203-07
CONTACT: Nathan Ribordy 916-746-1673 [email protected]

7.8. OMracle Guided Learning - Subscription Amendment emo from Enterprise Resource Planning Program Manager Lindsay Collishaw and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-403

APPROVING AN INCREASE TO THE PUBLIC SECTOR AGREEMENT,

BY AND BETWEEN THE CITY OF ROSEVILLE AND ORACLE
AMERICA, INC., AND AUTHORIZING THE CITY MANAGER TO

EXECUTE THE ORDERING DOCUMENT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve an increase to the existing agreement with Oracle America, Inc. by $4,080 for the FY2024-25 renewal of the Oracle Guided Learning software subscription which supports managing and publishing of city-specific training guides within the City’s Oracle enterprise resource planning application, used for finance and human resources/payroll functions. Staff also requests approval to enter into future renewals provided that adequate funds are included in the City Council approved budget each year. The original agreement with Oracle America, Inc. for OGL was at an annual cost of $40,800. Oracle has informed the City of a 10% increase, bringing the cost to $44,880. The Finance Department has sufficient General Fund resources available to cover the additional $4,080 for the remainder of FY2024-25, and ongoing future costs will be integrated into the Finance Department’s operating budget in the General Fund.

CC #: 3666
File #: 0203-06
CONTACT: Lindsay Collishaw 916-774-5199 [email protected]

7.9. Basketball Court Renovations (RFQ 10-3402) - Contract Purchase Agreement Memo from Buyer Sue Jessup and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-432 APPROVING A CONTRACT PURCHASE AGREEMENT, BY

AND BETWEEN THE CITY OF ROSEVILLE AND ECLIPSE PRO DBA

RESILIENT BUILDERS AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004277). Staff recommends Council approve a contract purchase agreement with Eclipse Pro dba Resilient Builders as the lowest responsive and responsible bidder for Request for Quotations No. 10-3402 for the basketball court renovations project. The Parks, Recreation, & Libraries Department has a requirement to replace the aging basketball court surfaces at Silverado Oaks Park and Santucci Park. The total cost of the renovation is $210,664. Additionally, staff recommends Council approve change order authority for a 10% contingency, for a total contract not-to-exceed amount of $231,730.40. Funding is included in the Basketball Court Replacement project in the Parks, Recreation and Library Capital Projects Fund.

CC #: 3699
File #: 0203-10 & 0201-01
CONTACT: Sue Jessup 916-746-1107 [email protected]

7.10.Fuel and Lubricants (SACOG RFP 2023-24-10) - Contract Purchase Agreement
Memo from Purchasing Supervisor Becky Philipp and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-401 APPROVING A CONTRACT

PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND HUNT AND SONS LLC, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE (3004223). Staff recommends Council approval of a contract purchase agreement with Hunt & Sons LLC as the selected bidder of Sacramento Area Council of Governments Request for Proposals No. 2023- 24-10 for the supply and delivery of fuel for various City departments. The initial contract through August 31, 2027 is for $12,850,000 and funding is included in various City department budgets. The bid allowed for two optional renewal years at one-year intervals. Staff requests authorization to continue utilizing the remaining optional renewal years of the bid without further Council approvals until the contract expires or until City staff determines that continuing with the same vendor is not in the City's best interest. CC #: 3661
File #: 0203-02
CONTACT: Becky Philipp 916-746-1110 [email protected]

7.11.Restoration and Remediation Management Services (RFP 01-079) - Contract Purchase Agreement
Memo from Administrative Technician Darci Carpenter and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 24-409 APPROVING A CONTRACT PURCHASE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND ATI

RESTORATION LLC, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004256).

Staff requests approval of a contract purchase agreement with ATI Restoration LLC to provide on-call restoration and remediation management services in the amount of $125,000. The agreement will provide the City with emergency remediation and management services on an as-needed basis. Staff requests authorization to utilize the four optional renewal years of the contract without further Council approvals until the contract expires, contingent upon budget approval each year, or until City staff determines that continuing with the same vendor is not in the City's best interest. Funding for this year is included in the Building Maintenance and Facility Rehabilitation Division FY2024-25 budget in the Facility Services Fund.

CC #: 3670
File #: 0203-04
CONTACT: Darci Carpenter 916-774-5702 [email protected]

7.12.Dry Creek Wastewater Treatment Plant and Pleasant Grove Wastewater Treatment Plant Biosolids Handling – Contract Purchase Agreements Memo from Wastewater Operations Superintendent Jason Fick and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 24-415 APPROVING A CONTRACT

PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF
ROSEVILLE AND SYNAGRO-WWT, INC., AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE (3004281); and adopt RESOLUTION NO. 24-
416 APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND
BETWEEN THE CITY OF ROSEVILLE AND SYNAGRO-WWT, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004282). Staff requests Council approval and award of two (2) contract purchase agreements including four (4) additional oneyear renewals with Synagro-WWT, Inc. to provide biosolids handling services to the Dry Creek Wastewater Treatment Plant and Pleasant Grove Wastewater Treatment Plants. The estimated total cost of the two contract purchase agreements is $2,650,000, and the total not-to-exceed cost including the renewals for both agreements is $14,850,000. Funding will be provided from the Environmental Utilities Department’s annual operating budgets in the Wastewater Operations Fund.

CC #: 3680
File #: 0800-02
CONTACT: Jason Fick 916-746-1940 [email protected]

7.13.Biosolids Handling Services – Contract Purchase Agreement Amendment Memo from Wastewater Operations Superintendent Jason Fick and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 24-400 APPROVING CONTRACT PURCHASE AGREEMENT AMENDMENT NO. 1, BY AND BETWEEN THE CITY OF
ROSEVILLE AND SYNAGRO WWT, INC., AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE (3003486). Staff requests Council approval of an amendment to the contract purchase agreement with Synagro WWT, Inc. to increase the agreement total not-to-exceed amount from $785,000 to $1,145,000 to cover the cost of biosolids handling services at the Dry Creek Wastewater Treatment Plant through December 31, 2024. Funding for this purchase will be provided from the Environmental Utilities Department’s FY2024-25 budget in the Wastewater Operations Fund.

CC #: 3658
File #: 0800-02
CONTACT: Jason Fick 916-746-1940 [email protected]
Resolutions

7.14.Roseville Transit Safety Plan Update
Memo from Alternative Transportation Manager Ed Scofield and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 24-420 APPROVING THE 2025 ROSEVILLE

TRANSIT AGENCY SAFETY PLAN, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve the 2025 Roseville Transit Safety Plan. This item will not result in a direct fiscal impact. However, having an updated Agency Safety Plan allows the City to maintain compliance with Federal Transit Administration requirements to receive funding under 49 U.S.C. Chapter 53.

CC #: 3684
File #: 0721
CONTACT: Ed Scofield 916-774-5449 [email protected]

7.15.Historic Old Town Parking Lot Improvements Project - Agreement Amendment, Quitclaim Deed and Assignment & Assumptions Agreement
Memo from Assistant Engineer Brian Gulewich and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 24-428 APPROVING A FIRST AMENDMENT TO LETTER OF

UNDERSTANDING, BY AND BETWEEN UNION PACIFIC RAILROAD

COMPANY AND THE CITY OF ROSEVILLE, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE; and adopt RESOLUTION NO. 24-435 APPROVING A

QUITCLAIM DEED AND ASSIGNMENT AND ASSUMPTION

AGREEMENT, BY AND BETWEEN UNION PACIFIC RAILROAD

COMPANY AND THE CITY OF ROSEVILLE, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE THEM ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approval of an Amendment to the Letter of Understanding Agreement, a Quitclaim Deed and an Assignment and Assumption Agreement for the purchase of 1.68 acres of land from Union Pacific Railroad Company for the Historic Old Town Parking Lot Improvements for the agreed-upon purchase price of $800,000. Funding for this acquisition is from the Strategic Improvement Fund and there are adequate funds in the project budget for the purchase. No General Fund resources are being used.

CC #: 3694
File #: 0900-04
CONTACT: Brian Gulewich 916-746-1376 [email protected]

7.16.Campus Oaks Park Skate Park - Design-Build Construction Agreement Memo from Park Development Project Manager Joel De Jong and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-411 APPROVING AN AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND AMERICAN RAMP

COMPANY, AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON

BEHALF OF THE CITY OF ROSEVILLE, AND AUTHORIZING STAFF TO APPROVE CHANGE ORDERS IN AN AMOUNT NOT TO EXCEED 10%
OF THE CONTRACTED AMOUNT. Staff requests Council award a DesignBuild Construction agreement to American Ramp Company with a total contract award amount of $650,000 for the design and construction of the Campus Oaks Park Skate Park. The Council-approved master plan included elements that were unable to be constructed during the initial phase of construction by the developer due to budget constraints. This included the skate track and bike track as well as a ninja fitness course. This project aims to complete the skate and bike track portion of Campus Oaks Park. Funding for the skate track and bike track was originally approved and allocated using American Rescue Plan Act (ARPA) funds in FY2024-25. A separate budget adjustment re-allocating and augmenting the ARPA funds for this project is recommended in a separate American Rescue Plan Act Budget Adjustment agenda item. There are sufficient funds allocated for this project. Funding for maintenance is a General Fund obligation.

CC #: 3678
File #: 0704-01
CONTACT: Joel De Jong 916-774-5924 [email protected]

7.17.Basketball Courts Renovation Project - Notice of Completion Memo from Park Development Project Manager Kelly Appier and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION 24-399 ACCEPTING THE PUBLIC WORK KNOWN AS

BASKETBALL COURTS RENOVATION PROJECT, APPROVING THE
“NOTICE OF COMPLETION”, AND AUTHORIZING THE PARKS,

RECREATION AND LIBRARIES DIRECTOR TO EXECUTE SAID
NOTICE ON BEHALF OF THE CITY OF ROSEVILLE. The Parks,
Recreation & Libraries Department has made a final inspection of the Basketball Courts Renovation Project and has found that all contract work has been completed in accordance with the improvement plans and specifications. The project is now ready for acceptance. In accordance with City specifications, the contractor shall guarantee the installation of these improvements for a period of twelve (12) months from the date of this Notice of Completion. The project was approved in FY2023-24 using funds from the Parks, Recreation & Libraries Capital Rehabilitation Fund. There will be no increase in maintenance or other General Fund costs.

CC #: 3657
File #: 0704-01
CONTACT: Kelly Appier 916-774-5927 [email protected]

7.18.Parks and Landscape Maintenance Services - Professional Services Agreements
Memo from Parks & Open Space Superintendent Eric Dexter and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-405 APPROVING A PARK AND LANDSCAPE

MAINTENANCE SERVICES AGREEMENT, BY AND BETWEEN THE
CITY OF ROSEVILLE AND EMTS, INC. DBA ELITE MAINTENANCE &

TREE SERVICE, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt RESOLUTION NO. 24-406 APPROVING A PARK AND LANDSCAPE

MAINTENANCE SERVICES AGREEMENT, BY AND BETWEEN THE

CITY OF ROSEVILLE AND NEW IMAGE LANDSCAPE COMPANY, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt RESOLUTION NO. 24-407

APPROVING A PARK AND LANDSCAPE MAINTENANCE SERVICES

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND

CAGWIN & DORWARD, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve an agreement with Elite Maintenance and Tree Service with a not-to-exceed amount of $5,263,725, an agreement with New Image Landscape Company with a not-to-exceed amount of $9,679,011, and an agreement with Cagwin & Dorward Landscape Contractors with a not-to-exceed amount of $11,790,391. Each agreement has a base term of four years, with three optional two-year extensions. The funds for the initial year of the contracts are included in FY2024-25 operating budgets for Parks, Recreation & Libraries; Public Works; Environmental Utilities; Roseville Electric; community facilities districts; and landscape and lighting districts. Funding for future years will be requested through the annual budget process.

CC #: 3668
File #: 0704
CONTACT: Eric Dexter 916-746-1769 [email protected]

7.19.Western Placer Groundwater Sustainability Agency - Agreement Amendments Memo from Principal Engineer Janice Gainey and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 24-424 APPROVING AMENDMENT NO. 1 TO THE MEMORANDUM

OF AGREEMENT ESTABLISHING THE WEST PLACER
GROUNDWATER SUSTAINABILITY AGENCY; and adopt RESOLUTION NO. 24-425 APPROVING AMENDMENT NO. 1 TO THE PARTICIPATION

AGREEMENT BETWEEN THE WEST PLACER GROUNDWATER

SUSTAINABILITY AGENCY AND CALIFORNIA-AMERICAN WATER
COMPANY. Staff requests Council approve a first amendment to the Memorandum of Agreement for the Western Placer Groundwater Sustainability Agency and approve the first amendment to the Participation Agreement with California American Water Company. The amendments are needed to ensure that certain actions required by the Groundwater Sustainability Plan are properly performed, and to clarify the responsibilities related to shared assets. There is no cost associated with the approval of the proposed amendments.

CC #: 3688
File #: 0800-02
CONTACT: Janice Gainey 916-774-5535 [email protected]

7.20.Pleasant Grove Wastewater Treatment Plant Electrical Power System Capacity Expansion Project – Professional Design Services Agreement Memo from Preventative Maintenance Supervisor Jeremy Snyder and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 24-427 APPROVING A PROFESSIONAL

DESIGN SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF
ROSEVILLE AND CAROLLO ENGINEERS, INC., AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approval of the award of the Professional Design Services Agreement with Carollo Engineers to provide the design and engineering services during construction for the Pleasant Grove Wastewater Treatment Plant Electrical Power System Capacity Expansion Project for a notto-exceed amount of $5,532,400. Funding for this agreement is provided by the South Placer Wastewater Authority.

CC #: 3690
File #: 0900-02-02-1
CONTACT: Jeremy Snyder 916-746-1829 [email protected]

7.21.Creekview Ranch Subdivision - Summary Vacation of Water Channel Easement Memo from Associate Planner Shelby Maples and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 24-426 ORDERING SUMMARY VACATION OF A WATER CHANNEL
EASEMENT ON PARCEL WITH APN 474-100-001, LOCATED IN
UNINCORPORATED PLACER COUNTY, ADJACENT TO 1800 BOOTH
ROAD. Staff requests Council approval of the summary vacation for a portion of the water channel easement on APN 474-100-001 in unincorporated Placer County to allow for relocation of the easement and facilitate future development of the parcel. There will be no fiscal impact to the City.

CC #: 3689
File #: 0400-04-13-1 & 1002-06
CONTACT: Shelby Maples 916-746-1347 [email protected]

7.22.Parcel F-22, The Crawford - Affordable Rental Housing Agreement Memo from Housing Analyst Suzanne Acrell and Economic Development Director Melissa Anguiano recommending the City Council adopt RESOLUTION NO. 24-404 APPROVING AN AFFORDABLE RENTAL

HOUSING AGREEMENT, BYAND BETWEEN THE CITY OF ROSEVILLE
AND ROSEVILLE HARVEY 715, LP, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approval of the agreement for The Crawford, a USA Properties’ affordable housing project in the West Roseville Specific Plan with Roseville Harvey 715, L.P. The agreement will support the City's General Plan in meeting the affordable housing goals. No General Fund resources will be used in the development of this project.

CC #: 3667
File #: 0709
CONTACT: Suzanne Acrell 916-774-5469 [email protected]

7.23.HOUSING SUCCESSOR/CITY COUNCIL - Fiscal Year 2023-2024 Annual Report of the Low and Moderate Income Housing Asset Fund Memo from Management Analyst Claudia Carreno and Economic Development Direc tor Melissa Anguiano recommending the City Council adopt RESOLUTION NO. 24-402 APPROVING THE ANNUAL REPORT FOR

THE LOW AND MODERATE INCOME HOUSING ASSET FUND FOR
FISCAL YEAR 2023-24. Staff requests that the City Council, acting as the Housing Successor, approve the Fiscal Year 2023-24 Annual Report for the Low and Moderate Income Housing Asset Fund. The Roseville Housing Successor Agency must produce a report of housing activities annually stating the fund balance and use of the funds. The Housing Successor Agency funds used for development of local affordable housing units and homeless prevention and services reduces impacts on the General Fund.

CC #: 3663
File #: 0709-02
CONTACT: Claudia Carreno 916-774-5476 [email protected] Trisha Isom 916-746-1239 [email protected]

7.24.Customer Information System - Sole Source Master Professional Services Agreement and Support and Maintenance Agreement
Memo from Utility Business Systems Administrator Caitlin Ornelas and Electric Utility Director Dan Beans recommending City Council adopt RESOLUTION NO. 24-417 APPROVING A SOLE SOURCE MASTER PROFESSIONAL

SERVICES AGREEMENT AND SUPPORT AND MAINTENANCE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND
CAYENTA, A DIVISION OF N. HARRIS COMPUTER CORPORATION,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE THEM ON
BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approval of a sole source Master Services Agreement and Support and Maintenance Agreement with Cayenta, a Division of N. Harris Computer Corporation. Cayenta is the sole provider to deliver the necessary licensing, support, and maintenance services for the customer information system, which is integral to the billing of utility services for the City of Roseville. The cost of this agreement in FY2024-25 is $215,862.22. Funding is included in both the Electric and Environmental Utilities FY2024-25 operating budgets. This recommendation will not impact the General Fund.

CC #: 3681
File #: 0800-02 & 0800-03
CONTACT: Caitlin Ornelas 916-774-5178 [email protected]

7.25.Sole Source Operational Software Maintenance and Support Services - General Terms and Conditions
Memo from Assistant Electric Utility Director Tom Pontes and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-421 APPROVING GENERAL TERMS AND CONDITIONS, BY AND

BETWEEN AVEVA SOFTWARE, LLC AND THE CITY OF ROSEVILLE,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON
BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve the General Terms and Conditions with AVEVA Software, LLC. for sole source software maintenance and support services. Roseville Electric Utility utilizes a specialized software system to capture, process, and visualize operational data from its distribution and generation industrial control systems. AVENA Software is the sole provider of this service. The total cost of the agreement is $262,424.92. Funding is included in the Electric Department's FY2024-25 budget in the Electric Fund. Funding for future years will be contingent on approval of the respective budgets.

CC #: 3685
File #: 0800-03
CONTACT: Tom Pontes 916-774-5550 [email protected]

7.26.Western Area Power Administration Network Integrated Transmission Service – Agreement
Memo from Electric Resource Planner Brian Schinstock and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-434 APPROVING A SERVICE AGREEMENT FOR NETWORK

INTEGRATION TRANSMISSION SERVICE, BY AND BETWEEN THE

CITY OF ROSEVILLE AND THE UNITED STATES DEPARTMENT OF

ENERGY, SIERRA NEVADA REGION OF WESTERN AREA POWER

ADMINISTRATION, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve a contract renewal with the United States Department of Energy, Western Area Power Administration (WAPA) for Network Integrated Transmission Services that establishes the terms and conditions under which WAPA will provide transmission service. This contract renewal will extend the transmission services Roseville receives for ten years. There is no fiscal impact associated with the contract renewal.

CC #: 3701
File #: 0800-02
CONTACT: Brian Schinstock 916-746-1658 [email protected]

7.27.Placer Valley Tourism - 2025 Strategic Plan and 2025 Budget Memo from Management Analyst Jeannine Thrash and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-408 APPROVING THE 2025
PLACER VALLEY TOURISM STRATEGIC PLAN AND THE 2025
PLACER VALLEY TOURISM BUDGET. Staff requests Council approve the 2025 Placer Valley Tourism Strategic Plan and the 2025 Placer Valley Tourism Budget. The South Placer County Tourism Corporation, dba Placer Valley Tourism (PVT), promotes and supports tourism efforts that generate overnight stays within the region. Funding for these PVT activities is derived from room night assessments for all hotels in the cities of Lincoln, Rocklin and Roseville and has no impact to the City's General Fund. These assessments were voted on and approved by all of the affected hotel owners in 2014. There is no fiscal impact associated with this recommendation.

CC #: 3669
File #: 0110-01
CONTACT: Jeannine Thrash 916-774-5473 [email protected]

7.28.City Council/Boards, Commissions, & Committees Administrative Standards Updates
Memo from Assistant City Clerk Helen Dreyer and City Clerk Carmen Avalos recommending the City Council adopt RESOLUTION NO. 24-414

APPROVING THE CITY COUNCIL/BOARDS, COMMISSIONS, AND
COMMITTEES ADMINISTRATIVE STANDARDS UPDATES. Staff requests Council approve updates to the City Council/Boards, Commissions, & Committees Administrative Standards. Section 4.06 of the Roseville City Charter authorizes the City Council to establish its own meeting procedures. Prior to 2019, the City Council and the then thirteen boards, commissions, and committees had their own separate meeting procedures. On February 20, 2019, the City Council adopted a resolution to consolidate the individual meeting procedures into one Administrative Standards document with a version to be used by Council/boards/commissions/committee members and a version to be used by staff. The requested updates consolidate the members' and staff versions of the Administrative Standards, address areas currently not addressed in the standards, and improve the overall flow of the document. There is no fiscal impact associated with this request. CC #: 3679 File #: 0102-04 & 0103
CONTACT: Helen Dreyer 916-774-5356 [email protected] Ordinances (for introduction and first reading)

7.29.Purchase of Motor Vehicles Ordinance
Memo from Fleet Manager Brandy LeBeau and Public Works Director Jason Shykowski recommending the City Council introduce for first reading an

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE

GRANTING THE PURCHASING OFFICER AUTHORITY TO MAKE

PURCHASES OF MOTOR VEHICLES EQUAL TO OR GREATER THAN

THE BID AMOUNT ESTABLISHED IN THE CITY CHARTER FOR A
PERIOD OF TWO YEARS. Staff requests Council approve an uncodified ordinance for Fleet Services purchases, granting the Purchasing Officer authority to purchase motor vehicles equal to or greater than the bid amount established in the City Charter for a period of two years. There is no fiscal impact to the General Fund. Funding for all purchases is included in the approved fiscal year budgets.

CC #: 3673
File #: 0800-04
CONTACT: Brandy LeBeau 916-774-5531 [email protected]

7.30.2024 Speed Limit Update - Roseville Municipal Code Amendment Memo from Senior Engineer Jana Cervantes and Public Works Director Jason Shykowski recommending the City Council introduce for first reading

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AMENDING SECTION 11.28.010 OF CHAPTER 11.28 OF TITLE 11 OF THE ROSEVILLE MUNICIPAL CODE REGARDING SPEED LIMITS.

Staff requests Council approve the speed limits on certain roads in the City and approve the speed limit ordinance. Staff is required to justify a posted speed limit other than 65 mph that is radar enforceable. Local jurisdictions are required to conduct and approve an engineering and traffic survey every seven to fourteen years, or when there is a major change to a roadway. The cost of changing the speed limit signs is included in existing operating budgets.

CC #: 3655
File #: 0316-04
CONTACT: Jana Cervantes 916-774-5498 [email protected] Ordinances (for introduction and adoption - appropriation/urgency measures)

7.31.Homeland Security Grant Program - Approval of New Capital Improvement Project, Grant Award and Budget Adjustment
Memo from Battalion Chief Josh Marone and Fire Chief Rick Bartee recommending the City Council adopt RESOLUTION NO. 24-433

ACCEPTING A GRANT AWARD FROM THE UNITED STATES

DEPARTMENT OF HOMELAND SECURITY, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE THE SUBAWARDEE GRANT

AGREEMENT AND ANY REQUIRED DOCUMENTS ON BEHALF OF THE
CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6903 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2024-25 BUDGET AND

DECLARING THIS ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council approve the establishment of a new Capital Improvement Project, accept a 2022 grant from the Department of Homeland Security, and approve a budget adjustment increasing appropriations for the grant award in the Grants Fund for the project. The funds will be used to purchase a $20,000 mercury detector and $20,000 for two training classes for the Type I Hazardous Materials Team. The total combined cost is estimated to be $40,000 and will be reimbursed through an equivalent grant award with no expected City share of the cost. There is no net effect on the General Fund. The department will continue to seek grants to purchase this type of equipment as technology improves and the equipment reaches its end of life as well as provide additional training to keep and maintain skills for the service of the community.

CC #: 3700
File #: 0324 & 0201-01
CONTACT: Josh Marone 916-774-5400 [email protected]

7.32.Cirby Way Water Pipeline Repair Project - Capital Improvement Project Approval and Budget Adjustment
Memo from Principal Engineer Janice Gainey and Environmental Utilities Director Richard Plecker recommending the City Council adopt ORDINANCE NO. 6891 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL
YEAR 2024-25 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE.

Staff requests Council approve a new Capital Improvement Project, the Cirby Way Water Pipeline Repair Project. Staff also recommend approval of a budget adjustment of $170,000 using available funds in the Water Rehabilitation fund for the project.

CC #: 3659
File #: 0800-02 & 0201-01
CONTACT: Janice Gainey 916-774-5535 [email protected]

7.33.Homeless Resource Council of the Sierras - Non-Capital Project Approval, Grant Award, and Budget Adjustment
Memo from Management Analyst Mark Peinado and Police Chief Troy Bergstrom recommending the City Council approve a new non-capital project (Homeless Resource Council of the Sierras); and adopt RESOLUTION NO. 24-418 ACCEPTING A GRANT AWARD FROM THE HOMELESS

RESOURCE COUNCIL OF THE SIERRAS AND AUTHORIZE THE CITY

MANAGER TO EXECUTE THE GRANT AGREEMENT AND ANY
REQUIRED DOCUMENTS ON BEHALF OF THE CITY OF ROSEVILLE;
and adopt ORDINANCE NO. 6893 AUTHORIZING CERTAIN
AMENDMENTS TO THE FISCAL YEAR 2024-25 BUDGET AND

DECLARING THIS ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council accept a grant award from the Homeless Resource Council of the Sierras and approve a budget adjustment appropriating $19,000 in the Grants Fund. The grant will be used to support the Police Department's Social Service Unit with providing outreach and case management services to unsheltered individuals in Roseville.

CC #: 3682
File #: 0323 & 0214 & 0201-01
CONTACT: Mark Peinado 916-774-5021 [email protected]

7.34.Staffing Changes
Memo from Human Resources Manager Macy Dippert and Human Resources Director Stacey Peterson recommending the City Council adopt ORDINANCE NO. 6904 AMENDING ORDINANCE NO. 6873, THE SALARY

ORDINANCE FOR MANAGEMENT EMPLOYEES, AS AMENDED BY
APPENDIX “G” TO BE EFFECTIVE DECEMBER 28, 2024, AS AN
URGENCY MEASURE. As part of an ongoing assessment of the appropriate staffing levels to provide a high level of service to the community, staff recommends that the City Council approve the Management A & B salary schedules reflecting the addition of a Finance Director and an Organizational Performance Program Administrator, retitling the Development Services Administrator to the Development Services Business Systems Administrator, and updates to the City's position allocation schedule that includes three (3) new full-time positions of Police Officer/Police Trainee, Organizational Performance Program Administrator, and Human Resources Analyst I/II; and two (2) reclassifications from Assistant City Manager to Finance Director, and Management Assistant I/II to Administrative Assistant. For the remainder of FY2024-25, the financial impact of the recommendations to the General Fund is $197,614. All net budget increases can be covered by the General Fund contingency, so no budget adjustments are requested at this time.

CC #: 3702
File #: 0600-01
CONTACT: Macy Dippert 916-774-5215 [email protected]

7.35.Labor Market Adjustments, General Wage Increases, Temporary Salary Schedule Updates with Minimum Wage Increases, and Side Letter Agreements with Roseville Police Officers’ Association and Roseville Firefighters, Local 1592
Memo from Human Resources Manager Macy Dippert and Human Resources Director Stacey Peterson recommending the City Council adopt ORDINANCE NO. 6894 AMENDING ORDINANCE NO. 6841, THE SALARY

ORDINANCE FOR EMPLOYEES REPRESENTED BY THE

INTERNATIONAL UNION OF OPERATING ENGINEERS, STATIONARY
ENGINEERS, LOCAL 39, AS AMENDED BY APPENDIX “E” TO BE
EFFECTIVE JANUARY 11, 2025, AS AN URGENCY MEASURE; and adopt ORDINANCE NO. 6895 AMENDING ORDINANCE NO. 6798, THE

SALARY ORDINANCE FOR NON-SWORN EMPLOYEES

REPRESENTED BY THE ROSEVILLE POLICE ASSOCIATION, AS
AMENDED BY APPENDIX “C” TO BE EFFECTIVE JANUARY 11, 2025 AS AN URGENCY MEASURE; and adopt ORDINANCE NO.
6896 AMENDING ORDINANCE NO. 6771, THE SALARY ORDINANCE
FOR CONFIDENTIAL EMPLOYEES, AS AMENDED BY APPENDIX “B”
TO BE EFFECTIVE JANUARY 11, 2025, AS AN URGENCY MEASURE; and adopt ORDINANCE NO. 6897 AMENDING ORDINANCE NO. 6873,

THE SALARY ORDINANCE FOR MANAGEMENT EMPLOYEES, AS
AMENDED BY APPENDIX “H” TO BE EFFECTIVE JANUARY 11, 2025, AS AN URGENCY MEASURE; and adopt ORDINANCE NO. 6900
AMENDING ORDINANCE NO. 6831 THE SALARY ORDINANCE FOR

CITY COUNCIL APPOINTED POSITIONS, AS AMENDED BYAPPENDIX “S” TO BE EFFECTIVE JANUARY 11, 2025 AS AN URGENCY
MEASURE; and adopt ORDINANCE NO. 6898 AMENDING ORDINANCE NO. 6766, THE SALARY ORDINANCE FOR SWORN EMPLOYEES
REPRESENTED BY THE ROSEVILLE POLICE OFFICERS’
ASSOCIATION, AS AMENDED BY APPENDIX “D” TO BE
EFFECTIVE JANUARY 11, 2025 AS AN URGENCY MEASURE; and adopt ORDINANCE NO. 6899 AMENDING ORDINANCE NO. 6767, THE

SALARY ORDINANCE FOR EMPLOYEES REPRESENTED BY
ROSEVILLE FIREFIGHTERS, LOCAL 1592, AS AMENDED BY
APPENDIX “D”, TO BE EFFECTIVE JANUARY 11, 2025 AS AN
URGENCY MEASURE; and adopt RESOLUTION NO. 24-429 APPROVING

A SIDE LETTER AGREEMENT TO THE MEMORANDUM OF

UNDERSTANDING FOR EMPLOYEES REPRESENTED BY ROSEVILLE
FIREFIGHTERS, LOCAL 1592, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE; and adopt RESOLUTION NO. 24-430 APPROVING A SIDE

LETTER TO THE MEMORANDUM OF UNDERSTANDING FOR SWORN

EMPLOYEES REPRESENTED BY THE ROSEVILLE POLICE
OFFICERS’ ASSOCIATION, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6901 AMENDING ORDINANCE NO. 6854, THE

SALARY ORDINANCE FOR SEASONAL/TEMPORARY EMPLOYEES,
AS AMENDED BY APPENDIX “W” TO BE EFFECTIVE DECEMBER 28, 2024, AS AN URGENCY MEASURE. The current labor agreements and terms, conditions, and understandings with International Union of Operating Engineers, Stationary Engineers, Local 39 (Local 39), Roseville Police Association (RPA), and Management and Confidential Employees, and City Council Appointed Positions, include an approved two and a half percent (2.5%) general wage increase for all classifications in these groups effective January 11, 2025. Staff is recommending Council approve the new Local 39, RPA, Confidential and Management, and City Council Appointed Positions, A and B salary schedules. In accordance with current labor agreements, staff recommends Council approve the updated Roseville Police Officer’s Association (RPOA) and Roseville Firefighters, Local 1592 (RFF) A and B salary schedules reflecting labor market adjustments to bring classifications to the 55% percentile effective January 11, 2025. Staff also requests Council approve the City Council Appointed Positions salary schedule. Staff also requests Council approve the Temporary salary schedule and additional changes to temporary classifications to meet the City's business needs, and an increase from $16.00 to $16.50 per hour for forty-three (43) temporary classifications to meet the statewide minimum wage increase certified and effective January 1, 2025. Staff also recommends authorizing the City Manager to execute two side letter agreements concerning and clarifying certain terms and conditions of employment. The Local 39, RPA, Management and Confidential, and City Council Appointed Position general wage increases will cost $1,321,000 for the remaining 12 pay periods of the fiscal year, which was included in the FY2024-25 budget, with the General Fund portion totaling $677,000. The total cost to the General Fund for the labor market increase for RPOA and RFF for the remainder of FY2024-25 is $1,133,200. There are adequate resources available in the General Fund contingency to cover this increase for the remainder of FY2024-25. Temporary pay rate increases due to the minimum wage change will be absorbed by available resources in the FY2024-25 budget. The fiscal impact is approximately $5,600 to the Youth Development Fund and approximately $38,000 to the General Fund. The cost of the RPOA side letter adding shift differential pay is estimated to be $27,000 annually to the General Fund, with $13,500 estimated for the current fiscal year.

The costs of the other provisions included in the side letters are captured in the costing above or are current pay practices already included in the budget.

Overall, the annual estimated ongoing cost of the general wage increases, labor market adjustments, temporary salary schedule updates, and RPOA shift pay update is approximately $5.4 million citywide, with approximately $4 million attributed to the General Fund.

CC #: 3695
File #: 0600-01
CONTACT: Macy Dippert 916-774-5215 [email protected] Ordinances (for second reading and adoption)

7.36.Second Reading - Electric Backbone Mitigation Fee - Roseville Municipal Code Amendment
ORDINANCE NO. 6906 AMENDING SECTIONS 4.54.010, 4.54.020,

4.54.040 AND 4.54.050 OF THE ROSEVILLE MUNICIPAL CODE
REGARDING ELECTRIC BACKBONE MITIGATION FEE, for second
reading and adoption.

CC #: 3703
File #: 0800-03
CONTACT: Joanna Cucchi 916-746-1609 [email protected] Reports / Requests

7.37.Appointment of Youth Board Member and Youth Commissioners Memo from City Clerk Technician Katrina Six and City Clerk Carmen Avalos recommending the City Council appoint Daniel Zeman as the Grants Advisory Commission Youth Commissioner to a term ending December 31, 2025; and appoint Bianca Unidad as the Library Board Youth Member to a term ending December 31, 2025; and appoint Olive Bailey as the Parks and Recreation Commission Youth Commissioner to a term ending December 31, 2025; and appoint Tannishtha Mondal as the Transportation Commission Youth Commissioner to a term ending December 31, 2025.

CC #: 3704
File #: 0103-04-02 & 0103-05-02 & 0103-13-02 & 0103-34-02 CONTACT: Katrina Six 916-774-5267 [email protected]

7.38.FY2023/24 Grants Advisory Commission Year End Summary Report Memo from Management Analyst Tobi Thomas and Deputy City Manager Megan Scheid recommending the City Council accept, for informational purposes, the Citizens Benefit Fund, American Rescue Plan Act, and Roseville Employees Annual Charitable Hearts year-end summary report highlighting nonprofit accomplishments for the grant funding cycle of FY2023-24. The annual Grants Advisory Commission summary report has no fiscal impact on the City's General Fund.

CC #: 3654
File #: 0103-34-02
CONTACT: Tobi Thomas 916-746-1368 [email protected]

7.39.Local Agency Special Tax Bond Accountability Act Reports Memo from Management Analyst Jeannine Thrash and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council accept the informational reports as required by Senate Bill 165, the Local Agency Special Tax and Bond Accountability Act, which requires an annual report containing specified information concerning the use of proceeds of any local special tax/local bond measure subject to voter approval. There is no fiscal impact to the City's General Fund.

CC #: 3664
File #: 0210
CONTACT: Jeannine Thrash 916-774-5473 [email protected]

7.40.HOUSING AUTHORITY/CITY COUNCIL - Quarterly Status Update 3rd Quarter 2024
Memo from Housing Analyst Danielle O’Connell and Economic Development Director Melissa Anguiano recommending the City Council receive a quarterly report on the Housing Authority’s Housing Choice Voucher Program. This report is for informational purposes only and has no impact on the City's General Fund.

CC #: 3662
File #: 0709-01
CONTACT: Danielle O’Connell 916-774-5277 [email protected] Suzi Cook-Turner 916-774-5414 [email protected] Trisha Isom 916-746-1239 [email protected]

7.41.North Central Roseville Specific Plan Parcel 49 - Parcel 3 of Lot 9 Parcel Map Memo from Associate Engineer Jeff Hendrix and Development Services Director Mike Isom recommending the City Council approve the North Central Roseville Specific Plan Parcel 49 – Lot 9 / Parcel 3, Parcel Map. Engineering has completed its review of the parcel map and found that it is in compliance with the approved tentative map. This map will subdivide Lot 9 / Parcel 3 to create 2 parcels. The actions requested have no fiscal impact to the General Fund.

CC #: 3665
File #: 0400-04-04 & 0400-07
CONTACT: Jeff Hendrix 916-774-5463 [email protected] Ceremonial Documents

7.42.Resolution - Terry Bradley
Commend Terry Bradley for her 18 years of outstanding service and dedication to the City of Roseville and the Finance Department, congratulate her for her accomplishments and wish her a long, healthy, and enjoyable retirement.

CC #: 3694
File #: 0102-10
CONTACT: Blair Hutchison 916-774-5266 [email protected]

END OF CONSENT CALENDAR

8. SPECIAL REQUESTS/REPORTS/PRESENTATION

8.1. Renewables Procurement Standard Procurement Plan and Renewables Portfolio Standard Enforcement Program Update
Memo from Power Supply and Portfolio Administrator Petra Wallace and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-422 APPROVING THE UPDATED ROSEVILLE

RENEWABLES PORTOLIO STANDARD PROCUREMENT PLAN AND

ROSEVILLE RENEWABLES PORTFOLIO STANDARD ENFORCEMENT
PROGRAM. Staff requests Council approve updates to the Renewable Portfolio Standard (RPS) Procurement Plan and the RPS Enforcement Program, collectively the RPS Program, to address market price volatility and ensure compliance with California’s RPS mandates. This update to the RPS Program would set expenditure limits for renewable energy credit (REC) procurements for the three-year period of 2025 through 2027 to those costs that are in the current electric rates in the City Municipal Code approved in June 2024, and it would cap annual budgeted REC cost increases at no more than 3% annually thereafter. There is no immediate fiscal impact associated with adopting these updates. The proposed cost limitation provision will help mitigate future financial risks by capping rate increases due to renewable mandates.

CC #: 3686
File #: 0800-03
CONTACT: Petra Wallace 916-774-5510 [email protected]

8.2. Development Impact Fee Reports for Fiscal Year Ended June 30, 2024 Memo from Management Analyst Jeannine Thrash and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council accept the annual Development Impact Fee Report. California state legislation sets certain legal and procedural parameters for the charging of development impact fees. The report is for informational purposes only. There is no impact to the City's General Fund.

CC #: 3660
File #: 0215
CONTACT: Jeannine Thrash 916-774-5473 [email protected] Dennis Kauffman 916-774-5313 [email protected]

8.3. America Rescue Plan Act - Budget Adjustment
Memo from Assistant Finance Director Scott Pettingell and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt ORDINANCE NO. 6892 AUTHORIZING CERTAIN
AMENDMENTS TO THE FISCAL YEAR 2024-25 BUDGET AND

DECLARING THIS ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council approve an adjustment to the FY2024-25 budget: 1) reducing American Rescue Plan Act (ARPA) funding allocated to projects by $5,419,997; 2) offsetting $5,419,997 in Police and Fire Department General Fund expenditures with an equivalent amount of ARPA funds; 3) re-establishing project budgets totaling $5,360,924 in the General Fund, which includes the realignment of $300,000 from the Weber Park Renovations project to the Campus Oaks Park project to address anticipated project overages; and 4) increasing the General Fund contingency budget by $59,073 to address potential project overruns.

CC #: 3677
File #: 0300 & 0201-01
CONTACT: Scott Pettingell 916-746-1306 [email protected]

9. APPOINTMENTS

9.1. Board and Commissions Bi-Annual Vacancies
Memo from City Clerk Technician Katrina Six and City Clerk Carmen Avalos recommending the City Council appoint five (5) individuals to the Board of Appeals to terms expiring December 31, 2028 from the applications received from: Jason Douglas, Brandi Kohlhorst, Robert Powell, Howard Rudd, Charles Sandoval, Louise Santiago, Andrea Seminer, and Sandeep Upamaka; and appoint two (2) individuals to the Library Board to terms expiring December 31, 2026 from the applications received from: Jennifer Krupp, Nora Parella, Kayla Scott, and Vicki Whitlock; and appoint four (4) individuals to the Parks & Recreation Commission to terms expiring December 31, 2026 from the applications received from: Nick Alexander, Charles Aquino, Khosrow Azad, Jason Blessinger, Matthew Click, Sandra Pollack-Cushing, Kevin Hernandez, Venu Mallesara, Nora Parella, Stephen Stromberg, Laxmi Rao, and Sandeep Upamaka; and appoint three (3) individuals to the Personnel Board to terms expiring December 31, 2028 from the applications received from: Robert Brittany, Jason Douglas, Prabhakar Maramreddy, and Howard Rudd; and appoint three (3) individuals to the Senior Commission to terms expiring December 31, 2026 from the applications received from: Kat Janisch, Marsha Keller, Brandi Kohlhorst, Laxmi Rao, and Hannah Wagner; and appoint two (2) individuals to the Transportation Commission to terms expiring December 31, 2028 from the applications received from Keenan Finney, Jason Probst, Anthony Sabathia, and Stephen Stromberg.

CC #: 3676
File #: 0103 & 0103-04-03 & 0103-05-03 & 0103-06-03 & 0103-12-03 & 0103- 13-03 & 0103-41-03 &
CONTACT: Katrina Six 916-774-5267 [email protected]

10. COUNCIL REPORTS / PUBLIC COMMENTS

11. ADJOURNMENT

COUNCIL COMMUNICATION
CC #: 3697
File #: 0102-10
Title: Resolution - Soroptimist 70th Anniversary
Contact: Blair Hutchison 916-774-5266 [email protected] Meeting Date: 12/18/2024
Item #: 5.2.

RECOMMENDATION TO COUNCIL
Congratulate Soroptimist International of Roseville on their 70th anniversary and commend them for their success as an organization and their contributions to the Roseville community.

BACKGROUND
Not applicable.

FISCAL IMPACT
Not applicable.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Ceremonial documents meet the above criteria and are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Respectfully Submitted,
Blair Hutchison, City Clerk Technician
Carmen Avalos, City Clerk
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution - Soroptimist 70thAnniversary

COUNCIL COMMUNICATION
CC #: 3692
File #: 0102-10
Title: Resolution - Rick Bartee
Contact: Blair Hutchison 916-774-5266 [email protected] Meeting Date: 12/18/2024
Item #: 5.3.

RECOMMENDATION TO COUNCIL
Commend Rick Bartee for his 9 years of outstanding service and dedication to the City of Roseville and the Roseville Fire Department, congratulate him for his many accomplishments and wish him a long, healthy, and enjoyable retirement.

BACKGROUND
Not applicable.

FISCAL IMPACT
Not applicable.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal B - Support community engagement and advocacy
Respectfully Submitted,
Blair Hutchison, City Clerk Technician
Carmen Avalos, City Clerk
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution - Rick Bartee

COUNCIL COMMUNICATION
CC #: 3696
File #: 0102-10
Title: Resolution - Richard Plecker
Contact: Blair Hutchison 916-774-5266 [email protected] Meeting Date: 12/18/2024
Item #: 5.4.

RECOMMENDATION TO COUNCIL
Commend Richard Plecker for his 10 years of outstanding service and dedication to the City of Roseville and the Environmental Utilities department, congratulate him for his many accomplishments and wish him a long, healthy, and enjoyable retirement.

BACKGROUND
Not applicable.

FISCAL IMPACT
Not applicable.

Description
Resolution - Richard Plecker

COUNCIL COMMUNICATION
CC #: 3691
File #: 0102-03
Title: Minutes of Prior Meetings
Contact: Melissa Lipp 916-774-5268 [email protected] Meeting Date: 12/18/2024
Item #: 7.1.

RECOMMENDATION TO COUNCIL
Approve the minutes of the November 6, 2024 and November 20, 2024 City Council Meeting.

BACKGROUND
Not applicable.

FISCAL IMPACT
Not applicable.

ENVIRONMENTAL REVIEW
There is no fiscal impact associated with this request.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The City Council minutes are not subject to CEQA. No additional environmental review is required.

Respectfully Submitted,
Melissa Lipp, City Clerk Technician
Carmen Avalos, City Clerk
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
November 6, 2024
November 20, 2024

MINUTES
November 20, 2024

CITY COUNCIL
6:00 p.m.

Council Chambers
311 Vernon Street
Roseville, CA
www.roseville.ca.us

1. CALL TO ORDER
Mayor Bruce Houdesheldt called the meeting to order at 6:01 p.m.

2. ROLL CALL

Present: Vice Mayor Krista Bernasconi, Councilmember Scott Alvord, Councilmember Pauline Roccucci, Councilmember Tracy Mendonsa, Mayor Bruce Houdesheldt.

3. PLEDGE OF ALLEGIANCE
Liam Walsh led the Pledge of Allegiance.

4. MEETING PROCEDURES
City Clerk Carmen Avalos announced the procedures for addressing the City Council.

5. PUBLIC COMMENTS
Nick Bryant spoke on concerns of speeding on City streets and in support of public transit.

6. CONSENT CALENDAR

BEGINNING OF CONSENT CALENDAR
Motion by Scott Alvord, seconded by Pauline Roccucci, to approve the Consent Calendar as recommended. The Motion Passed.

Page 1 of 12 ends

Roll call vote: Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci Bids / Purchases / Services

6.1. Landscape Bark and Playground Engineered Wood Fiber - Contract Purchase Agreement Amendment
Memo from Parks, Recreation & Libraries Manager Brian Castelluccio and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-390 APPROVING AN AMENDMENT #1 TO

CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND APPLIED LANDSCAPE MATERIALS, INC. DBA

NORCAL WHOLESALE BARK AND AUTHORIZING THE CITY MANAGER
TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3003856).

Staff requests Council approval to amend the contract purchase agreement with Applied Landscapes Materials, Inc. dba Norcal Wholesale Bark for the purchase and installation of bark mulch and engineered playground wood fiber. The total cost of the service is not to exceed $850,000. Funding is included in the FY2024-25 Parks, Recreation & Libraries; Community Facilities Districts; and Lighting and Landscaping Districts budgets.

CC #: 3641
File #: 0203-10
CONTACT: Brian Castelluccio 916-746-1755 [email protected]

6.2. Five Star Intertie Improvement Project - Approval of Plans and Specifications and Authorization to Call for Bids
Memo from Assistant Engineer William Montz and Environmental Utilities Director Richard Plecker recommending the City Council approve the Five Star Intertie Improvement Project construction plans and specifications, and authorization to advertise the Five Star Intertie Improvement Project for contractor bidding and accept bids. The total cost for this construction project is estimated to be $800,000. Funding is provided by the Water Construction Fund, which is funded by water connection fees paid for by developers.

CC #: 3647
File #: 0203-09
CONTACT: William “Bill” Montz 916-774-5545 [email protected] Resolutions

6.3. California Integrated Transit Project - User Agreement Memo from Assistant Transportation Planner Zachary Presley and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 24-395 APPROVING A USER AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND KUBA, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE.

Staff requests Council approve the Kuba user agreement for Roseville Transit's

Page 2 of 12 ends

hardware procurement for the California Integrated Transit Project. This project will provide a consistent and contactless fare payment option across all transit agencies in the Sacramento/Placer area. Capital costs for this project have been assessed at $123,649.89 and will be funded using Transit and Intercity Rail Capital Program funding that was secured in a grant submitted by the Sacramento Area Council of Governments. The initial three years of operating costs for this project have been assessed at $59,535 and are being funded with Local Transportation Funds.

There is no impact to the General Fund.

CC #: 3649
File #: 0721
CONTACT: Zach Presley 916-774-5365 [email protected]

6.4. California-Oregon Transmission Project - Entitlement Transfer Memo from Assistant Electric Utility Director William Forsythe and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-396 APPROVING ACQUISITION AGREEMENTS FOR AN

ENTITLEMENT TO CAPACITY ON THE CALIFORNIA-OREGON

TRANSMISSION PROJECT AND ASSIGNMENT TO THE TRANSMISSION

AGENCY OF NORTHERN CALIFORNIA, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE THEM ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests approval of three agreements between the City and certain owners of entitlements on the California-Oregon Transmission Project (COTP). The result of executing these three agreements will be the City of Roseville will acquire an additional 1MW of transmission rights on the COTP and will assign this right to be managed with Roseville's existing 29MW right to the Transmission Agency of Northern California. The cost of acquiring an additional 1MW of transmission rights on the COTP is a one-time cost of $150,000, which is included in the current FY2024-25 Electric Fund budget.

CC #: 3650
File #: 0800-03
CONTACT: William Forsythe 916-774-5619 [email protected]

6.5. Western Area Power Administration – Network Integrated Transmission Service Amendment
Memo from Electric Resource Planner Brian Schinstock and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-394 APPROVING AMENDMENT 2 TO WESTERN AREA POWER
ADMINISTRATION CONTRACT 14-SNR-01857, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approval to execute the second amendment to the Network Integrated Transmission Service with Western Area Power Administration which allows Roseville to import electricity into our service territory.

This amendment updates Roseville’s network behind the meter generation resources to reflect the recently acquired RPEAK units. There is no fiscal impact associated with this amendment.

CC #: 3648

Page 3 of 12 ends

File #: 0800-03
CONTACT: Brian Schinstock 916-746-1658 [email protected]

6.6. Crimson Ridge Park Upgrade Project - Notice of Completion Memo from Park Development Project Manager Kelly Appier and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 24-386 ACCEPTING THE PUBLIC WORK KNOWN AS

CRIMSON RIDGE PARK UPGRADE PROJECT, APPROVING THE
“NOTICE OF COMPLETION”, AND AUTHORIZING THE PARKS,

RECREATION AND LIBRARIES DIRECTOR TO EXECUTE SAID NOTICE ON BEHALF OF THE CITY OF ROSEVILLE. The Parks, Recreation & Libraries Department has made a final inspection of the Crimson Ridge Park Upgrade Project and has found that all contract work has been completed in accordance with the improvement plans and specifications. In accordance with City specifications, the contractor shall guarantee the installation of these improvements for a period of twelve (12) months from the date of this Notice of Completion.

Funding of $450,000 was allocated from the FY2022-23 General Fund year-end budget surplus. Maintenance costs are provided through the HP Campus Oaks Community Faculties District No. 2 (Public Services).

CC #: 3636
File #: 0704-01
CONTACT: Kelly Appier 916-774-5927 [email protected]

6.7. 2023 Power Source Disclosure Reports and 2023 Power Content Labels Memo from Assistant Electric Analyst Matt Helgeson and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 24-385 APPROVING THE 2023 ANNUAL POWER SOURCE DISCLOSURE
REPORTS AND THE 2023 POWER CONTENT LABELS, AND ATTESTING TO THE VERACITY OF THE ANNUAL REPORTS. Staff requests Council approval of the 2023 Power Source Disclosure Reports and 2023 Power Content Labels are state mandated reports detailing Roseville Electric Utility’s 2023 energy supply. There is no fiscal impact with the approval of the 2023 Power Source Disclosure Reports and 2023 Power Content Labels.

CC #: 3632
File #: 0800-03
CONTACT: Matthew Helgeson 916-774-5654 [email protected]

6.8. Pleasant Grove Pump Station Variable Frequency Drive Upgrade and Valve Automation Project - Notice of Completion
Memo from Assistant Engineer William Montz and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 24- 387 ACCEPTING THE PUBLIC WORK KNOWN AS THE PLEASANT

GROVE PUMP STATION VARIABLE FREQUENCY DRIVE UPGRADE AND VALVE AUTOMATION PROJECT, APPROVING THE “NOTICE OF
COMPLETION”, AND AUTHORIZING THE ENVIRONMENTAL UTILITIES

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DIRECTOR TO EXECUTE SAID NOTICE ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approval of the Notice of Completion for the Pleasant Grove Pump Station Variable Frequency Drive Upgrade and Valve Automation Project. The total cost of the construction contract including all change orders was $573,334. The project was funded by the Water Rehabilitation Fund.

CC #: 3637
File #: 0900-02
CONTACT: William Montz 916-774-5545 [email protected]

6.9. Northwest Roseville Specific Plan Parcel 27 - Workout and Settlement Agreement Amendment
Memo from Assistant City Attorney Joe Speaker and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 24- 397 AUTHORIZING THE EIGHTH AMENDMENT TO THE WORKOUT AND

SETTLEMENT AGREEMENT REGARDING DELINQUENT SPECIAL TAXES AND SPECIAL ASSESSMENTS LEVIED UPON NWRSP PARCEL 27. Staff requests Council approval of the Eighth Amendment to the Workout and Settlement Agreement with CC Drive, LLC, regarding delinquent special taxes and special assessments levied upon Northwest Roseville Specific Plan Parcel 27. The original agreement was designed to cure the tax defaulted status of this parcel, which is located in the Northwest Roseville Community Facilities District No. 1. The purpose of the proposed eighth amendment is to provide the landowner with additional time to make a lump sum payment of back taxes owed on the property by extending the payment due date from December 10, 2024 to December 10, 2026. The agreement will delay payment of back taxes for Parcel 27A but will not negatively impact bond payments nor increase special taxes for other properties located within the same district. This agenda item has no General Fund impact.

CC #: 3651
File #: 0400-04-03-1
CONTACT: Mike Isom 916-774-5256 [email protected]
Ordinances (for introduction and adoption - appropriation/urgency measures)

6.10.Community Development Block Grant Fund - Budget Adjustment Memo from Housing Analyst Kristine Faelz and Economic Development Director Melissa Anguiano recommending the City Council adopt ORDINANCE NO. 6886 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2024-25

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council approval of a budget adjustment for the FY2024-25 Community Development Block Grant Fund to increase expenditures by $195,480 and revenues by $63,237 for awarded grant funding, unexpended entitlement funding, and estimated program income. This budget adjustment uses Community Development Block Grant funds and will not impact the City's General Fund.

CC #: 3635
File #: 0709-03 & 0201-01

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CONTACT: Kristine Faelz 916-774-5451 [email protected] Claudia Carreno 916-774-5476 [email protected]

6.11.Fiscal Year 2024-25 Budget Adjustments
Memo from Budget Manager Nancy Rothlisberger and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt ORDINANCE NO. 6888 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2024-25 BUDGET AND DECLARING THIS

ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff recommends Council approve budget adjustments to the FY2024-25 budget as follows: (1) increase the expenditure budget in the Citizens Benefit Fund by $10,000 for REACH funds disbursed in July 2024, (2) correct a grant allocation by decreasing the state grants revenue budget in the Housing Successor Low/Mod Fund for the Permanent Local Housing Allocation Grant project, (3) transfer $592,868 from the Affordable Housing in Lieu and Program Equity Fund to the Housing Trust Fund to facilitate the closure of the Affordable Housing in Lieu and Program Equity Fund, (4) increase the property tax revenue budget in the Successor Agency to the Former RDA Fund and use the revenue to make additional payments on outstanding loan obligations, and (5) align the budget with the revised funding plan for the Baseline Traffic Signals project and adjust the loan transfer to account for project costs in FY2023-24. The recommended budget adjustments have no fiscal impact on the General Fund.

CC #: 3644
File #: 0201 & 0201-01
CONTACT: N. Rothlisberger 916-774-5314 [email protected]

6.12.Electric RPEAK CTs Upgrade - Budget Adjustment
Memo from Assistant Electric Utility Director Chris Porter and Electric Utility Director Dan Beans recommending the City Council adopt ORDINANCE NO. 6885 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR
2024-25 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council approve a budget adjustment to the Electric RPEAK CTs Upgrade project for $1,200,000, with an equivalent offsetting decrease to the Electric RPEAK Phase 2 Upgrade project budget resulting in no net impact to the Electric Fund.

CC #: 3633
File #: 0800-03 & 0201-01
CONTACT: Chris Porter 916-774-5615 [email protected]

6.13.Traffic Model Update - Professional Service Agreement and Budget Adjustment Memo from Management Analyst Stacie Marchetti and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 24- 388 APPROVING A PROFESSIONAL SERVICES AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND FEHR & PEERS, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

Page 6 of 12 ends

THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6887
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2024-25

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council approval of a Professional Services Agreement with Fehr & Peers for a comprehensive Traffic Model Update. The total cost of the service is $495,000. The cost of this service is entirely funded by Traffic Mitigation Funds. Additionally, staff requests approval of a budget adjustment to allocate additional resources in the amount of $250,000 to the existing City Traffic Model Update capital improvement project.

CC #: 3638
File #: 0800-06 & 0201-01
CONTACT: Stacie Marchetti 916-774-5278 [email protected] Reports / Requests

6.14.2023 Development Agreement Review
Memo from Management Analyst Stacie Marchetti and Development Services Director Mike Isom recommending the City Council accept the City's development agreement review for the period of January 1, 2023 through December 31, 2023.

Staff has determined that all parties are in compliance with their respective agreements for the 2023 review period. As stipulated by the development agreements, the annual review is performed by staff on a reimbursable time and materials basis. There is no impact on the General Fund.

CC #: 3643
File #: 0400-05
CONTACT: Stacie Marchetti 916-774-5278 [email protected]

END OF CONSENT CALENDAR

7. RESOLUTIONS

7.1. Creekview Community Facilities District No. 1 - Improvement Area No. 2 - Series 2024 Bond Issuance
Memo from Management Analyst Jeannine Thrash and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-391 A RESOLUTION AUTHORIZING THE

ISSUANCE OF SPECIAL TAX BONDS FOR AND ON BEHALF OF
IMPROVEMENT AREA NO. 2 OF THE CITY OF ROSEVILLE CREEKVIEW COMMUNITY FACILITIES DISTRICT NO. 1 (PUBLIC FACILITIES),

APPROVING AND DIRECTING THE EXECUTION OF A SUPPLEMENTAL

AGREEMENT TO FISCAL AGENT AGREEMENT AND A BOND PURCHASE

AGREEMENT, APPROVING THE FORM OF PRELIMINARY OFFICIAL

STATEMENT, APPROVING SALE OF SUCH BONDS, AND APPROVING
OTHER RELATED DOCUMENTS AND ACTIONS. Staff requests Council approval of certain items based on the developer's request to issue Series 2024 Bonds in order to (i) construct and/or acquire certain authorized public facilities,

Page 7 of 12 ends

(ii) provide for a deposit to a debt service reserve account for the 2024 Bonds, and (iii) pay capitalized interest on the 2024 Bonds. This is the second series of bonds to be issued for Improvement Area No. 2. The Series 2024 Bond proceeds are not to exceed $17,000,000. The Community Facilities District (CFD) will generate special taxes that will be paid by the property owners sufficient to pay the costs of the debt service, CFD administration, and any authorized pay-as-you-go facilities, as well as provide funding in the future for maintenance/replacement of constructed facilities.

The issuance of these bonds will not impact the City's General Fund.

CC #: 3642
File #: 0206-03-01
CONTACT: Jeannine Thrash 916-774-5473 [email protected] Dennis Kauffman 916-774-5313 [email protected]
Assistant City Manager/Chief Financial Officer Dennis Kauffman made the presentation to the City Council.

No public comment received.

Motion by Tracy Mendonsa, seconded by Scott Alvord, to adopt RESOLUTION NO. 24-391 A RESOLUTION AUTHORIZING THE ISSUANCE OF SPECIAL TAX BONDS FOR AND ON BEHALF OF IMPROVEMENT AREA NO. 2 OF

THE CITY OF ROSEVILLE CREEKVIEW COMMUNITY FACILITIES
DISTRICT NO. 1 (PUBLIC FACILITIES), APPROVING AND DIRECTING

THE EXECUTION OF A SUPPLEMENTAL AGREEMENT TO FISCAL

AGENT AGREEMENT AND A BOND PURCHASE AGREEMENT,

APPROVING THE FORM OF PRELIMINARY OFFICIAL STATEMENT,

APPROVING SALE OF SUCH BONDS, AND APPROVING OTHER
RELATED DOCUMENTS AND ACTIONS. The Motion Passed.

Roll call vote: Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

8. SPECIAL REQUESTS/REPORTS/PRESENTATION

8.1. Priority Legislation Signed or Vetoed by the Governor for 2024 Memo from Government Relations Administrator Mark Wolinski and Deputy City Manager Megan Scheid with an overview on priority bills that the Governor has signed or vetoed and that the Government Relations Team has tracked and advocated on during the legislative session. The bills focus primarily on priority legislation that has implications for the following City departments or divisions:

Police, Fire, Building, Housing, Planning, City Clerk, City Attorney, Public Works, Electric and Environmental Utilities. The costs of these activities are contained within the City’s current budget.

CC #: 3634
File #: 0114
CONTACT: Mark Wolinski 916-774-5179 [email protected]

Page 8 of 12 ends

Government Relations Administrator Mark Wolinski introduced Department Public Information Officer Rob Baquera, Utility Government Relations Administrator Noelle Mattock, and Senior Electric Business Analyst Amber Blixt.

Government Relations Administrator Mark Wolinski made the presentation to the City Council.

Department Public Information Officer Rob Baquera continued the presentation.

Electric Business Analyst Amber Blixt continued the presentation.

Utility Government Relations Administrator Noelle Mattock continued the presentation.

No public comment received.

For Information only. No action required.

9. PUBLIC HEARING

9.1. Tax and Equity Fiscal Responsibility Act Hearing - Crawford Project Memo from Management Analyst Jeannine Thrash and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 24-392 APPROVING A PLAN OF FINANCE INCLUDING THE

ISSUANCE OF REVENUE BONDS BY THE CALIFORNIA MUNICIPAL FINANCE

AUTHORITY IN AN AGGREGATE OUTSTANDING PRINCIPAL AMOUNT NOT TO EXCEED $75,000,000 TO FINANCE AND REFINANCE A QUALIFIED

RESIDENTIAL RENTAL PROJECT FOR THE BENEFIT OF ROSEVILLE HARVEY 715, L.P., A CALIFORNIA LIMITED PARTNERSHIP (OR AN AFFILIATE), AND CERTAIN OTHER MATTERS RELATING THERETO. Staff requests that Council conducts a public hearing and adopts a resolution approving the issuance of the Bonds by the California Municipal Finance Authority ("CMFA") for the benefit of Roseville Harvey 715, L.P., a California limited partnership (the “Borrower”), or an affiliate, who has requested that the CMFA adopt a plan of financing providing for the issuance of multifamily housing revenue notes or bonds (the “Bonds”) in one or more series at no time to exceed $75,000,000 in outstanding aggregate principal amount, to finance the acquisition, construction, improvement and equipping of a 265-unit qualified residential rental project, The Crawford, located at 1130 Harvey Way, Roseville. The Board of Directors of the California Foundation for Stronger Communities, a California non-profit public benefit corporation (the “Foundation”), acts as the Board of Directors for the CMFA. Through its conduit debt issuance activities, the CMFA shares a portion of the issuance fees it receives with its member communities and donates a portion of these issuance fees to the Foundation for the support of local charities. With respect to Roseville, it is expected that 25% of the issuance fee, or approximately $20,700, will be granted by the CMFA to the General Fund of the City. Such grant may be used for any lawful purpose of the City.

CC #: 3645
File #: 0201

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CONTACT: Jeannine Thrash 916-774-5743 [email protected] Dennis Kauffman 916-774-5313 [email protected]
Mayor Bruce Houdesheldt opened the public hearing at 6:34 p.m.

Assistant City Manager/Chief Financial Officer Dennis Kauffman made the presentation to the City Council.

No public comment received.

Mayor Bruce Houdesheldt closed the public hearing at 6:37 p.m.

Motion by Krista Bernasconi, seconded by Scott Alvord, to adopt RESOLUTION NO. 24-392 APPROVING A PLAN OF FINANCE INCLUDING THE

ISSUANCE OF REVENUE BONDS BY THE CALIFORNIA MUNICIPAL

FINANCE AUTHORITY IN AN AGGREGATE OUTSTANDING PRINCIPAL AMOUNT NOT TO EXCEED $75,000.00 TO FINANCE AND REFINANCE A

QUALIFIED RESIDENTIAL RENTAL PROJECT FOR THE BENEFIT OF ROSEVILLE HARVEY 715, L.P., A CALIFORNIA LIMITED PARTNERSHIP (OR AN AFFILIATE), AND CERTAIN OTHER MATTERS RELATING
THERETO.. The Motion Passed.

Roll call vote: Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

9.2. Electric Backbone Mitigation Fee - Roseville Municipal Code Amendment Memo from Electric Utility Financial Administrator Joanna Cucchi and Electric Utility Director Dan Beans recommending the City Council introduce for first reading an ORDINANCE AMENDING SECTIONS 4.54.010, 4.54.020, 4.54.040 AND

4.54.050 OF THE ROSEVILLE MUNICIPAL CODE REGARDING
ELECTRIC BACKBONE MITIGATION FEE. Staff requests Council approve amendments to the Roseville Municipal Code to adjust the Electric Backbone Mitigation Fee, as outlined in the nexus study. The proposed fee adjustments will result in approximately $600,000 in additional revenue ($82 increase for singlefamily unit and $58 increase per multi-family unit) in connection and impact fees over the next 5 years. The proposed change aligns the revenues collected from developers with the costs of operating the utility to maintain financial strength and stability, consistent with City Council priorities.

CC #: 3640
File #: 0800-03
CONTACT: Joanna Cucchi 916-746-1609 [email protected] Mayor Bruce Houdesheldt opened the public hearing at 6:38 p.m.

Electric Utility Chief Operating Officer Shawn Matchim introduced Electric Utility Financial Administrator Joanna Cucchi, who made the presentation to the City Council.

Page 10 of 12 ends

No public comment received.

Mayor Bruce Houdesheldt closed the public hearing at 6:45 p.m.

Motion by Krista Bernasconi, seconded by Pauline Roccucci, to introduce for first reading an ORDINANCE AMENDING SECTIONS 4.5.010, 4.54.020, 4.54.040, AND 4.54.050 OF THE ROSEVILLE MUNICIPAL CODE REGARDING
ELECTRIC BACKBONE MITIGATION FEE. The Motion Passed.

Roll call vote: Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

9.3. Downtown Specific Plan, Old Town Pizza - Economic Development Incentive Agreement
Memo from Economic Development Manager Wayne Wiley and Economic Development Director Melissa Anguiano recommending the City Council adopt RESOLUTION NO. 24-393 APPROVING A CITY OF ROSEVILLE

ECONOMIC DEVELOPMENT INCENTIVE AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND OLD TOWN ROSEVILLE

PIZZA, LLC WHOLESALE CORPORATION, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve an Economic Development Incentive Agreement with Old Town Roseville Properties, LLC to offset remediation costs associated with the development of an Old Town Pizza restaurant at a previously City-owned site at 324 Vernon Street. A budget adjustment was approved in October of 2019 allocating $275,000 from the Strategic Improvement Fund to the Vernon Street Sale Preparation capital improvement project to cover due diligence items and remediation costs associated with the sale of the property to Lennox Hill Interiors, LLC. To date, there is a remaining balance of $240,000 and the proposed $100,000 incentive will come from the existing CIP. There will be no impact to the City’s General Fund.

CC #: 3646
File #: 0110
CONTACT: Wayne Wiley 916-774-5283 [email protected] Mayor Bruce Houdesheldt opened the public hearing at 6:45 p.m.

Economic Development Project Manager Wayne Wiley made the presentation to the City Council.

Old Town Pizza CEO and Chief Financial Officer Dawn Cederlund spoke in support of the project.

Mayor Bruce Houdesheldt closed the public hearing at 7:00 p.m.

Motion by Scott Alvord, seconded by Tracy Mendonsa, to adopt RESOLUTION NO. 24-393 APPROVING A CITY OF ROSEVILLE ECONOMIC

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DEVELOPMENT INCENTIVE AGREEMENT, BY AND BETWEEN THE CITY

OF ROSEVILLE AND OLD TOWN PIZZA, LLC WHOLESALE

CORPORATION, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. The Motion Passed.

Roll call vote: Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

10. COUNCIL REPORTS / PUBLIC COMMENTS
No public comment received.

Regional Water Authority Meeting - Councilmember Pauline Roccucci reported on attendance.

Northern California Power Association Meeting - Councilmember Pauline Roccucci reported on attendance.

Councilmember Pauline Roccucci reported on various community events.

Councilmember Tracy Mendonsa reported on various community events.

Councilmember Scott Alvord reported on various community events.

Vice Mayor Krista Bernasconi reported on various community events.

Mayor Bruce Houdesheldt reported on various community events.

Capitol Corridor Joint Powers Authority Meeting - Mayor Bruce Houdesheldt reported on attendance.

Sacramento Area Council of Governments Meeting - Mayor Bruce Houdesheldt reported on attendance.

11. ADJOURNMENT
Mayor Bruce Houdesheldt adjourned the meeting at 7:24 p.m.

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COUNCIL COMMUNICATION
CC #: 3698
File #: 0203-06 & 0201-01
Title:

Agenda Management Software - New Capital Improvement Project Approval, Contract Purchase Agreement and Budget Adjustment
Contact: Sydney Finch 916-774-1175 [email protected] Meeting Date: 12/18/2024
Item #: 7.2.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council:
1) Approve the establishment of a new Capital Improvement Project - Agenda Management Software (the "Project");
2) Adopt a resolution to approve a Contract Purchase Agreement with CivicPlus, LLC for the replacement of the City’s existing Agenda Management Software for a total cost of $104,088.55 and authorize the City Manager to execute it, as well as authority for the City Manager or his designee to approve change orders up to an additional 10% to cover unexpected changes to the project costs or changes to the City’s information technology environment for the term of the agreement; and
3) Adopt an ordinance to approve a budget adjustment appropriating $53,890 to the project for the first year of licensing and internal labor costs.

BACKGROUND
The current Agenda Management System, Novus Agenda, has been in use by the City since 2015. Novus Agenda is nearing end-of-life and requires immediate replacement. City staff released Request for Proposals (RFP) No. 12-034 and, from that solicitation, CivicPlus, LLC was selected. The Agenda Management System provides workflow functions which organizes and streamlines creation of the City’s public meeting agendas and supporting documents. It also provides historical search functions as well as providing video archives of public meetings which fosters greater citizen engagement and transparency for public meetings.

FISCAL IMPACT
The recommended budget adjustment will appropriate $53,890 to the project for the first year of licensing and internal labor costs. Funding for the budget adjustment comes from the Information Technology Replacement Fund and funds from other City departments. As a citywide project, this will be funded by: $30,502 from the IT Replacement Fund, $970 from the Fleet Replacement Fund, $808 from the Facility Rehab Fund, $8,191 from the Electric Fund, $3,611 from the Water Rehab Fund, $5,173 from the Wastewater Rehab Fund, $4,095 from the Waste Services Rehab Fund, $270 from the Transit Fund, and $270 from the Transportation Fund, along with corresponding revenue in the Transit and Transportation Funds. Funding for licensing in subsequent years will be budgeted in the Information Technology Operations Fund.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. This software purchase meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal E - Deliver exceptional city services
Respectfully Submitted,
Sydney Finch, Business Systems Analyst
Hong Sae, Chief Information Officer
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-431
Contract PurchaseAgreement
RESOLUTION NO. 24-431

APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY

OF ROSEVILLE AND CIVICPLUS, LLC AND AUTHORIZING THE CITY MANAGER TO

EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, a contract purchase agreement (3004289) to provide agenda management software, by and between the City of Roseville and CivicPlus, LLC, has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said contract purchase agreement is approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

BE IT FURTHER RESOLVED that the City Manager or his designee is authorized to approve change orders, consistent with the contract terms, provided that the net cost of all change orders shall not exceed ten percent (10%) of the contract amount.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
______________________________
MAYOR
ATTEST:
________________________
City Clerk
Contract Purchase Agreement 3004289
Supplier Details:

Company CivicPlus LLC
Contact Gabby Bond
Address 302 South 4th St Ste 500
Manhattan, KS 66502
Submit your response to:

Company City of Roseville
Contact Erica Kaminski
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1108
Fax (916) 746-1115
E-mail [email protected]
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.

Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.

The following guidelines must be followed for the signature block on the agreement:

Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.

Insurance requirements:

The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required. 1 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289
Agreement 3004289
Agreement Date 06-DEC-2024
Revision 0
Agreement Amount 104,088.55 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier CivicPlus LLC
302 South 4th St Ste 500
Manhattan, KS 66502
Phone:

Fax:

Email:
(916) 774-5488
(916) 784-3796
[email protected]
Phone:

Fax:

Email:
(785) 789-4281
(785) 5878951
[email protected]
Description of
Labor,
equipment
and/or materials

THE VENDOR SHALL PROVIDE THE SERVICES CALLED FOR UNDER THE CITY OF ROSEVILLE REQUEST FOR PROPOSAL (RFP) 12-034 FOR AGENDA

MANAGEMENT SOFTWARE AND CONTRACTOR'S PROPOSAL THERETO TITLED "RFP (#12-034) AGENDA MANAGEMENT SOFTWARE" (HEREINAFTER "PROPOSAL") DATED 8/21/24. THE TERMS AND SCOPE OF WORK OF CITY OF ROSEVILLE RFP 12-034 AND CONTRACTOR'S PROPOSAL ARE HEREIN MADE PART OF THIS AGREEMENT AND FULLY INCORPORATED BY REFERENCE.

ADDITIONALLY, THE ATTACHED CIVICPLUS LLC STATEMENT OF WORK DATED 7/30/24, CIVICPLUS STATEMENT ON IT SECURITY DATED 11/25/24, CIVICPLUS MASTER SERVICES AGREEMENT DATED MAY 2024, AND AGENDA MEETINGS

AND MANAGEMENT (CIVICCLERK AND MUNICODE MEETINGS) TERMS DATED 11/14/24 ARE FULLY INCORPORATED BY REFERENCE ONTO THIS AGREEMENT.

START DATE: EXECUTED AGREEMENT
END DATE: 60 MONTHS FROM DATE OF EXECUTED AGREEMENT

PLEASE CONTACT GEETA DUGGIN IN THE INFORMATION TECHNOLOGY DEPARTMENT AT 916-774-5183 OR [email protected] FOR ANY QUESTIONS REGARDING THIS AGREEMENT.

Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 16291 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
Erica Kaminski Phone 1-916-746-1108
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office. 2 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

Contract Terms and Conditions

1. To the fullest extent allowed by law, Consultant agrees to indemnify, including the cost to defend City, and its officers, agents, employees and volunteers from any and all third party claims, demands, costs or liability to the extent caused by the negligence, recklessness, or willful misconduct of Consultant and its agents in the performance of services under this contract, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by City or the agents, servants, or independent contractors who are directly responsible to City, or arising from the active negligence of City.

Consultant's responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.

2. Consultant is an independent contractor, and shall not be considered an officer, agent, or employee of the City.

3. Without the written consent of the City, this Agreement is not assignable by Consultant either in whole or in part. Notwithstanding the foregoing, Consultant may assign and transfer all of its rights and obligations under this Agreement by a sale of a majority of its assets or merger.

4. Time is of the essence of this Agreement. Notwithstanding the foregoing, Consultant will not be liable or responsible for any delay in the time or completion of the Services due to the action or inaction of the City.

5. At any time during the term of this Agreement, either Party has the right to terminate this Agreement, provided the other Party is given sixty (60) days written notice. Consultant acknowledges that City may terminate this Agreement should funds not be appropriated by its governing body to continue services under this Agreement. Notwithstanding the foregoing, in the event of termination due to non-appropriation, any unpaid invoices for work already completed shall become due immediately.

6. This Agreement may only be amended or modified in writing. It is integrated and contains the complete understanding of the parties.

7. All equipment, supplies and services sold to the City of Roseville shall conform to the general safety orders of the State of California.

8. Unless notified to the contrary, in writing, the City assumes that the Consultant has accepted the work in accordance with the plans and specifications (if any) and agrees to do the work in compliance with this Agreement. Any work product created for City pursuant to this Agreement is deemed owned by City.

9. All prevailing wages and fair employment practices must be adhered to. For prevailing wage contracts over $25,000, copies of certified payroll must be submitted with invoices. Prevailing wage rates may be obtained from the State Department of Industrial Relations and/or the following website address:
http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm . In compliance with Labor Code Section 1773.2, as may be amended from time to time, Contractor shall cause a copy of this website to be posted at each jobsite, as applicable.

10. Consultant agrees to the below insurance requirements:
a. Unless otherwise specified, the Consultant shall maintain the policies of insurance outlined in Attachment A, incorporated herein by this reference, in full force and effect 3 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

during the term of this Agreement. The City of Roseville retains sole discretion in determining the types and proper levels of insurance coverage. b. Form. Consultant shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management and the City Attorney. c. Additional Insureds. Consultant shall also provide a separate endorsement or section of the policy showing City, its officers, agents, employees, and volunteers as additional insureds for each type of coverage, except for Workers' Compensation. Such insurance shall specifically cover the contractual liability of Consultant. The additional insured coverage under the Consultant's policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy and shall not seek contribution from City's insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (ISO) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds.

Furthermore, the requirements for coverage and limits shall be:
(1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater.
d. Cancellation/Modification. Consultant shall provide thirty (30) days written notice to City prior to cancellation or modification of any insurance required by this Agreement. e. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract) before City's own insurance shall be called upon to protect it as a named insured.
f. Subconsultants. Consultant agrees to include in its contracts with all subconsultants the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subconsultants work.

Furthermore, Consultant shall require its subconsultants to agree to be bound to Consultant and City in the same manner and to the same extent as Consultant is bound to City under this Agreement. Additionally, Consultant shall obligate its subconsultants to comply with these same provisions with respect to any tertiary subconsultant, regardless of tier. A copy of City's indemnity and insurance provisions will be furnished to the subconsultant or tertiary subconsultant upon request.
g. Self-Insured Retentions. All self-insured retentions (SIR) must be disclosed to Risk Management for approval and shall not reduce the limits of liability. Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or City. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
h. Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer of Consultant may acquire from Consultant by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy.

All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of City, its officers, agents, employees, and volunteers for all worked performed by Consultant, its 4 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

employees, agents, and sub consultants.
i. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve Consultant of liability in excess of such coverage, nor shall it preclude City from taking such other actions as are available to it under any other provisions of this Agreement or law.

11. Consultant shall comply with all federal, state, local laws, ordinances, and policies as may be applicable to the performance of services under this Agreement. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement.

12. In the event that the terms of any attachment or exhibit conflict with any terms of this Agreement, the terms of this Agreement shall control.

13. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. In the event that any signature is delivered by facsimile transmission or by e-mail delivery of a ". pdf" format data file, such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or ".pdf" signature page were an original thereof.

14. If either party commences any legal action against the other party arising out of this Agreement or the performance thereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorneys' fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

15. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

16. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.

17. For purposes of this Agreement, the terms "Contractor," "Consultant," and "Supplier" are used interchangeably.

18. Consultant agrees that any and all information furnished by City shall be deemed proprietary and confidential. All such information, to the extent previously, presently, or subsequently disclosed to Consultant and/or processed and derived by Consultant services is the property of City and such property shall be deemed and treated as "Confidential Information" of City.

Consultant acknowledges that such Confidential Information may contain information provided and/or generated by third-parties. Consultant agrees that such Confidential Information shall not be disclosed to any third party without written permission from City, except as required by law. Consultant shall not use the Confidential Information except to perform Consultant's services as directed by City.

19. Consultant shall report to City any data compromise or unauthorized access to Confidential Information within seventy-two (72) hours after Consultant discovers such data compromise or unauthorized access. Consultant will take commercially reasonable measures to address any such data compromise or unauthorized access in a timely manner. Except as otherwise required by law, Consultant will not provide notice to end users or other entities of any such data compromise or unauthorized access without written permission from City. If Consultant reasonably determines that it caused any data compromise or unauthorized access to Confidential Information, Consultant will promptly reimburse City in full for all fees and costs incurred by City in any investigation, remediation or litigation resulting from any such 5 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

data compromise or unauthorized access, including identity protection and restoration services for each person, who in the City's sole discretion, could be impacted by identity theft.

20. Consultant may not advertise that City is a client, list City as a reference or otherwise use City's name, logos, trademarks, or service marks without prior written permission from City.

21. Consultant acknowledges that services rendered under this agreement (including but not limited to service levels and operational levels) shall be performed in accordance with industry standards.

22. Contractor/consultant's duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant's participation in the planning, discussions, or drawing of project plans or specifications, if any, shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.

23. Consultant certifies that Consultant, its employees, directors, officers, agents, subcontractors, vendors, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension, or ineligibility by any federal, state, or local department or agency.

24. The Levine Act (Govt. Code, Section 84308) requires a Party (and its agent(s), if any) to a Proceeding before the City of Roseville that involves any action or consideration related to their contract, license, permit, or other entitlement for use, to disclose any campaign contributions made to City elected or appointed officers totaling more than $250 within the twelve (12) months prior to the City decision and while a proceeding is pending, and includes certain prohibitions on contribution activity thereafter. If applicable campaign contributions have been made by Contractor and/or its agent(s), Contractor is responsible for compliance, including for its disclosure obligations, if any, as further described at: https://www.roseville. ca.us/government/departments/city_clerk/transparency/levine_act.

25. This Agreement may be amended via change order, but only if such change order is made in writing, approved by the City, and signed by both parties.

26. CONSULTANT and CITY agree that: (a) CONSULTANT is free from the control and direction of CITY in connection with the performance of the work; (b) CONSULTANT is providing services directly to CITY; (c) CONSULTANT has and will maintain at all relevant times a business license; (d) CONSULTANT maintains a business location that is separate from CITY; (e) CONSULTANT is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONSULTANT actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) CONSULTANT advertises and holds itself out to the public as available to provide the same or similar services; (h) CONSULTANT provides its own tools, vehicles, and equipment to perform the services; (i) CONSULTANT has negotiated its own rates; (j) CONSULTANT set its own hours and location of work in accomplishing CITY's on-call needs; and (k) CONSULTANT has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.

The supplier named hereon by the acceptance of this order agrees to the provisions of this document titled "Contract Purchase Agreement" and all accompanying terms, conditions, and attachments. 6 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

Roseville Business License No. ____________________________________ Contractor License No. ____________________________________________ DIR Registration No. _______________________________________________ Check mark the applicable company type below:
___________ Corporation
____X_______ Limited Liability Company
___________ Partnership
___________ Sole Proprietor
City reserves the right to withhold any payments to Consultant in the event of noncompliance with insurance requirements or if required by law.

Information Technology T&C (Negotiated for CivicPlus LLC) REV 12/5/24 MC
7 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF n/a
n/a
Contract Purchase Agreement 3004289

ATTACHMENT A

HUMAN RESOURCES/RISK MANAGEMENT DIVISION

INSURANCE REQUIREMENTS

AGREEMENT OVER FORMAL BID LIMIT OR INVOLVING HIGH RISK ACTIVITIES General - Required Coverage/Documentation
● General Liability: $1 Million per occurrence /$2 Million aggregate ● Automobile Liability: $1 Million combined single limit ● Workers' Compensation: Statutory *Must provide a Waiver of subrogation ● Additional Insured Endorsement (AIE) - General Liability policy: CG 20 38 04 13 or an equivalent, blanket endorsement or section of the policy. Endorsement shall cover the City of Roseville, its officers, agents, employees and volunteers as additional insured. ● Policies must be primary and non-contributory
● A 30 day notice of cancellation must be provided
● List certificate holder as: The City of Roseville - Insurance Compliance, PO Box 100085-R1, Duluth, GA 30096
Additional Liability/Insurance Requirements if required by Agreement (and marked below):

Construction:____
General Liability:
$2 Million/occurrence
$4 Million aggregate
Design Professional:____
General Liability:
$2 Million/occurrence
$4 Million aggregate
Professional Liability:
$2 Million/occurrence
Professional Consultant:____
Professional Liability:
$1 Million/occurrence
IT Services:_X___
Professional Liability:
$1 Million/occurrence
No auto required
Cyber Liability:
$1 Million/occurrence
Hazardous Materials:____
Pollution Liability:
$1 Million/occurrence
Special Events/Caterers-Vendors:____
No auto required
No workers' comp required
Professional Counseling/ Psychological:____
Professional Liability:
$1 Million/occurrence
No auto required
8 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

Pyrotechnics:____
General Liability:
$5 Million/occurrence
$10 Million aggregate
Auto - $2 Million/occurrence
Chemical/Environmental:____
General Liability:
$3 Million/occurrence
$6 Million aggregate
Pollution – $2 Million/Occurrence
Auto - $2 Million/Occurrence
Insurance Submission Process
The City of Roseville Human Resources/Risk Management Department uses a service called EBIX to manage our insurance certificate tracking.

How It Works
● The vendor's contact information is entered into EBIX. EBIX will contact the vendor to request proof of insurance.
● The Vendor can forward the request to their Insurance Agent(s) if necessary. ● Vendor/Insurance Agent submits insurance to EBIX by email to [email protected] or by fax to (770) 325-5727. After faxing or emailing the certificate, please DO NOT send the certificate by mail to EBIX. Please do not mail, email or fax any certificates to the City of Roseville. ● Once submitted, EBIX reviews the insurance documentation. If there are deficiencies, EBIX will send a follow up letter or email requesting additional information.

Questions Regarding Insurance Submission: Contact EBIX at (951) 652-4239 Questions Regarding Insurance Requirements Contact Risk Management at (916) 774-5202 9 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Contract Purchase Agreement 3004289

Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ Supplier
Signature:______________________________________________ Print Name:_____________________________________________ Title:__________________________________________________ Date: __________________________________________________ City of Roseville, A Municipal Corporation
Signature:______________________________________________ Print Name: Dominick Casey
Title: City Manager
Date:__________________________________________________ 10 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Senior VP of Customer Success
SVP of Customer Success
Amy Vikander
12/9/2024
Amy Vikander
12/9/2024

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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Powering and Empowering
Government
RFP (#12-034)
Agenda Management
Software
City of Roseville, California
PRESENTED BY:

Gabby Bond, Account Executive
August 21, 2024
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com
Table of Contents
Cover Letter.......................................................................................................... 1 Signature Requirements.......................................................................................3 Tab A: Firm’s Qualifications..................................................................................5 Tab B: Experience and References.....................................................................8 Tab C: Qualifications of Team ............................................................................11 Tab D: Project Understanding........................................................................... 15 Tab E: Project Plan.............................................................................................. 18 Tab F: System Features and Functionality.......................................................22 Tab G: Vendor and Technology Requirements ................................................35 Tab H: Training and Support .............................................................................37 Tab I: Cost Proposal ...........................................................................................43 Tab J: Required Statements/Documents .........................................................46 Tab K: Exceptions...............................................................................................52 Tab L: Competency of Proposers .....................................................................56 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 1
Cover Letter
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | P: 888.228.2233 | F: 785.587.8951 August 21, 2024
City of Roseville
Attn: City Clerk Department
311 Vernon Street
Roseville, CA 95678
Submitted via email: [email protected] RE: RFP (#12-034) Agenda Management Software
Dear Selection Committee:

Saving time, effort, and delivering access to public meeting information is essential to run an efficient and transparent government. Every interaction between a member of your community and your local government is an opportunity to create a positive civic experience. At CivicPlus, LLC (CivicPlus), our mission is to help make local governments work better. To do that, we build technology solutions to empower you and your staff to create digital interactions that are personalized, frictionless, and expedited.

CivicPlus Agenda and Meeting Management Select (Select), is a robust, flexible, and easy-to-use suite of cloud-based tools built specifically for local governments, like Roseville, to help you completely transform your agenda and meeting management process. By partnering with CivicPlus, you’ll be able to:
• Work from anywhere with Select’s secure, cloud-based hosting and browser-based access • Reduce manual effort with time-saving features and fully integrated modules • Invest in a solution that is designed to grow with you as your processes and needs change • Leverage tools such as cross-departmental teams and flexible workflows to collaborate on agenda items • Tailor user access with custom permission settings
• Ensure internal transparency and accountability using built-in audit trails, task tracking, and versioning • Build custom, ad hoc reports with your Select data
• Effortlessly create and distribute meeting materials to residents, internal users, and elected officials Our Select solution innovators have the experience and expertise to help any administration, whether in a community of one thousand or one million, save time and money. It’s why we’ve hired former municipal clerks to help us build an agenda and meeting management solution that is designed exclusively for local governments and the needs of their clerks and departmental stakeholders.

CivicPlus Headquarters: 302 S 4th Street, Suite 500, Manhattan, KS 66502 CivicPlus Statement: By submitting this proposal, CivicPlus acknowledges all requirements described in the RFP. As of August 20, 2024, there was no addendum posted.

We are excited to assist you in expanding your existing partnership with CivicPlus and leveraging solutions we have already implemented.

Sincerely,

GABRIEL BOND
Account Executive
[email protected]
785.789.4281
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 3
Signature
Requirements
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 4

AMY VIKANDER
Senior VP of Customer Success
(authorized to bind CivicPlus, LLC, a Limited Liability Company) Limited Liability Company Signature
Since the RFP states that “Proposals which are submitted on behalf of a Limited Liability Company (“LLC”) shall be signed by the person or persons authorized to bind the LLC under the LLC’s articles of organization”, we have included our Senior VP of Customer Success, Amy Vikander’s, signature below.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 5
Tab A: Firm’s
Qualifications
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 6
Statement of Qualifications
Having a company that is dedicated to web solutions for government is key for your project’s success, both initially and through the upcoming years. CivicPlus, headquartered in Manhattan, Kansas, has more than 850 staff members and continues to implement new technologies and services to maintain the highest standards of excellence and efficiency for our more than 10,000 customers with over 100,000 users and over 340 million visitors (and counting!).

In addition to a great solution, great people are key for a successful project. CivicPlus is a company that’s about amazing people doing amazing things. During your project, a dedicated project team lead by your implementation consultant will assist you throughout the development process to ensure your project’s success and your complete satisfaction.

After the Go Live of your CMS, your Customer Success Manager, will continue to work with you to help you optimize your system. They will provide you with further information on how to engage your residents, utilizing the tools that CivicPlus has put into place.

When your staff has technical questions, our technical support engineers are ready to provide answers and ensure their confidence in using our system. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m. (CST) to field your calls and emails, and emergency services are available after regular hours with our on-call staff 24-hours a day.

Subcontractors
Because all services required for a successful project are performed in-house, no aspect of the development or implementation of your project will be outsourced or subcontracted.

Staffing Levels
CivicPlus has more than 850 staff members who continue to implement new technologies and services to maintain the highest standards of excellence and efficiency for our more than 10,000 customers with over 100,000 users and over 340 million visitors and counting! While we are based in Kansas, we have staff working remotely across the U.S. and have developed websites for local government customers in all 50 states and Canada.

CivicPlus always has multiple customers in progress in different phases of development at any given time. CivicPlus’ proven development process of not assigning your team until contract signing ensures our customers have an available and dedicated team throughout their project.

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Regional Sales Directors
VP of Sales
VP of Sales SGM
Chief Marketing Officer
VP of Sales Operations
VP of Product Strategy
VP of Technology
Manager of IT & ERP
Systems
Senior VP of Operations
Senior VP of Customer
Success
Director of Product
Engineering
Dir. of Information
Security
VP/GMs of Products
Solutions Directors
Senior Directors of
Profess. Services
Senior Director of
Customer Success
Director of Quality Eng
& RPA
VP of Accounting
In-house Legal (Legal/
Contracts)
Director of Human
Resources
Chief Revenue Officer
Chief Operating Officer
Chief Financial Officer
Dir. of Corporate
Development
Senior Business Analyst
CEO
Director of Enterprise
Sales
Company Organizational Chart
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Tab B: Experience
and References
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CivicPlus History
CivicPlus began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their residents through their web environment. Over the years, CivicPlus has continued to implement new technologies and merge with industry forerunners to maintain the highest standards of excellence and efficiency for our customers.

Our portfolio includes solutions for website design and hosting, parks and recreation management, emergency and mass communications, agenda and meeting management, 311 and CRM, process automation and digital services, codification, licensing and permits, web governance and ADA remediation, social media archiving, and FOIA management.

Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our over 10,000 customers and their 100,000+ administrative users. In addition, over 340 million residents engage with our solutions daily.

Primary Office
302 S. 4th Street, Suite 500
Manhattan, KS 66502
Toll Free: 888.228.2233 | Fax: 785.587.8951
civicplus.com

EXPERIENCE
25+ Years
10,000+ Customers
850+ Employees

RECOGNITION
Inc. 5000 11-time Honoree
GovTech 2024 Top 100 Company
Stevie® Awards Multiple Global Awards for Service Excellence Contact
Gabriel Bond
Account Executive
[email protected]
785.789.4281
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Experience Implementing Similar Services
CivicPlus’ Select Agenda and Meeting Management solution delivers years of experience in agenda and meeting management software as a service technology that has been designed specifically to meet the needs of municipalities and their staff and officials. Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a world leader in government web technology. We consider it a privilege to partner with our customers and provide them with a solution that will serve their needs today and well into the future.

Included are some experiences our customers have had working with Select (formerly CivicClerk). “The training was seamless. Personally,
I was not nervous about starting to use
CivicClerk, but I know people can be
uncomfortable with change, so we held
three different live training sessions for
the different departments that would
be heavily using the system. Everyone
could choose the training session that
fit their schedule. Every employee who
left the training session felt like, ‘I can
do that. It’s easy.’”
— Ronda Cole, Clerk of the Mayor,
Council, Gulfport, MS
“It’s been a great process; very smooth.

It’s been easy to communicate what
we’re asking for with our implementation
team. We explain what we’re trying to
accomplish, and they help show us how
to use the software to accomplish our
goals. It’s been wonderful how flexible
the product is and how we can tailor
it to fit our current processes. With
CivicClerk, we don’t have to change
everything we do. We can keep the core
of our workflows the same for the most
part.”
— Angie Johnson, PHR, Deputy
Assistant City Recorder, Franklin, TN
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Tab C: Qualifications
of Team
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Project Team
From project management to technical support, a team of accountable and knowledgeable Select experts will assist you at every step to ensure your project’s success and your complete satisfaction. We will assign your individual, dedicated implementation consultant before kickoff to work directly with you throughout the implementation process.

Once your system configuration is complete, your implementation consultant will ensure that you and your staff are thoroughly trained on your Select solution. After go-live, your dedicated customer success manager and our awardwinning Technical Support team will support your strategic goals long term.

Senior Director of
Customer Success
Implementation
Team Manager
Implementation
Consultant
Technical Support Customer
Success Manager
Roseville’s
Project Team
After Go Live
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Tab D: Project
Understanding
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Our Understanding
Our project understanding is centered around delivering a robust Agenda Management Software solution that meets the City’s needs for improved efficiency and streamlined administrative processes. Currently, the City uses a tool that is not fully meeting its requirements, and the goal is to transition to a more intuitive system that enhances workflow across all departments. The new software will aim to reduce procedural complexities by minimizing the steps required to create an agenda and will support increased engagement and participation in council meetings. This solution will drive smoother operations, quicker decision-making, and ultimately boost the overall productivity and effectiveness of the City’s administrative framework.

CHALLENGES
Our Professional Services team is committed to driving on-time implementations in line with customer expectations and satisfaction. We understand that our customers’ key staff members are often required to balance daily duties and council meetings for approvals, which can affect decision making and project timelines. Further, ensuring that all of stakeholders feel valued and heard can be a challenge when working on a complex project.

To ensure project success, our dedicated team of professionals work hand in hand with our customers’ staff and leadership. This consultative approach of our time-tested and refined implementation process ensures stakeholders are aligned in objectives and target outcome of project. We learn from every implementation, both the great aspects and the challenges, to consistently innovate our process and resources to ease the path for our customers.

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CivicPlus Strengths
Civic Experience
We have the first and only Civic Experience
Platform. It enables local governments to drive
more revenue, operate more efficiently, and
generate positive recognition for the many
services they provide every day.

Experience
We bring over 25 years of experience helping
our customers work better and smarter through
their web environment.

Design Process
Our process combines the creativity of our
in-house designers with proven functionality to
reach the perfect end result.

Navigation
We’ve helped hundreds of customers effectively
organize their website taxonomy and content
structure. Your redesigned site will provide
your residents with an intuitive, user-friendly
architecture.

Live Edit
Web Central’s Live Edit feature allows you
to view your webpages and see how the
information looks before publishing to your
public.

Community
Web Central users have their own network,
ENGAGEXCHANGE, to connect with other
government entities on the same platform to
share ideas, ask questions, and much more.

Training
After your initial instruction in the system, we
offer continued training and resources through
the CivicPlus Help Center that help you and
your staff remain fresh and up-to-date with our
system.

Future
Our development staff will stay by your side,
rolling out new features, new applications, and
new suggestions so you can better serve your
community.

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Tab E: Project Plan
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Implementation of the Project
Please note: Timelines may vary in duration dependent on customer, CivicPlus Team, and resource availability, the pace at which deliverables and approvals are submitted, add-ons, and the CivicPlus Team. For additional information regarding customer time commitment, please review the Customer Work Expectations Help Center article.

Task When Task Owner
Initiate
Project Deliverables Week 1 Customer
Project Initiation Week 2 CivicPlus Team
Project Kickoff Meeting (45 minutes – 1 hour) Weeks 2-3 CivicPlus Team & Customer Project Timeline Approval Weeks 2-3 Customer
Analyze
Production Site Creation Weeks 3-4 CivicPlus Team
Template Review Meeting (45 minutes – 1 hour) Week 5 CivicPlus Team & Customer Alternate Board/Committee Deliverables Weeks 5-7 Customer Design & Configure
Initial Site Configuration Weeks 6-7 CivicPlus Team
Configure Additional Boards (up to 7 boards) Week 11 CivicPlus Team Optimize
First Look Meeting (1.5 hours) Week 7 CivicPlus Team & Customer First Look Homework Weeks 7-8 Customer
Project Consulting (2 hours) Weeks 7-9 CivicPlus Team & Customer Design Check Meeting (1 hour) Week 9 CivicPlus Team & Customer Design Configuration Approval Weeks 9-10 Customer
Staff User Import Week 12 CivicPlus Team
Educate (up to 4 hours)
Admin Training Week 13 CivicPlus Team & Customer
User Training Weeks 14-15 CivicPlus Team & Customer
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Task When Task Owner
Agenda Manager Training Week 16 CivicPlus Team & Customer Minutes Training Week 17 CivicPlus Team & Customer
Integration Audit Week 18 CivicPlus Team
Launch
Prep for Launch Week 19 CivicPlus Team
Launch Meeting (30 minutes) Week 20 CivicPlus Team & Customer Portal Launch and First Live Meeting Weeks 21-23 Customer Project Close Procedures Week 24 CivicPlus Team
Post – Launch Survey (AskNicely) Week 24 Customer

ADD-ONS
Task Additional Weeks Added to Timeline
Custom IdP Integration 0 Weeks
CivicPlus Media ~1 Week

IMPLEMENTATION METHODOLOGY
CivicPlus and Roseville will jointly develop a detailed schedule and implementation plan as your project kicks off, complete with milestones and deadlines. This serves as your implementation process flow and any changes can be addressed throughout the process. Once your system is launched you will continue to receive both technical and consultative support from our Support and Customer Success teams. We meet with all our customers virtually through email, phone, video conferencing, or if the customer prefers, we will be on-site. Because of the nature of our technology industry, working remotely is the “norm” and of no project concern for the development of your solution.

EQUIPMENT
There are no required third party products, hardware, or applications needed to support Select.

MIGRATION
Select can import past PDF files (agendas, packets and minutes). File imports will be indexed with optical character recognition (OCR) upon import for searchability. Videos and audio can be imported in MP4 format. The client will be responsible for renaming the files in the necessary format for our import tool (MeetingType_FileType_MM_DD_YY - file type would be Agenda, Packet, Minutes, Audio, or Video).

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Premium Implementation Plan
Implementation & Support Experience Designed for You
Agenda and Meeting Management Select has the experience and expertise to help administrations of any size transform the entire meeting management process. We know implementation can’t be a one size fits all solution and offer flexible packages designed to meet your desired outcomes.

Our Premium Implementation Package is the perfect fit for automating manual or inefficient agenda and meeting processes. It is designed for organizations with less than 50 internal users and a desire for a guided implementation experience. A dedicated and knowledgeable Implementation consultant will manage your project from end-toend—consulting and collaborating with your team, configuring the system to automate your process, and delivering live virtual training to your user groups. Key project staff will have online access to the timeline and all expected checkpoints and deliverables for a fully transparent implementation.

Beyond implementation, your users will feel empowered by our in-application support tools, a full online help center, as well as phone, email, and live chat support with members of the dedicated, award-winning Technical Support team.

CONSULTING
Up to Two Hours of Virtual Consultation
During this consulting session, your implementation consultant will be reviewing your submitted project questionnaire with your key project staff. The implementation consultant will review your custom template designs and discuss the configurations that will be made to ensure your workflows match your current agenda and meeting processes.

DESIGN
We will design up to seven custom templates to ensure consistency in system-generated meeting documents:

Agendas, Item/Staff Report, Minutes, Agenda Script.

CONFIGURATION
Our team will configure your solution with Premium customization options to map existing processes to our Agenda and Meeting Management Select solution. Additional custom configurations can be made by administrative users at any time using Help Center resources.

TRAINING
Up to Four Hours of Virtual Training
Your implementation consultant will guide user groups through live, virtual training sessions using your custom configured Agenda and Meeting Management Select solution. We recommend no more than 20 users per session.

Individual sessions are either 30 or 60 minutes in duration.

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Tab F: System
Features and
Functionality
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Features & Functionality
Agenda and Meeting Management Select Solution
CivicPlus’ Agenda and Meeting Management Select software is the fastest, most intuitive way to streamline the entire agenda management process — from creating agenda items to managing live meetings. It provides timesaving automation while allowing clerks to balance these conveniences with manual controls and overrides. Internal collaboration with Select is easy with customized workflows, version tracking, and built-in communication tools.

Our innovators designed it to offer configuration flexibility so that the solution can be scaled from the simplest agenda process to the most complex. Built-in integrations and a suite of APIs make working with other internal applications easy. Agenda and Meeting Management Select’s user-defined roadmap ensures that the product will continue to grow and adapt as transparency requirements and compliance expectations change.

Fully Integrated, Cloud-Based Software Suite
• User-friendly, modern interface
• Unlimited users
• Unlimited storage
• Highly configurable to your agenda and meeting
management processes
• Adaptable permission settings
• Confidential attachments
• Field-level versioning
• Integrated code of ordinances
• Built-in integrations with Dropbox, Microsoft’s
One Drive, Google Drive, Laserfiche, Zoom, and
API availability (additional fees may apply)
• Single sign-on through the CivicPlus Platform
• Secure Cloud-Based Hosting
• Automatic Updates
• Customer-Defined Roadmap
• Enhanced Analytics for Data Visibility
Part of the Integrated CivicPlus Platform
Our powerful CivicPlus Platform is the foundation on which all our CivicPlus solutions are built, allowing them to work seamlessly and securely, leveraging existing data, and reducing information silos so your administrative staff can collaborate efficiently. Administrators can take advantage of authentication using our identity provider integrations to provide a single sign-on experience for internal users. The entire solution is cloud-based, eliminating the need for internal application management. Agenda and Meeting Management Select is hosted in Microsoft’s Azure cloud service, providing a stable multi-user environment while ensuring high availability and uptime. CivicPlus is also the only technology provider that offers an integration between our agenda & meetings software and an online code of ordinances—with Municode Codification.

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Agenda Management

FLEXIBLE, CUSTOMIZED TEMPLATES
Standardized templates throughout the system provide consistency and clarity to agendas, packets, staff reports, and minutes.

EFFICIENTLY MANAGE AGENDA

PACKETS OF ANY SIZE
The software compiles your items and all the legislation, memorandums, or supporting documentation into a bookmarked PDF packet quickly and easily, no matter the size of the packet. Create multiple packet versions instantly to include or exclude specific attachments for your different internal and external users. Last-minute changes to the agenda or packet can be made and published with minimal effort.

Administrators choose what they publish to the public, internal users, and elected or appointed officials and when the information goes out. Automated email notifications can be enabled so all users, both internal and external, know when the meeting documents are published.

CONVENIENT, ANY TIME AGENDA MODIFICATIONS
Changes to the agenda can be made at any time by administrators without affecting global configurations or settings.

Drag-and-drop reordering allows you to move items and automatically renumber everything on the agenda. One-touch copy and move functions enable you to duplicate or move agenda items from meeting to meeting, eliminating the need for duplicate data entry.

CREATE AGENDA ITEMS IN SECONDS
An easy-to-use item entry allows staff members to enter agenda items, upload attachments, and send through the workflow with a few clicks. Configurable field types and our embedded text editor ensure that you are capturing all the information needed for Select to generate staff reports. Automated PDF file conversion and built-in integrations with Microsoft’s OneDrive and Google Drive simplify the inclusion of supporting documentation and attachments.

AUTOMATE YOUR APPROVALS PROCESS
The workflow engine streamlines the routing of your agenda items, automates notifications, and gives full transparency to collaborators as it passes through the approval process. As contributors change items, the system tracks revisions, keeping them visible within the item fields and on the item timeline. In-app messaging and task assignments keep everyone in the loop and agenda prep moving forward.

CUSTOM TAGS TO GROUP LIKE AGENDA ITEMS
Administrators can set up tags that can be used by staff when creating their agenda items for improved searching and reporting. Associate like content with pre-defined tags relevant to your community.

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Meeting Management

AUTOMATED MINUTES SETUP
A fully integrated minutes module will automatically migrate all your agenda content. No manual pre-meeting minutes setup or agenda import is required. Move from the meeting agenda to the minutes module with a single click.

KEEP UP WITH THE MEETING ACTION
Meetings move fast. Agenda and Meeting Management Select’s cloud-based platform allows you to move quickly through your agenda items, recording official actions and discussion, without having to wait for the system to catch up. The clean, intuitive interface gives single-screen access to all your meeting controls.

SPEAKER MANAGER
Speakers can be added to the discussion at any time during the live meeting, while the built-in speaker timer helps keep meetings running efficiently.

EASY, INTUITIVE MINUTESTAKING
While in your live meeting, use the Minutes module to capture critical meeting actions from a single screen with a clean and intuitive user interface. Take roll and manage attendance, record motions and votes, enter speaker information, and record comments or discussion to be brought into your
minutes document.

If using CivicPlus Media’s integrated video streaming and video-on-demand service, you can also create bookmarks for the accompanying video during the live meeting.

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Board Portal

FLEXIBLE ACCESS
Your officials can choose how to access meeting content—helping them work better, faster. Efficiently deliver packets of any size by paper, email, Dropbox, OneDrive, Google Drive, or post to the Board Portal. It is optimized for all devices, including desktops, laptops, and tablets. No separate application required.

A PERSONAL MEETING REPOSITORY
Give officials a personal, secure location to review and take notes on all meeting content, including agendas, supporting documents, minutes, and media.

FIND WHAT YOU NEED- FASTER
Agenda and Meeting Management Select automatically indexes published meeting content with Board Portal search functionality, so it is easy for officials to find information quickly. Our full-text search tool empowers officials to locate past items, attachments, minutes, and agendas by searching a keyword, date range, and more. An item summary view allows officials to see the motions, votes, and any comment or discussion on the item that was recorded in the meeting minutes in an intuitive display, preventing a manual search through full minutes documents.

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Public Resident Portal

CONTENT ACCESSIBILITY
It’s not enough to be transparent by publishing your agendas and other meeting documents online. Your meeting content must be accessible to all members of the public.

Closed captioning is also available with our CivicPlus Media service for live streaming and on-demand video.

CONTENT TRANSPARENCY
Build public trust with access to fully searchable meeting content, including legislative decisions and public meeting videos. Meet municipal transparency requirements while keeping residents engaged and informed.

Public Resident Portal
• Resident portal to embed on any webpage gives
access to all meeting content on a single page
• PDF downloads of Agenda, Packet, Minutes,
Notices, and Other pertinent meeting documents
• HTML agenda view hyperlinks attachments within
the meeting agenda for direct access to specific
documents
• Full-text search and filtering options
• Email notifications
• Social sharing
• Side-by-side agenda and video display with
CivicPlus Media live streaming and on-demand
video service
• Optional Motions and Vote minutes display
updates the HTML agenda view to allow residents
to quickly see the final disposition of agenda items
without having to read full minutes documents
• Mobile-responsive
• Custom branding
• Integrated live or on-demand video with
bookmarks to easily jump to desired content
• Optional public commenting forum
• Easily jump to past, current, upcoming events with
an embedded calendar and continuous scrolls
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The Civic Experience Platform
Developed specifically to enable municipalities to deliver consistently positive interactions across every department and every service, the Civic Experience Platform includes technology innovations that deliver frictionless, one-stop, and personalized resident interactions. Local governments that leverage our Civic Experience Platform also benefit from:
• Single Sign-On (SSO) to all of your CivicPlus products supporting two-factor authentication and PCI Level password compatibility
• A single dashboard and toolbar for administrative access to your CivicPlus software stack • Access to a continually growing and fully documented set of APIs to better connect your administration’s processes and applications
• A centralized data store with robust data automation and integration capabilities

CIVICPLUS PORTAL
CivicPlus Portal empowers residents to be more engaged and informed about progress in your community. Portal streamlines the resident user experience as they interact with the CivicPlus products leveraged by you – driving revenue, trust, and satisfaction.

With a single username and password, they can watch a public meeting recording, submit a public works request, pay a utility bill, or register for an upcoming event. The result is more engaged and informed voters and fewer phone calls, walk-ins, or emails to your department asking how to find documents or submit records requests.

INTEGRATION HUB
Integration Hub is a tool that can help you unify your disparate cloud-based solutions and your CivicPlus solutions, assemble powerful workflows, and set up complex automations—without the need for a developer. With Integration Hub’s easy-to-use drag-and-drop interface, non-technical users can build integrations for syncing content and data between CivicPlus solutions or with third parties (for an additional fee) saving your staff’s valuable time. The possibilities are endless with Integration Hub, but here are a few examples of integrations you can create with Select today:
• Automatically add agenda or minute files to the Document Center to be displayed on a CivicPlus Municipal Websites Central (Web Central) after they are published in Select • Set-up a workflow to post in the Web Central News Flash once you’ve published your Select meeting documents
Shorten your pre-meeting to-do list and send your meeting information instantly with a custom integration using the Integration Hub.

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Integrated Code of Ordinances & Web
As the only local government software provider with an integrated codification, agenda and meeting management, and municipal website solution offering, our suite allows for digital transformation of the entire legislative process - from the start of the agenda process to the final online publishing of the newly adopted legislation.

If you are a customer of CivicPlus’ codification services, the cutting-edge integration between your meetings & agenda management and code of ordinances reduces the manual steps associated between your agenda management and codification processes. As an example, you can send ordinances directly to CivicPlus for codification by our team of legal editors. When pushed from Agenda and Meeting Management Select, this uncodified legislation will be visible on the landing page of our Online Code Hosting platform nearly instantaneously. You can also take this to the next level by integrating our Municipal Website solutions with our Online Code Hosting solution, allowing for one-stop search capabilities. With this integration, the public can instantly access your code, meetings, packets, and agendas in one simple search straight from your municipal website.

EXAMPLES OF MEANINGFUL CIVIC EXPERIENCE INTEGRATIONS
The following are examples of integrations between the CivicPlus Agenda and Meeting Management Select with other CivicPlus solutions and tools. If you have yet to experience all that CivicPlus can provide, please reach out for additional information and a quote.

Municipal
Websites
Central (Web
Central)
• Set-up a workflow to post in Web Central’s News Flash once you’ve published your meeting documents.
• Automatically add agenda or minute files to Web Central’s Document Center to be displayed on your website after they are published in Select. • Meeting information and dates are automatically integrated to the Web Central’s Calendar.
• Meeting files are automatically included in the website’s search results.

Codification
• Send adopted ordinances to the Codification Legal Team in one click. • Send ordinances straight to your online code portal as “Adopted and Not Yet Codified”. • Instantly link your online code to the meeting content produced within Select.

CivicPlus
Media
• Share high-definition, on-demand video or live video feeds of your meetings directly from Select and CivicPlus Media, seamlessly integrated with your meeting agendas and equipped with clear bookmarking and navigation.

Integration
Hub
• Third-party integrations examples include integrations with Zoom, Webex, and GoToMeetings, and with Laserfiche, Google Drive, Dropbox, and other APIs.

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Attachment E: Requirements Matrix
No. Status Response Code
FUN-001 Required Y
FUN-002 Required Y
FUN-003
Optional N
FUN-004 Optional Y
FUN-005
Optional Y
FUN-006 Required Y
FUN-007 Required N
FUN-008 Required Y
FUN-009
Optional N
FUN-010 Required Y
FUN-011
Required N
FUN- 012 Optional Y
FUN-013 Required Y
FUN-014 Required Y
FUN-015 Required Y
FUN-016 Required Y
Insertable signature snippets (images).

The system should have agenda item number tracking.

All attachments should have date and time stamp. This information is available in Select's Item Timeline.

The system should have ability to manage job aids. Job aid management is not available in Select.

However, All Select customers have access to selfserve training resources via a comprehensive, online Help Center with articles and walk-through tutorials
and imbedded in-application guides. The Help Center
is updated as new features or enhancements are
released Ability to delete agenda mid-creation.

The system should include a cover sheet (preview page) to be able to preview the council communication/staff reports with hyperlinks to the attachments included in the item.

Select's cover pages don't include hyperlinks to
attachments. However, Select can offer a full build of
the cover sheet that includes a list of attachments.

The system should include drop downs to pre- populate text in staff report sections.

Customizable staff report fields.

Ability to create recurring meetings. Select will manage your entire calendar of meetings inside our events module. When new agendas are
created, they are either linked to existing events, or a one-time event can be created.

Ability to limit access to what items users can view within their department queue.

Select's user permissions can limit item access and
access to documents based off a variety of criteria, so Select can meet this requirement. Item access can be
restricted by current approver, departments, board, or
committee, etc.

Ability to search and filter by meeting date, type,
approved or pending items.

Customizable search columns on agenda view. Though Select doesn't offer this exact functionality in agenda view, the Analytics Module offers robust search
and reporting capabilities.

Ability to push an item to agenda and bypass the workflow.

C-1 Agenda Management
Description Comments

FUNCTIONAL REQUIREMENTS
Ability to customize meeting types internally without
reaching out to support.

Ability to customize agenda templates internally without reaching out to support.

Ability to track and auto-populate resolution, ordinance, and item numbers in the system and
have them start over each year (e.g. 24-001 or CC-24-001) Select allows for the manual assignment of resolution
and ordinance numbers, and they can restart each year.

Attachment E
Attachment E REQUIREMENTS MATRIX
(Please download electronic file on PublicPurchase.com) The Requirements Matrix (“Matrix”) is categorized by various desired features. This Matrix will be used to determine the compatibility of proposer’s software to the requirements of the Agenda Management System. In the Fourth column from the left, please enter the response to the requirement based on the possible responses below. An omitted response or deviation from the alpha responses provided below will be construed to be a “NO” – not supported and/or is not provided as part of the proposal. If you need to add any comments to further clarify your response, please do so in the column specified.

Response Code Definition
Y (YES) The proposed system can meet this requirement with no modifications or additional products necessary C (CUSTOM) This requirement can be met with customization to the proposed system (the cost of such customization must be included in the proposal)
N (NO) The proposed system cannot meet this requirement Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 31
FUN-017
Required N
FUN-018
Required Y
FUN-019
Required Y
FUN-020 Required Y
FUN-021 Required Y
FUN-022 Required Y
FUN-023 Required Y
FUN-024 Required Y
FUN-025 Required Y
FUN-026 Required Y
FUN-027 Required Y
FUN-028 Required N
FUN-029 Required N
FUN-030 Required Y
FUN-031 Required Y
FUN-032
Required Y
FUN-033 Required Y
FUN-034 Optional Y
FUN-035 Required Y
FUN-036
Required N
Ability to open a toggle screen for a large view when
entering data into each of the fields.

Ability to sort items by “Needs action”, “Show
Submitted/Approved Items”, etc.

This functionality is available in Select's Analytics
Module.

Ability to have agenda headings only populate if there is something added to the agenda for that category.

In Select, the heading would have to be manually
removed.

Unlimited size for attachments. The file size limit for PDFs is 300 MB. For non-PDF attachments like Word, Excel, etc., the limit is 25 MB.

However, Select allows for an unlimited number of
attachments.

When you select a meeting date, that item you created
automatically gets added to the agenda.

Ability to access the webpage from anywhere
(web based).

When staff enters an agenda item on a specific meeting
date, all information entered goes directly to that agenda without any extra steps to
“push it”.

Ability to upload and save a redline strikethrough
document in Word without it accepting changes.

Ability to see whose workflow an item is in on one column on the screen.

There are several ways within Select to see the status of agenda items. Item status can easily be seen via the
progress tracker, which tracks the completion
percentage of the approval process. This is viewable in the agenda outline and MyClerk dashboard views.

Authorized users can click on the progress tracker to
view more information on who has approved it, when
and who remains to approve it. Additionally, a report
can be viewed in Analytics showing this information.

Archive old items and meetings so that they don’t live on your home screen.

Ability to copy an item from one agenda to the
other and “move” an item to another meeting.

Ability to publish the agenda to the website and
send to the public with one click.

Ability to reject an item and select who you need it to go back to.

In Select, when an item is denied, it is returned to the original creator.

The system should enable controlled access for designated users, such as Project Managers and Resource Managers, to assign and unassign
workflows as necessary.

Ability to make attachment documents public or private
within an item.

Ability to upload both PDF and word documents.

Ability to download/convert the final minutes template to a word document.

Ability to move the order of attachments with ease.

There should be a complete version history of attachments with titles, detailed description of the changes with the username of who made them, date, and time.

Documents uploaded in Select must be downloaded to
make changes. Documents attached via OneDrive and
Google Drive integrations allow the user to insert in
Select a link to the document in the shared file service folder. If a user wants to edit that file, they can simply click the link to the document in Select and edit via the shared file service. Both shared file services indicate on a file what users are active in the document. Revisions would have to be tracked outside of the system.

However, within Select as changes are made to an item
via the item fields (that feed into the staff report),
revisions are tracked within the system. At any time,
revisions can be reviewed by other approvers or the
creator. Users with appropriate permissions can also
revert a field to a prior version and lock the field to prevent further changes. Within the item timeline, users can see the full history of activity on the item and add comments using the in-application messaging feature.

Ability to create different users and user types in the system who can see administrative or city- wide views.

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FUN-037 Optional N
FUN-038
Optional Y
VID-001
Required
Y
VID-002
Optional
Y
VID-003 Required N
VID-004 Required Y
VID-005 Required Y
VID-006 Required Y
VID-007 Optional Y
VID-008 Optional Y
VID-009 Required Y
VID-010 Optional Y
VID-011 Required Y
VID-012
Required
Y
INT-001
Optional
Y
INT-002 Optional
N
INT-003 Required
N
Outlook integration Select currently does not offer a direct integration to Microsoft Outlook. For calendar events, the Select API
can be used to pass information like calendar events
from Select to Outlook.

Microsoft 365 integrations Users may upload attachments via OneDrive for easy collaboration. At this time, Select does not have an
integration with Office 365.

Visual video stream verification when livestream
is active
Ability to create video chapter makers for agenda
items
These are called, "Timestamps" in CivicPlus Media.

Ability to view completed meeting videos to check for
quality

INTEGRATION & COMPATABILITY REQUIREMENTS
The system should have the ability to integrate with other systems. (Please provide integration matrix)
Automated PDF file conversion and built-in integrations with Microsoft's OneDrive and Google Drive simplify the inclusion of supporting documentation and attachments.

Efficiently deliver packets of any size by Dropbox,
OneDrive or Google Drive.

Select has a direct integration with Laserfiche that allows customers to automatically send documents (agenda,
packet, and/or minutes) into Laserfiche when they are
published to Select's public portal. These documents
would be sent over in PDF format and would stay OCR'd
after delivery. This integration requires customers to use Laserfiche's cloud hosting. The integration does not work with the on-prem hosting version of Laserfiche.

The Municode-NEXT integration allows users to push
legislation from their Select solution items directly into their Municode code library. Once activated and
configured, the Send to Code functionality becomes
available on the Item Files page for items on configured Meeting Types. While the integration does prepopulate
some fields in the Send to Code pop-up with item data, to increase efficiency, the user has the ability to modify the data before sending the request. Quote can be provided
upon request.

CivicPlus Media has a direct integration with Zoom and
YouTube.

Ability to connect video to agenda once the
meeting is completed
Ability to upload or replace completed video
without contacting support
Ability to create captions for video: English and
Spanish.

Ability to calculate the number of views for
videos
Searchable meeting videos achieve.

VIDEO STREAMING REQUIREMENTS
Ability to stream and record full HD (1920 X
1080) video
CivicPlus Media supports HD video streaming (up to
1080p). The recording of the video would be a function
of the City's chosen encoder.

Ability to interface with Epiphan’s Pearl 2
encoder for streaming using RTMP stream
Any hardware or software encoder that is capable of
generating an authenticated RTMP stream can be used
with our CivicPlus Media video service.

Provide an encoder if RTMP streaming is
unavailable
For our video streaming services, CivicPlus Media, we
do not provide an encoder.

Ability to connect to streaming interface
remotely.

Ability to integrate with Word for templates. At this time, Select has no integration with Outlook or Word. However, Select is compatible with Microsoft
Office as users can copy/paste from Office products
and upload all Office file types as attachments.

Additionally, no specific integration or version of
Microsoft Office is required to use Select.

System automatically closes agenda in the program once
the agenda submission date has passed.

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RPT-001 Required Y
RPT-002 Required Y
RPT-003 Required Y
RPT-004 Required Y
RPT-005 Required Y
SEC-001
Required N
SEC-001.1
Optional N
SEC-001.2
Optional N
SEC-002 Required Y
SEC-003 Required
Y
SEC-004
Required N
SEC-005
Required Y
SEC-006
Required N
SEC-007
Required Y
SEC-008 Required Y
All data will be encrypted in transmission (including via web interface) at a level equivalent to or stronger that 128- bit level encryption
Select uses SSL 256-bit encryption. Data is encrypted
both at rest and in transmission.

All data that meets Federal criteria for Personally
Identifiable Information (PII), PCI, or HIPAA will be
encrypted in storage (database/data files) at a level
equivalent to or stronger than 128-bit level encryption Select does not protect PII and is not HIPAAcompliant. Please do not collect or enter this type of information in Select.

Vendor has network firewalls and security in
place to protect hosted customers from internet threats Our Azure SQL Server has security and firewall rules
in place to prevent unauthorized access to customer
data.

Vendor will notify the City of Cyber breach that affects the Vendor's product or City's data
CivicPlus has not been part of a known breach.

For local accounts the City is able to control and adjust password policies not limited to expiration, password
complexity and account lockouts
The CivicPlus Platform will lock out a user if they
reach five (5) failed login attempts. Once the account
locks, it will remain locked for 30 minutes. The user
may wait 30 minutes to try again, or reset the password for faster access. The user can use the Forgot a
Password feature to reset the password.

For logons non-integrated with SSO, system will allow
staff to reset passwords and password is not viewable - selfservice is preferred. MFA required with local accounts.

The CivicPlus Platform supports two factor
authentication with a secondary email address. Staff
will not be able to reset passwords on behalf of users.

The password reset process is self-service.

All system data will be stored on servers located
solely within the continental United States
All system data will be segregated from other customers. Every Select customer’s data is stored securely independently from each other in Microsoft Azure.

Each customer’s data is encrypted with a unique key,
and it is encrypted in transit and at rest. Role Based
Access Control (RBAC) policies prevent unauthorized
users from modifying or deleting data. Soft delete is
enabled to prevent the malicious removal of data,
systems are regularly patched, and at least annual
penetration testing of the application is done to help
identify and remediate vulnerabilities.

The vendor shall provide a third-party audit report(s) (ie.

SOC type II/III) as evidence that all facilities used to store and process city and end user data will implement and
maintain administrative, physical, technical and procedural safeguards and best practices at a level sufficient to secure such data from unauthorized access,
destruction, use, modification or disclosure
We do not have SOC2 Type II on the Select; however,
it is hosted in Azure. Microsoft Azure has achieved
SOC 1 Type 2, SOC 2 Type 2, and SOC 3 reports. The
availability of SOC 1 and SOC 2 reports is restricted to customers who have signed nondisclosure agreements
with Microsoft. Where the customer would need to sign
an NDA with Microsoft, the process can be found here
{https://learn.microsoft.com/enus/azure/compliance/offerings/offering-soc-2} Ability to generate a report that calculates the number of items a department has produced.

Ability to generate a report that calculates the number of meetings a meeting type has held.

Ability to generate a report that shows all items on a
meeting date.

SECURITY & COMPLIANCE REQUIREMENTS
For City staff logons solution integrates with City SSO solution, PingID, for user accounts using SAML 2.0
standard
Select does not support PingID. However, the City may
utilize an external custom Identity Provider (IdP).

CivicPlus offers custom integrations with the following identity providers (IdP) for authentication:
• Microsoft's Entra ID
• Microsoft's Active Directory Federated Services
(ADFS) version 4.0 and 5.0
• Okta

REPORTING REQUIREMENTS
Ability to generate a report for a specified date range or meeting.

Ability to generate a report of all users filtered by
department.

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SEC-009
Optional
Y
TEC-001
Required Y
TEC-002
Required Y
TEC-003 Required Y
TEC-004
Required
Y
UEX-001 Required
UEX-002
Required
UEX-003 Required
WKF-001
Required
WKF-002
Required
WKF-004
Optional
WKF-005
Required
WKF-006
Required
WKF-007 Required
WKF-008
Required
WKF-009 Required
WKF-010 Required
WKF-011 Customizable dashboards for workflow and categories Optional based on users. Y
Ability to have unlimited workflows setup during
implementation by vendor.

N
During implementation, 10
workflows will be set up in the
City's instance of Select. Staff will
be trained on how to create
additional workflows. The
implementation team may set up
additional workflows will an
additional fee.

Hierarchy of users with various workflow types. Example:

Creator, Reviewer, and Approver Y
Ability for users to edit item up until a certain step in the approval process. Y
The system should have the ability to streamline and
automate the manual project agenda initiation
and approval workflow process.

Y
Ability to assign change management items to multiple
resources for review and approval. For example, when an item is moved to another department for review.

Y
Ability to delegate task to another user for review. Y

WORKFLOW REQUIREMENTS
The system should be able to identify who's currently
responsible for the next action with notification for users and/or team(s).

Y
The system should offer the ability to design custom
workflows (e.g. design workflow for approvals).

Y
The system should have the ability to prepare task
workflows. N
At this time, staff may assign tasks
in Select but there no workflows
associated with them.

USER EXPERIENCE REQUIREMENTS
The system should offer unlimited users. Y
Create and modify workflows using a graphical user
interface, preferably without requiring third- party software Y

The system should offer ability to search and locate
documents. Y

TECHNICAL REQUIREMENTS
Vendor will retain data in an end user’s account, including attachments, until the end user deletes them or for the time period mutually agreed upon
by the parties to the agreement
Vendor will regularly and reliably back up cloud hosted data at least daily and retain immutable copies of such backups for a mutually agreed- upon time period.

Customer files are replicated to a secondary Azure
region. The Select server is backed up daily and
backups are saved for 30 days. The Recovery Point
Objective, the maximum amount of data loss after an
incident has occurred, can be up to 24 hours because
back ups are only taken once a day. Therefore, if the
failure occurs 1 hour before the next backup is taken,
there would be 23 hours of loss.

Vendor has geographically diverse hosting facilities that provide redundancy for the system

Vendor has a disaster recovery plan and tests it on a regular basis.

Select uses Azure Site Recovery (ASR) as our DRaaS
(Disaster Recovery as a Service). In the event of an
outage, we failover to a secondary Azure Region.

Vendor provides redundancy for all systems and data. Azure, Microsoft's cloud computing platform, prioritizes redundancy and resiliency in its Internet
service provider (ISP) and carrier relationships as well as its connections to and from the Azure network.

Azure employs a multi-pronged approach, featuring
diverse ISP partnerships and multiple carrier
connections to ensure uninterrupted service. By
strategically distributing its data centers across regions and availability zones, Azure mitigates potential single points of failure. Moreover, Azure's global network is
designed to automatically reroute traffic in the event of a network disruption, offering a highly redundant
infrastructure that enhances service reliability and
minimizes downtime for its customers. This
redundancy is a critical element in Azure's commitment
to providing a dependable and robust cloud computing
environment. https://azure.microsoft.com/enus/explore/global-infrastructure.

WKF-012 Notification emails to staff when they need to review and Required approve an item. Y

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Tab G: Vendor
and Technology
Requirements
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Standard users will need basic knowledge of using an internet browser to navigate a website. Administrators can function with basic knowledge of using an internet browser, but will need moderate to advanced knowledge of Roseville’s agenda process. We estimate the total project to take 20-30 hours of effort from the City’s team over the duration of your implementation.

CITY’S RESPONSIBILITIES PER PHASE
City’s Role & Responsibilities
PHASE 1: INITIATE
• Complete Implementation Questionnaire
• Provide Word Versions of Agendas, Item Reports, & Minutes • Attend Kickoff & Consulting Session
• Review & Approve Project Timeline & Key Dates
PHASE 2: ANALYZE • Provide List of Your Users & Board/Council Members • Provide Feedback on Any Needed Changes
PHASE 3: OPTIMIZE
• Attend Template Review Meeting
• Provide Any Additional Feedback & Changes
• Provide Completed Import Template
• Approve Templates & Site Configuration
PHASE 4: EDUCATE • Attend Admin Training (complete practice items) • Attend User Training (complete practice items)
PHASE 5: LAUNCH
• Publish Your New Solution!
• Confirm Confidence of Live Product
• Complete Post-Launch Satisfaction Survey
Software Updates
Select works in three-week development sprints to roll out updates and enhancements every two weeks. As Select is cloud-based there is no need to manually install the updates and there is no downtime. In the case where an enhancement will have a major business impact, you will be notified in advance and invited to attend a webinar or will receive specific training information. For features and enhancements that have a minor business impact, an in-app notification will highlight the new feature and provide links to help center documentation.

Browser Requirements
There are no hardware or software requirements for Select. Supported browsers on a PC are the latest versions of Edge, Firefox and Chrome. Supported browsers on a Mac are the latest versions of Safari, Firefox, and Chrome.

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Tab H: Training and
Support
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Our training team provides multiple training sessions along with testing access to ensure your team is positioned for a seamless transition to an electronic agenda management process.

Basic Administrative Training: The initial training available to system administrators provides a high-level walkthrough of the agenda process and available tools. This session provides system administrators with the baseline knowledge needed to manage agendas.

Advanced Administrative Training: The follow-up administrative training builds on the basic training session. We provide in-depth explanations on system capabilities and discussion of other available functions.

Standard User/Approver Training: The user training session will prepare your staff for using the electronic management tools, which includes item management and approval workflows.

Video Tutorials: The video repository includes tutorials covering several commonly asked questions and basic functions within the system. All users can access video content directly through the module.

We find that hands-on experience with the system, prior to your go-live date, is the best way to ensure that administrators and users are comfortable with the electronic management process. Your staff will be given the opportunity to access the system and manage a mock-agenda.

Support is available throughout all implementation phases and after your go-live date.

Training
CivicPlus Help Center
CivicPlus maintains an online Help Center that customers can search, browse, or print from as they wish. Our Help Center is continually monitored and updated by our dedicated team of support specialists to ensure we are providing the information and resources you need to optimize your solution.

With CivicPlus Help Center, you can:
• Access online training manuals and videos to learn the tips, tricks, and processes to become the expert at using your solution • Attend webinar series for refresher trainings or for sneak peeks at the newest features and functionality in development
• Share ideas and contribute to bettering our community through opinion polls, surveys, and group discussions
• Stay up to date on the latest trends in web technology, design, and government processes through blogs, webinars, and informational updates tailored to local government professionals
• Access our always-available online support center for our customers that is easy to navigate with predictive search
• Sign up to be a part of the CivicPlus beta testers to get your hands on the newest features and functionality first
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Continuing Services
Technical Support & Services
With technology, unlimited support is crucial. Our live technical support engineers based in North America are ready to answer your staff members’ questions and ensure their confidence.

AWARD-WINNING
Over the past six years, CivicPlus
Technical Support has been recognized
by the globally respected Stevie®
Awards for Sales and Customer Service.

CivicPlus has been honored with three
Gold Stevie® Awards, six Silver Stevie®
Awards, and eight Bronze Stevie® Awards in the categories of Front-Line Customer Service Team of the Year – Technology Industries, Customer Service Training or Coaching Program of the Year – Technology Industries, Customer Service
Department of the Year – Computer Software – Up to 1,000 Employees and 100 or More Employees, Most Valuable
Response by a Customer Service Team (COVID-19), Best
Customer Satisfaction Strategy, Remote Customer Service Innovation of the Year, and Achievement in Customer
Experience. The Stevie Awards are the world’s top honors for customer service, contact center, business development, and sales professionals.

CIVICPLUS HELP CENTER
CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides,
FAQs, and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated
Knowledge Management Team to ensure we are providing
the information and resources you need to optimize
your solution. In addition, the Help Center provides our release notes to keep your staff informed of upcoming
enhancements and maintenance.

CONTINUING PARTNERSHIP
We won’t disappear after your solution is launched. You’ll be assigned a dedicated customer success manager who will partner with you by providing information on best practices and how to utilize the tools of your new system to most effectively engage your residents.

Support at a Glance
• Technical support engineers available
8 a.m. – 6 p.m. (CST) Monday – Friday
(excluding holidays)
• Accessible via phone and email
• 4-hour response during normal hours
• 24/7 emergency technical support for
named points of contact
• Dedicated customer success manager
• Online self-service help with the CivicPlus
Help Center (civicplus.help)
Maintenance
• Regular review of site logs, error
messages, servers, router activity, and the
internet in general
• Full backups performed daily
• Regularly scheduled upgrades including
fixes and other enhancements
• Operating system patches
• Testing and development
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Hosting & Security
Redundant power sources and internet access ensure consistent and stable connections. We invest over $1M annually to ensure we adapt to the ever-changing security landscape while providing maximum availability. CivicPlus’ extensive, industry-leading process and procedures for protecting and hosting your site are unparalleled.

CLOUD-HOSTING WITH AZURE
The infrastructure is fully hosted within the Azure Cloud environment using their Infrastructure as a Service (IaaS) model. Using a mix of Azure Virtual Machines and Storage Accounts, all processing and data storage is done within this environment. All users need is a web browser to access and utilize the application. Your system is monitored 24/7/365 with a 99.9% guaranteed up-time (excluding maintenance). Additional details regarding our hosting and security services can be provided upon request.

DISASTER RECOVERY
Agenda and Meeting Management Select utilizes Azure’s Site Recovery Services and Geographically Redundant Storage Accounts (GRS) to provide disaster recovery between Azure regions. All data is written to a GRS account, which creates copies of that data in data centers across multiple Azure regions, so access to the data is always available. Site Recovery Services allows us to quickly spin up and failover to clones of our Azure Virtual Machines.

System Uptime/Availability
Select will use commercially reasonable efforts to make the Select product available with a monthly uptime percentage of at least 99.9%.

Required Maintenance Windows
Our maintenance window is overnight on Sunday evenings. Any additional scheduled maintenance downtime is posted to the CivicPlus Status website and will also be communicated to you with as much advance warning as possible.

Geographical Location of Support Team
Support Engineers are all located in the Domestic United States ans support hours are from 8:00 am to 6:00 pm Central with 24/7/365 emergency support. Any reported concerns are addressed in a priority order established by CivicPlus’ technical teams based on severity and impact.

Support Organizational Structure
Select Implementation Consultants work directly with a product dedicated development and hosting/security team.

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Escalation Process
Select has two methods of self-serve technical support available to all users - a comprehensive, online Help Center with articles and walk-through tutorials and imbedded in-application guides. Additionally, users can contact Select technical support via phone, email, and live chat. The Select support team is available from 8 a.m. to 6 p.m. CST with emergency support available 24/7/365. Expected email ticket first response times for business hours are within 4-hours. Reported concerns are addressed in a priority order established by CivicPlus’ technical teams based on severity and impact. Any ongoing tickets are available online to track the status.

Select Technical Support operates on a two-tiered support system. In the event an inquiry or support ticket needs to be escalated to another CivicPlus team, the Technical Support Team will update your Support Ticket and communicate our findings directly to you.

Regular Support Hours
Support hours are from 8 a.m. to 6 p.m. Central with 24/7/365 emergency support.

Service Level Agreement
Details on CivicPlus’ service level commitments are found in our Master Services Agreement. The pertinent paragraphs outlining these commitments are as follows:

Customer will have 24/7 access to the online CivicPlus Help Center to review use articles and software best practices, receive maintenance release notes, as well as submit and monitor omni-channel support tickets, and access solutionspecific support contact methods.

28. CivicPlus provides live support engineers based in the domestic United States to respond to basic questions concerning use and configuration, to diagnose software code-related errors, and proactively identify potential systems issues. CivicPlus support engineers serve a preliminary function in the agile development process and escalate defects to software developers or architects for remediation. For security purposes, CivicPlus support engineers are not permitted to modify user accounts, and permissions nor distribute access outside of accounts established by means of a support interaction for testing. Customer delegated Users may receive tutorials and guidance on account modifications but will perform the action themselves.

29. CivicPlus support hours span between the hours of 7 am to 7 pm CST but may vary by product. Customer may access the CivicPlus Help Center (civicplus.help) to obtain each product’s support hours. After hours support is available by toll- free phone call only. Non-emergency support requested outside of support hours will be subject to additional fees, such fees will be quoted to Customer at the time of the request and will be subject to Customer Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 42
acceptance and invoiced the next business day following the non-emergency support. CivicPlus shall have the sole discretion to determine in good faith whether support requests qualify as an emergency, exceed reasonable use or are outside the scope of services outlined in any SOW.

30. If a reported problem cannot be solved during the first support interaction, Customer will be provided a ticket number that will be used as communication method throughout ticket escalation until a solution is provided. Support service does not include support for errors caused by third-party products or applications for which CivicPlus is not responsible.

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Tab I: Cost Proposal
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Cost of Services
CivicPlus can appreciate the monetary constraints facing our governments each day. To help ease these concerns and assist with budgeting and planning, our proposed project and pricing are valid for 90 days from August 21, 2024.

Features & Functionality
• Unlimited Users
• Unlimited Storage
• Agenda Management
o Unlimited Boards
o Unlimited Templates
o System-Generated Staff Reports
• Minutes Management
o Record Minutes Including Motions, Votes,
Speakers, and Discussion
• Analytics Module Access
o Create and Save Custom Individual
Views and Organizational Views
o Export Views as .XLS and .CSV Files
• Google Drive, OneDrive, and Dropbox
Integrations
• Board Portal
• Public Resident Portal
• CivicPlus Media with Unlimited Storage
o Up to 3 Concurrent Streams
• Custom IdP Integration
Premium Implementation
• Typical Project Timeline – 20 to 24 Weeks
• Creation of up to 7 Boards
• Creation of Custom - Developed Templates (2
Agenda Templates, 1 Item Report Template, 1
Minutes Template, 1 Agenda Script Template)
• Up to 2 Hours Virtual Consulting
• Up to 4 Hours Virtual Training
Annual Recurring Services
• Hosting & Security
• Software Maintenance Including Service
Patches & System Enhancements
• 24/7 Technical Support
• Dedicated Customer Success Manager
Roseville’s Investment
Total Investment - Initial Term
(includes one-time fees and Initial Term annual services) $25,698.00 Annual Recurring Services
(subject to uplift) $19,233.00
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CivicPlus Project Pricing & Invoicing
CivicPlus has endeavored to meet Roseville’s needs and expectations for your new CivicPlus Agenda and Meeting Management Select solution based on the information provided. The investment proposal included is subject to change should additional functionality, custom development, or project enhancements, outside of the included scope, be added before contract signing.

CivicPlus prices on a per-project, all-inclusive basis. This type of pricing structure eliminates surprise costs, the uncertainty of paying by the hour, and is overall more cost-effective for our customers. It provides you with a price based on the products and features listed in this proposal that only varies if additional functionality of work, outside of the original project scope, is requested. We understand local governments must look beyond just functionality and that multiple factors come into play when determining which vendor can meet not only your functional needs but also your budgetary requirements.

CIVICPLUS OFFERS:

Standard Invoicing
• 100% of Initial Term invoiced upon signature date
• First-year Annual Services is included with your total Initial Term cost • Subsequent annual invoicing occurs on the anniversary of the contract signing date, and is subject to a 5% technology fee uplift each year starting in year 2 of your contract Customized Billing/Invoicing
• Other billing options can be discussed before contract signing and, if feasible, a plan developed that works for all parties
• Not available with all CivicPlus products—please contact your customer success manager for more details We will work with you before contract signing to determine which of our billing processes will meet both your needs for budget planning and our accounting processes.

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Tab J: Required
Statements/
Documents
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Designated Members of the Team
CivicPlus’ proven development process of not assigning your team until contract signing ensures our customers have an available and dedicated team throughout their project.

Conflict of Interest
CivicPlus has no conflicts or perceived conflicts of interest with Roseville.

CivicPlus performs fully comprehensive engagement with each customer. There are several points of contact in many different departments during the contracting and implementation phases. If one point of contact determines a conflict of interest exists, they would escalate to the proper individuals in the company to shed light on the conflict of interest.

Indemnification and Insurance Requirements
CivicPlus has included their exceptions to both documents on pages 62-65.

Proprietary Information
CivicPlus takes all reasonable measures to protect its customer contact information, references, partners, and employee resume information (“Confidential Information”). CivicPlus is in a highly competitive market and the Confidential Information, which is not generally known, can be used by third party competitors to disadvantage CivicPlus through poaching, misappropriating, or disparaging. CivicPlus has marked pages in this Proposal containing Confidential Information as “Confidential”, in the event Roseville receives an open records request for this Proposal, CivicPlus reserves the right to redact its Confidential Information.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 48
Proof of Registration with California Secretary of State Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 49
Proposer’s Certification

Page 18 of 39 ends

Attachment A
PROPOSER’S CERTIFICATION
I hereby propose to furnish the goods or services specified in the Request for Proposals (“RFP”). I agree that my proposal will remain firm for a period of up to ninety (90) days in order to allow the City of Roseville (“City”) adequate time to evaluate the qualifications submitted.

I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this RFP. The information contained in this proposal is true and correct to the best of my knowledge and is signed under penalty of perjury under the laws of the State of California. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its authorized agent and that the firm is ready, willing and able to perform if awarded the contract.

I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or conspiracy with any other person, firm or corporation submitting a proposal for the same product or service; that this proposal is fair and made without outside control, collusion, fraud or illegal action; that no officer, employee or agent of the City or any other proposer is financially interested in said proposal; that no undue influence or pressure was used against or in concert with any officer, employee or agent of the City in connection with the award or terms of the contract that will be executed as a result of this RFP; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.
_________________________________________________ NAME OF BUSINESS _________________________________________________

SIGNATURE
_________________________________________________

NAME & TITLE, TYPED OR PRINTED
_________________________________________________

MAILING ADDRESS
_________________________________________________

TELEPHONE NUMBER
_________________________________________________
EMAIL
Type of Organization:
____ Sole Proprietorship ____ Corporation ____ State of Incorporation ________ Partnership ____Limited Liability Company
CivicPlus, LLC
Amy Vikander, Senior VP of Customer Success
302 S 4th Street, Suite 500, Manhattan, KS 66502
888.228.2233
[email protected]
X
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 50
Levine Act Disclosure Statement

Page 19 of 39 ends

Attachment B

LEVINE ACT DISCLOSURE STATEMENT
(The completed form submitted to the City of Roseville is a public record.) California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits any “Officer” (elected or appointed officer, any alternate thereto, and any candidate for elective office) from participating in any consideration or action related to a proceeding if they receive political contribution(s) from a party, or its agent(s), totaling more than $250 within the previous twelve (12) months, while a proceeding is pending, and for twelve (12) months following the date of a final decision in a proceeding concerning a license, permit, other entitlement for use, franchise, or contract (collectively “license, permit, or contract”). For additional information:
https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.

City Officers are listed at the following sites:
• The Members of City Council - https://www.roseville.ca.us/government/city_council/meet_council • Boards & Commission Members - https://www.roseville.ca.us/government/boards_commissions Parties and their Agents are responsible for reviewing and disclosing their applicable contributions to City Officers on the record of a proceeding.

1. Have you or your entity, or any agent on behalf of you or your entity, made any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months preceding the date of the submission of your license, permit, or contract, or the anticipated date of any City Council, Board, or Commission consideration or action related to this license, permit, or contract? YES _____ NO _X____
If yes, please identify the City Officer(s):________________________________________________________________________________

2. Do you or your entity, or any agent on behalf of you or your entity, anticipate orplan to make any political contribution(s) totaling more than $250 to any City Officer in the twelve (12) months following any City Council, Board, or Commission consideration or action related to this license, permit, or contract?
YES _____ NO __X___
If yes, please identify the City Officer(s):_______________________________________________________________________________ Answering yes to either of the two questions above does not preclude the City of Roseville from considering and/or taking action on a license, permit, or contract. It does, however, potentially preclude the identified City Officers from participating in consideration of and in taking any actions related to the license, permit, or contract. Please accurately complete and sign this form, under the penalty of perjury:
____________ ___________________________________________ _______________________________________ (Date) (Printed Name/Title of Authorized Representative) (Name of business/legal entity) ___________________________________
(Signature)
You must submit a supplemental form if you make any new reportable contribution(s) while the contract, license, permit, or other entitlement is being considered. If this form has not previously been submitted in connection with a contracting, licensing, entitlement or permitting process, please provide the completed form to the Office of the City Clerk for appropriate departmental routing, at: City Clerk, 311 Vernon St., Roseville, CA 95678, [email protected] 7/30/2024 Amy Vikander, Senior VP of Customer Success CivicPlus, LLC Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 51

Page 23 of 42 ends

Attachment C

NONCOLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID
The undersigned declares:

I am the _________________ of ______________________, the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _______________________ [date], at _____________________ [city], ________________ [state].
____________________________________
(Signature of Declarant)
Senior VP of Customer Success CivicPlus, LLC
8/19/2024 Manhattan
Kansas
Non-Collusion Declaration
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 52
Tab K: Exceptions
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 53
Proposal as Non-Binding Document
A successful project begins with a contract that meets the needs of both parties. This proposal (including all supporting, technical, or specification documents required for submittal with the current RFP) is intended as a nonbinding document, and the contents hereof may be superseded by an agreement for services. Its purpose is to provide information on a proposed project we believe will meet your needs based on the information available. If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and insurance requirements as provided in the RFP before a final agreement is reached. Subject to the terms of the final controlling agreement, CivicPlus requires its standard Master Services and Solutions and Service Terms to be incorporated and linked in the final agreement. For reference, the CivicPlus standard Master Services and Solutions and Service Terms can be found online at civicplus.help/hc/en-us/sections/10985404533271. We look forward to developing a mutually beneficial contract with Roseville.

Included below are our exceptions to the General terms and Sample Contract included with the RFP. Consider these as our reservations thereto and a starting point for negotiations of a final agreement with Roseville.

GENERAL TERMS & CONDITIONS

10.2 Non-Appropriation. The City may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended. Notwithstanding the foregoing, in the event of termination due to non-funding, Customer is still responsible for any invoices covering the initial Project Development fees and all such amounts owed shall become due immediately.

10.6 Indemnification & Insurance Requirements
Strike entire paragraph.

10.27 No Assignment or Modifications. This awarded contract is to be binding on the successors and assigns of the parties hereto. The services called for herein are deemed unique and except as provided herein Consultant shall not assign, transfer, subcontract, or otherwise substitute its interest in the agreement or any of its obligations herein without the written consent of the City. The Agreement may be modified only by a written amendment signed by the parties. Notwithstanding the foregoing, CivicPlus may assign and transfer all of its rights and obligations under this Agreement by a sale of a majority of its assets or merger.

Contract Purchase Agreement: Terms and Conditions

1. Strike entire paragraph.

3. Insert at the end: Notwithstanding the foregoing, CivicPlus may assign and transfer all of its rights and obligations under this Agreement by a sale of a majority of its assets or merger.

4. Insert at the end: Notwithstanding the foregoing, CivicPlus will not be liable or responsible for any delay in the time or completion of the Services due to the action or inaction of Customer.

5. At any time during the term of this Agreement, the City either Party has the right to terminate this Agreement, Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 54
provided Consultant either Party is given thirty (30) sixty (60) days written notice. City’s termination shall be without further liability to City; however, Consultant shall be entitled to all costs resonably incurred prior to the date of termination. Consultant acknowledges that City may terminate this Agreement should funds bot be appropriated by its governing body to continue services under this Agreement. Notwithstanding the foregoing, in the event of termination due to non-funding, Customer is still responsible for any invoices covering the initial Project Development fees and all such amounts owed shall become due immediately.

7. Strike entire sentence.

10. c. Additional Insureds. Consultant shall also provide a separate endorsement or section of the policy showing City, its officers, agents, employees, and volunteers as additional insureds for each type of coverage, except for Workers’ Compensation and Professional Liability.
...

12. Strike entire sentence.

19. Strike entire paragraph.

20. Strike entire sentence.

21. Strike entire paragraph.

22. Consultant shall report to City any data compromised or unauthorized access to Confidential Information within twenty-four (24) seventy-two (72) business hours after the Consultant dicovers such data compromise or unauthorized access. Consultant will take commercially reasonable measure to address any such data compromise or unauthorized access in a timely manner. Except as otherwise required by law, Consultant will not provide notice to end users or other entities of any such data compromise or unauthorized access without written permission from City.

Consultant will promptly reimburse City in full for all fees and costs incurred by City in any investigation, remediation or litigation resulting from any such data compromise or unauthorized access, including identity protection and restoration services for each person, who in the City’s sole discretion, could be impacted by identity theft.

25. Strike entire paragraph.

26. Strike entire paragraph.

28. Consultant certifies that Consultant, its employees, directors, officers, agents, subcontractors, vendors, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension, or ineligibility by any federal, state, or local department or agency.

31. Strike entire paragraph.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 55
Last Page:

Check mark the applicable company type below:
______Corporation
______Limited Liability Company
______Partnership
______Sole Proprietor
City reserves the right to withhold any payments to Consultant in the event of noncompliance with Insurance requirements or if required by law.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 56
Tab L: Competency
of Proposers
Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com 57
Litigation with Wrongful Termination
The only litigation that CivicPlus has been involved in within the past seven years was litigation over a wrongful termination claim. The EEOC ruled in CivicPlus’ favor, then the Plaintiff filed in district court, which was then settled outside of court. We have not had any litigation with a customer, current or previous, since then.

Terminating Contract
CivicPlus currently has more than 10,000 customers with active contracts. We have not had a contract terminated for non-performance nor legal action with any customer in the last five years.

Because we mainly work with the public sector, there have been multiple occasions where contracts have required termination for convenience by our customers in the last five years. Reasons have included changes in budget, department organization, and priorities.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF CivicPlus
302 South 4th St. Suite 500
Manhattan, KS 66502
US
Statement of Work
Quote #: Q-80101-1
Date:

Expires On:
7/30/2024 1:49 PM
12/31/2024
Client:

City of Roseville, CA
Bill To:

ROSEVILLE, CALIFORNIA
SALESPERSON Phone EMAIL DELIVERY METHOD PAYMENT METHOD
Gabby Bond [email protected] Net 30
One-time(s)

QTY PRODUCT NAME DESCRIPTION

1.00 CivicPlus Media: Implementation
Fee
CivicPlus Media: Implementation Fee

1.00 CivicClerk Premium
Configuration
CivicClerk Premium Configuration

1.00 CivicClerk Custom Template
Design
CivicClerk Custom Template Set - includes 2 Agenda templates, 1 Item Report template, 1 Minutes template, 1 Agenda Script template

2.00 AMM Select: Virtual Training/
Consulting Fee
Includes 1 hour of virtual training or consulting

1.00 CivicClerk Virtual Training (Half
Day Block)
Training (Virtual) - half day, up to 4 hours

4.00 AMM Select: Virtual Training/
Consulting Fee
Includes 1 hour of virtual training or consulting

1.00 AMM Select: Historical Import
Fee with Videos (500 - 750)
Historical import of between 500 and 750 meetings; Volume is calculated based on number of meetings being imported; Import does include video files
Recurring Service(s)

QTY PRODUCT NAME DESCRIPTION

1.00 CivicPlus Media: Annual Fee CivicPlus Media Annual Fee: Unlimited storage, unlimited users, up to 3 concurrent streams
V. PD 06.01.2015-0048

Page 1 of 3 ends

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF

QTY PRODUCT NAME DESCRIPTION

1.00 AMM Select: Pro Annual Fee AMM Select: Pro Annual Fee Initial Term Beginning at signing and ending 60
months from the date of signature.

Renewing annually on the date of signature.

Initial Term Invoice Schedule Year One Annual Total invoiced upon the signature date of this Agreement, subject to
proration if the term begins at signing. Subsequent
Annual Totals invoiced every 12 months.

Annual Subscription One Time Fees Annual Total
Year One USD 17,500.00 USD 7,390.00 USD 24,890.00
Year Two USD 18,375.00 USD 18,375.00
Year Three USD 19,293.75 USD 19,293.75
Year Four USD 20,258.44 USD 20,258.44
Year Five USD 21,271.36 USD 21,271.36
Subtotal USD 104,088.55
Annual Recurring Services Starting Year 6 USD 22,334.93 Renewal Procedure Automatic 1 year renewal term, unless 60 days notice provided prior to renewal date
Annual Uplift 5% to be applied in year 2
This Statement of Work ("SOW") shall be subject to the terms and conditions of the CivicPlus Master Services Agreement and the applicable Solution and Services terms and conditions located at https://www.civicplus.help/hc/en-us/p/legalstuff (collectively, the "Binding Terms"), By signing this SOW, Client expressly agrees to the terms and conditions of the Binding Terms throughout the term of this SOW.

Special Terms:

Multiyear Agreements - The initial contract will be from date of award for five years. The City reserves the right to renew the contract for three additional years, one year at a time at its sole discretion. The Consultant receiving the contract award for the initial contract will retain that contract award throughout the life of the contract, including the optional renewal years.

V. PD 06.01.2015-0048

Page 2 of 3 ends

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Acceptance
The undersigned has read and agrees to the following Binding Terms, which are incorporated into this SOW, and have caused this SOW to be executed as of the date signed by the Customer which will be the Effective Date:

For CivicPlus Billing Information, please visit https://www.civicplus.com/verify/ Authorized Client Signature CivicPlus
By (please sign):
___________________________________
By (please sign):
___________________________________
Printed Name:
___________________________________
Printed Name:
___________________________________
Title:
___________________________________
Title:
___________________________________
Date:
___________________________________
Date:
___________________________________
Organization Legal Name:
___________________________________
Billing Contact:
___________________________________
Title:
___________________________________
Billing Phone Number:
___________________________________
Billing Email:
___________________________________
Billing Address:
___________________________________
___________________________________
Mailing Address: (If different from above)
___________________________________
___________________________________
PO Number: (Info needed on Invoice (PO or Job#) if required) ___________________________________
V. PD 06.01.2015-0048

Page 3 of 3 ends

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF ABOUT  Security
CivicPlus® Statement on IT
Security
CivicPlus is committed to the highest level of ongoing digital security and cybercrime protections. We continually monitor our customers’ digital properties and annually invest in our cybersecurity infrastructure, staff training, and software protection capabilities.

Hi. I'm the CivicPlus ChatBot.

How can I help you today?
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Your Trusted Partnerfor
Compliance and Security
CivicPlus is a leader in compliance tools for government with worldclass protection designed to safeguard systems and infrastructure, including the personal privacy of individuals. We are the number one compliance leader in social media archiving and invest $12 million annually in cybersecurity.

Communities never sleep, which means your systems need continual monitoring and access. To ensure your residents can always access your digital tools, we maintain 99.9% up-time of our solutions and offer 24/7/365 emergency support.

How to Submit Security Questions or
Report a Concern and Guidance for
Responsible Reporting
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF We appreciate and value our customers, partners, and the security research community—those who proactively and responsibly communicate with us to help maintain stringent security standards across our shared industry.

To protect our customers and systems, CivicPlus does not disclose or discuss security questions or concerns until we have conducted our internal research and evaluation.

By submitting a question or reporting a concern, you agree to abide by the following guidelines:

We are committed to working with our customers, partners, and third parties to ensure the highest digital security level. We will act quickly to address all submissions within these guidelines.

We request that our customers, partners, and members of the media use the following secure channels to privately submit inquiries to our Information Security Team for their response.

For More Information
Allow CivicPlus a reasonable timeframe to investigate and respond.
•
To not publicly share reported information before CivicPlus provides a response and mitigation activities, if necessary. •
Make a good faith effort to avoid creating privacy infringement, destruction, or service disruption to CivicPlus applications or data.
•
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF CivicPlus
Customers
If you are a CivicPlus
customer looking for
technical support, visit your
CIVICPLUS HELP CENTER 
Third Party
Partners
If you have questions about
our security capabilities,
contact our

SECURITY AND HOSTING
TEAM

Media Members
If you are a media member
and would like to contact
CivicPlus, please submit

AN INQUIRY REQUEST
HERE

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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Ongoing Risk Mitigation Efforts
Cybercrime is an ongoing threat to local government operations. We are confident our systems and infrastructure stringently safeguard our customers’ digital content. To mitigate the risk of the ongoing threats to our customers, our software and hosting solutions team have the following security controls and safeguards in place:
• All customer websites are monitored 24/7/365
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF

LOCATION
302 South 4th Street, Suite 500 Manhattan, Kansas 66502 888-228-2233

AWARDS & RECOGNITION
An outside entity regularly performs system vulnerability assessments
•
We follow strict development practices, which include writing secure code that protects our software and websites from crosssite scripting (XSS), SQL Injection, and other means of unauthorized access
•
• We leverage only PCI-compliant payment solutions
We consistently run third-party scans to mitigate security vulnerabilities
•
We do not permit questionable accounts to be validated and systematically delete them
•
Ready to Connect?
Talk with a technology specialist.

CONTACT US
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF MAY 2024-MAY 2025
USA

PRODUCTS
Overview page

SERVING
Municipal Websites
Web Accessibility
Recreation Management
Mass Notification
System

OPERATING
Social Media Archiving
311 CRM System
Process Automation and
Digital Services

GOVERNING
NextRequest
Community
Development
Agenda and Meeting
Management
Codification

ADDITIONAL TOOLS
Overview page

MODULES
CivicPlus Portal
CivicPlus Pay
CivicPlus Chatbot
CivicPlus Media
CivicPlus Mobile
Integration Hub

FEATURES
Features Overview

SERVICES

USE CASES

BY DEPARTMENT
Admin
Clerk
Communications
Elected Officials
IT
Parks and Recreation
Planning and
Development
Public Safety
Public Works

CASE STUDIES

RESOURCES
All Resources
Blog
Brochures
White Papers
Webinars
eBooks
Fact Sheets
ABOUT
About CivicPlus
Careers
Contact Us
News & Press
Security
History
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Tool Kits
Infographics
Videos
© 2024 CivicPlus. CivicPlus Chatbot is powered by Frase.

Careers Terms of Use  Privacy Policy  Security
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Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 CivicPlus Master Services Agreement
This Master Services Agreement (this “Agreement”) governs all Statements of Work (“SOW”) entered into by and between CivicPlus, LLC (“CivicPlus”) and the customer entity identified on the SOW (“Customer”). This Agreement governs the use and provision of any Services purchased by Customer, as described in any signed SOW, and the effective date of this Agreement shall commence on the date of signature of the SOW (“Effective Date”). If a SOW has not been executed, then the Effective Date shall be determined as the start date of implementation of any software solution by CivicPlus for Customer. CivicPlus and Customer referred to herein individually as “Party” and jointly as “Parties”.

Recitals
I. WHEREAS, CivicPlus is engaged in the business of developing and providing access to proprietary community engagement and government content, workflow, and general management software solutions, platforms and associated services (the “Services”); and
II. WHEREAS, Customer wishes to engage CivicPlus for the procurement of the Services and/or receive a license subscription for the ongoing use of the Services, as set forth in the SOW; NOW, THEREFORE, Customer and CivicPlus agree asfollows:

Agreement
Term & Termination

1. This Agreement shall commence on the Effective Date and shall remain in full force and effect for as long as any SOW is in effect between CivicPlus and Customer, or Services are being provided by CivicPlus to Customer, unless terminated in accordance with this §1 or as otherwise provided in this Agreement (the “Term”). Either Party may terminate this Agreement or any SOW as set forth in such SOW, or at its discretion, effective immediately upon written notice to the other Party, if the other Party materially breaches any provision of this Agreement and does not substantially cure the breach within thirty (30) days after receiving notice of such breach. A delinquent Customer account remaining past due for longer than 90 days is a material breach by Customer and is grounds for CivicPlus termination. CivicPlus reserves the right to withhold, remove and/or discard Customer Data without notice for any breach, including, without limitation, Customer’s non-payment. Upon termination for Customer’s breach, Customer’s right to access or use Customer Data immediately ceases, and CivicPlus shall have no obligation to maintain or forward any Customer Data.

2. Upon termination of this Agreement or any SOW for any reason, (a) the licenses granted for such relevant SOW by §11 below will terminate and Customer shall cease all use of the CivicPlus Property and Services associated with the terminated SOW and (b) any amounts owed to CivicPlus for work performed prior to termination shall immediately become due in full and payable. If Customer has paid in advance for the Services, and this Agreement terminates due to material breach of this Agreement by CivicPlus, CivicPlus shall refund Customer a prorated amount of any amount already paid. Upon termination by Customer for convenience or due to material breach by Customer, in addition to any remedy Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 provided in this Agreement or provided in law or equity, CivicPlus shall be entitled to retain any amounts already paid.

Sections 7, 8, 10, 14, 15, 18, 32 -34, 40, and 42 will survive any expiration or termination of this Agreement.

3. At any time during the Term, CivicPlus may, immediately upon notice to Customer, suspend Customer and any of its Users access to any Service due to a threat to the technical security or technical integrity of the Services.

Invoicing & Payment Terms

4. Customer will pay the amounts owed to CivicPlus for the development and implementation of the Customer’s Services, as defined in the SOW (“Project Development”), subscription and licensing, and annual hosting, support and maintenance services (“Annual Recurring Services”) in accordance with the payment schedule set forth on the applicable SOW. Invoices shall be sent electronically to the individual/entity designated in the SOW’s contact sheet that is required to be filled out and submitted by Customer (the “Contact Sheet”). Customer shall provide accurate, current and complete information of Customer’s legal business name, address, email address, and phone number in the Contact Sheet upon submission of a signed SOW. Customer will maintain and promptly update the Contact Sheet information if it should change. Upon Customer’s request, CivicPlus will mail hard-copy invoices for a $5.00 convenience fee to be added to the mailed invoice.

5. Each SOW will state the amount of days from date of invoice payment is due. Unless otherwise limited by law, a finance charge of 1.5 percent (%) per month or the maximum rate permitted by applicable law, whichever is less, will be added to past due accounts from due date until paid. Payments received will be applied first to finance charges, then to the oldest outstanding invoice(s). If the Customer's account exceeds 60 days past due, support will be discontinued until the Customer's account ismade current. If the Customer's account exceeds 90 days past due, CivicPlus may suspend in progress Project Development and Annual Recurring Services will be discontinued, and the Customer will no longer have access to the Services until the Customer's account is made current. Customer will be given 15 days’ notice prior to discontinuation of Services for non-payment.

6. During the performance of Project Development, if Customer requests a change that requires repeated efforts to previously approved work product and such change causes CivicPlus to incur additional expenses (i.e. airline change fees, resource hours, consultant fees, Customer does not show up for scheduled meetings or trainings), Customer agrees to reimburse CivicPlus for such additional expenses. CivicPlus shall notify Customer prior to incurring such expenses and shall only incur those expenses which are approved by Customer.

Ownership & Content Responsibility

7. Upon full and complete payment of amounts owed for Project Development under the applicable SOW, Customer will own any website graphic designs, Services content, module content, importable/exportable data, and archived information (“Customer Content”) created by CivicPlus on behalf of Customer pursuant to this Agreement. “Customer Content” also includes, without limitation, any elements of text, graphics, images, photos, audio, video, designs, artworks, logos, trademarks, services marks, and other materials or content which Customer provides to CivicPlus for processing, transmission, storage, or inputs into any website, software or module in connection with any Services. Customer Content excludes any content in the public domain and any content owned or licensed by CivicPlus, whether in connection with providing Services or otherwise.

8. Upon completion of the Project Development, Customer will take over the management and control of the Services and Customer will assume full responsibility for Customer Content maintenance and administration. Customer, not CivicPlus, shall have sole responsibility for the accuracy, quality, integrity, legality, reliability, appropriateness, and Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 intellectual property ownership or right to use of all Customer Content. Customer hereby grants CivicPlus a worldwide, non-exclusive right and license to reproduce, distribute and display the Customer Content as necessary to provide the Services. Customer represents and warrants that Customer owns all Customer Content or that Customer has permission from the rightful owner to use each of the elements of Customer Content and that Customer has all rights necessary for CivicPlus to use the Customer Content in connection with providing the Services. Customer agrees that CivicPlus shall not be responsible or liable for the content of messages created by Customer or by Customer’s Users or end-users who access Service. Notwithstanding the foregoing, CivicPlus retains the right, but not the obligation, to remove any Customer Content that is libelous, harassing, abusive, fraudulent, defamatory, excessively profane, obscene, abusive, hate related, violent, harmful to minors, that advocates racial or ethnic intolerance, intended to advocate or advance computer hacking or cracking, or other material, products or services that violate or encourage conduct that would violate any laws or thirdparty rights.

9. At any time during the term of the applicable SOW, Customer will have the ability to download the Customer Content and export the data that is processed through the Services (“Customer Data”). Customer may request CivicPlus to perform the export of Customer Data and provide the Customer Data to Customer in a commonly used format, at any time, for a fee to be quoted at time of request and approved by Customer. Upon termination of the applicable SOW for any reason, whether or not Customer has retrieved or requested the Customer Data, CivicPlus reserves the right to permanently and definitively delete the Customer Content and Customer Data held in the Services thirty (30) days following termination of the applicable SOW. During the thirty (30) day period following termination of the SOW, regardless of the reason for its termination, Customer will not have access to the Services.

10. Intellectual Property in the software or other original works created by or licensed to CivicPlus, including all software source code, documents, and materials used in performing the Services (“CivicPlus Property”) will remain the property of CivicPlus. CivicPlus Property specifically excludes Customer Content. Customer shall not (i) license, sublicense, sell, resell, reproduce, transfer, assign, distribute or otherwise commercially exploit or make available to any third party any CivicPlus Property in any way, except as specifically provided in the applicable SOW; (ii) adapt, alter, modify or make derivative works based upon any CivicPlus Property; (iii) create internet “links” to the CivicPlus Property software or “frame” or “mirror” any CivicPlus Property administrative access on any other server or wireless or internet-based device that may allow third party entities, other than Customer, to use the Services; (iv) reverse engineer, decompile, disassemble or otherwise attempt to obtain the software source code to all or any portion of the Services; (v) make any attempt to gain unauthorized access to the Services and/or any of CivicPlus’ systems or networks; or (vi) access any CivicPlus Property in order to: (a) build a competitive product or service, (b) build a product using similar ideas, features, functions or graphics of any CivicPlus Property, or (c) copy any ideas, features, functions or graphics of any CivicPlus Property. The CivicPlus name, the CivicPlus logo, and the product and module names associated with any CivicPlus Property are trademarks of CivicPlus, and no right or license is granted to use them outside of the licenses set forth in this Agreement.

11. Provided Customer complies with the terms and conditions herein, the relevant SOW, and license restrictions set forth in §10, CivicPlus hereby grants Customer a limited, nontransferable, nonexclusive, non-assignable license to access and use the CivicPlus Property associated with any valid and effective SOW, for the term of the respective SOW. The license set forth herein, shall only apply to the extent that Customer is using the Services for legitimate business use as intended by the purpose of the Services and not for the purpose of comparing the Services to a competitor or similar product of CivicPlus. Customer hereby warrants and affirms its purpose in accessing or otherwise using the Services is for their intended purpose only and understands and agrees that any other use shall be considered fraud.

12. All CivicPlus helpful information and user’s guides for the Services (“Documentation”) are maintained and updated electronically by CivicPlus and can be accessed through the CivicPlus “Help Center”. CivicPlus does not provide paper copies of its Documentation. Customer and its Users are granted a limited license to access Documentation as needed.

Customer shall not copy, download, distribute, or make derivatives of the Documentation.

13. Customer acknowledges that CivicPlus may continually develop, alter, deliver, and provide to the Customer ongoing Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 innovation to the Services, in the form of new features and functionalities. CivicPlus reserves the right to modify the Services from time to time. Any modifications or improvements to the Services listed on the SOW will be provided to the Customer at no additional charge. In the event that CivicPlus creates new products or significant enhancements to the Services (“New Services”), and Customer desires these New Services, then Customer will have to pay CivicPlus the appropriate fee for the access to and use of the New Services. CivicPlus shall use its reasonable best efforts to provide workarounds in the event any modification to the Services causes Customer to lose substantial functionality of the Services.

14. CivicPlus in its sole discretion, may utilize all comments and suggestions, whether written or oral, furnished by Customer to CivicPlus in connection with its access to and use of the Services (all reports, comments and suggestions provided by Customer hereunder constitute, collectively, the “Feedback”). Customer hereby grants to CivicPlus a worldwide, non-exclusive, irrevocable, perpetual, royalty-free right and license to incorporate the Feedback in the CivicPlus products and services.

Indemnification

15. CivicPlus will defend at its expense or settle any third-party claim against Customer alleging that the Services provided under this Agreement infringe intellectual property rights. CivicPlus will pay infringement claim defense costs, CivicPlus–negotiated settlement amounts, and damages finally awarded by a court. CivicPlus has no obligation for any claim of infringement arising from Customer's use of the Services for purposes not contemplated by this Agreement.

CivicPlus’s indemnification obligations under this Section 15 are conditioned upon the Customer (i) promptly notifying the CivicPlus of any claim in writing; (ii) cooperating with CivicPlus in the defense of the claim; and (iii) granting CivicPlus sole control of the defense or settlement of the claim. The indemnification obligations of CivicPlus herein shall not apply to any claims of intellectual property infringement related to Customer Content.

Responsibilities of the Parties

16. CivicPlus will not be liable for any act, omission of act, negligence or defect in the quality of service of any underlying carrier, licensor or other third-party service provider whose facilities or services are used in furnishing any portion of the Service received by the Customer.

17. CivicPlus will not be liable for any failure of performance that is caused by or the result of any act or omission by Customer or any entity employed/contracted on the Customer’s behalf. During Project Development, Customer will be responsive and cooperative with CivicPlus to ensure the Project Development is completed in a timely manner.

18. Customer agrees that it is solely responsible for the end-user’s personal data that Customer decides to solicit, collect, store, or otherwise use in connection with any Service provided by CivicPlus. Customer understands and agrees that CivicPlus provides certain solutions with increased security measures for the solicitation and storage of any sensitive data, and it is Customer’s responsibility to determine whether the data it solicits and collects should be stored in such solutions.

Customer understands and agrees that CivicPlus does not have knowledge or control over what type of data Customer solicits therefore CivicPlus has no responsibility for the use or storage of end-users’ personal data in connection with the Services or the consequences of the solicitation, collection, storage, or other use by Customer or by any third party of any personal data. Customer has the sole control and responsibility over the determination of which data and information shall be included in the content that is to be transmitted and stored by CivicPlus. Customer shall not provide to CivicPlus or allow to be provided to CivicPlus any content that (a) infringes or violates any 3rd party’s intellectual property rights, rights of publicity or rights of privacy, (b) contains any defamatory material, or (c) violates any federal, state, local, or foreign laws, regulations, or statutes.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233

19. Customer is responsible for all activity that occurs under Customer's accounts by or on behalf of Customer. Customer agrees to (a) be solely responsible for all designated and authorized individuals chosen by Customer (“User”) activity, which must be in accordance with this Agreement and the CivicPlus Terms of Use; (b) be solely responsible for Customer Data; (c) obtain and maintain during the term all necessary consents, agreements and approvals from end-users, individuals or any other third parties for all actual or intended uses of information, data or other content Customer will use in connection with the Services; (d) use commercially reasonable efforts to prevent unauthorized access to, or use of, any User’s log-in information and the Services, and notify CivicPlus promptly of any known unauthorized access or use of the foregoing; (e) use commercially reasonable efforts to prevent unauthorized access to or use of the Services and CivicPlus Property and shall promptly notify CivicPlus of any unauthorized access or use of the Services and/or CivicPlus Property and any loss or theft or unauthorized use of any n User's password or username and/or personal information; and (f) use the Services only in accordance with applicable laws and regulations.

20. The Parties shall comply with all applicable local, state, and federal laws, treaties, regulations, and conventions in connection with its use and provision of any of the Services or CivicPlus Property.

21. CivicPlus shall not be responsible for any act or omission of any third-party vendor or service provider that Customer has selected to integrate any of its Services with.

22. Customer understands that CivicPlus must fastidiously allocate resources across all of its customers and specifically reserves necessary resources for Customer’s Project Development. If any professional services, such as consulting or training, purchased by Customer are not used during the Project Development phase solely due to the inaction or unresponsiveness of Customer, then these services shall expire 30 days after completion of Project Development. The Customer may re-schedule any unused professional services during this 30-day period as mutually agreed upon by the Parties. Any professional services that have not been used or rescheduled shall be marked as complete and closed upon the expiration of the 30-day period.

Data Security

23. CivicPlus shall, at all times, comply with the terms and conditions of its Privacy Policy. CivicPlus will maintain commercially reasonable administrative, physical, and technical safeguards designed to protect the security and confidentiality of Customer Data. CivicPlus will not modify Customer Data or disclose Customer Data, except (a) in order to provide the Services; (b) to prevent or address service or technical problems in connection with support matters; (c) as specifically directed or expressly permitted in writing by Customer, (d) in compliance with our Privacy Policy; or (f) if compelled by law. Notwithstanding the foregoing, CivicPlus reserves the right to delete, suspend, or block known malicious accounts without Customer authorization. Customer understands that CivicPlus has no obligation to provide the Services or maintain the Customer Data, information or other material if Customer’s accounts are past due and unpaid as set forth in this Agreement.

24. Customer acknowledges and agrees that CivicPlus utilizes third-party service providers to host and provide the Services and store Customer Data and the protection of such data will be in accordance with such third party’s safeguards for the protection and the security and confidentiality of Customer’s Data. Notwithstanding anything to the contrary, CivicPlus shall have the right to collect and analyze data and other information relating to the provision, use and performance of various aspects of the Services and related systems and technologies (including, without limitation, information concerning Customer Data and data derived therefrom), and CivicPlus will be free (during and after the term hereof) to use such information and data to improve and enhance the Services and for other development, diagnostic and corrective purposes in connection with the Services and other CivicPlus offerings.

25. CivicPlus may offer Customer the ability to use third-party applications in combination with the Services. Any such third-party application will be subject to acceptance by Customer. In connection with any such third-party application Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 agreed to by Customer, Customer acknowledges and agrees that CivicPlus may allow the third-party providers access to Customer Data asrequired for the interoperation of such third-party application with the Services. The use of a third-party application with the Services may also require Customer to agree to a separate agreement or terms and conditions with the provider of the third-party application, which will govern Customer's use of such third-party application.

26. In the event of a security breach due to the sole negligence, malicious actions, omissions, or misconduct of CivicPlus, CivicPlus, as the data custodian, will comply will all remediation efforts as required by applicable federal and state law.

CivicPlus Support

27. CivicPlus will use commercially reasonable efforts to perform the Services in a manner consistent with applicable industry standards, including maintaining Services availability 24 hours a day, 7 days a week with 99.9% uptime. Customer will have 24/7 access to the online CivicPlus Help Center (civicplus.help) to review use articles, software best practices, receive maintenance release notes, as well as submit and monitor omni-channel support tickets and access solution specific support contact methods (https://www.civicplus.help/hc/en-us/requests/new).

29. CivicPlus support hours span between the hours of 7 am to 7 pm CST, but may vary by product. Customer may access the CivicPlus Help Center (civicplus.help) to obtain each product’s support hours. After hours support is available by toll- free phone call only. Non-emergency support requested outside of support hours will be subject to additional fees, such fees will be quoted to Customer at the time of the request and will be subject to Customer acceptance and invoiced the next business day following the non-emergency support. CivicPlus shall have the sole discretion to determine in good faith whether support requests qualify as an emergency, exceed reasonable use or are outside the scope of services outlined in any SOW.

30. If a reported problem cannot be solved during the firstsupport interaction, Customer will be provided a ticket number that will be used as communication method throughout ticket escalation until a solution is provided. Support service does not include support for errors caused by third party products or applications for which CivicPlus is not responsible.

Marketing

31. Customer hereby authorizes CivicPlus to include CivicPlus’s name and logo inconspicuously within the Customer’s instance of the Services. Customer may publicly refer to itself as a customer of the CivicPlus Services, including on Customer's website and in sales presentations. Notwithstanding the foregoing, each Party hereby grants the other a limited, worldwide, license to use the other’s logo in conformance with such Party’s trademark usage guidelines and solely for the purposes of providing the Services. In no event will either Party issue a press release publicly announcing this relationship without the approval of the other Party, such approval not to be unreasonably withheld.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 Limitation of Liability

32. CivicPlus’ liability arising out of or related to this Agreement, or any associated SOW, will not exceed the amounts paid by Customer for the Annual Recurring Services in the year prior to such claim of liability.

33. In no event will CivicPlus be liable to Customer for any consequential, indirect, special, incidental, or punitive damages arising out of or related to this Agreement.

34. The liabilities limited by Section 32 and 33 apply: (a) to liability for negligence; (b) regardless of the form of action, whether in contract, tort, strict product liability, or otherwise; (c) even if Customer is advised in advance of the possibility of the damages in question and even if such damages were foreseeable; and (d) even if Customer’s remedies fail of their essential purposes. If applicable law limits the application of the provisions of this Limitation of Liability section, CivicPlus’ liability will be limited to the maximum extent permissible.

Warranties and Disclaimer

35. Each person signing the SOW, or otherwise agreeing to the terms of this Agreement, represents and warrants that he or she is duly authorized and has legal capacity to execute and bind the respective Party to the terms and conditions of the SOW and this Agreement. Each Party represents and warrants to the other that the execution and delivery of the SOW and the performance of such Party’s obligations thereunder have been duly authorized and that this Agreement is a valid and legal agreement binding on such Party and enforceable in accordance with its terms. Customer represents and warrants that Customer has not provided any false information to gain access to the Service and that Customer’s billing information provided on the Contact Sheet is correct; and it has all necessary rights in the Customer Content to permit Customer’s use of the Service and to grant the licenses contained in this Agreement without infringing the intellectual property or other rights of any third parties, violating any applicable laws, or violating the terms of any license or agreement to which it is bound.

36. CivicPlus warrants that the Services will perform substantially in accordance with documentation and marketing proposals, and free of any material defect. CivicPlus warrants to the Customer that, upon notice given to CivicPlus of any defect in design or fault or improper workmanship, CivicPlus will remedy any such defect. CivicPlus makes no warranty regarding, and will have no responsibility for, any claim arising out of: (i) a modification of the Services made by anyone other than CivicPlus, even in a situation where CivicPlus approves of such modification in writing; or (ii) use of the Services in combination with a third-party service, web hosting service, or server not authorized by CivicPlus.

37. The Services may be temporarily unavailable for scheduled maintenance or for unscheduled emergency maintenance, either by CivicPlus or by third-party providers, or because of other causes beyond CivicPlus's reasonable control, but CivicPlus shall use reasonable efforts to provide advance notice in writing or by e-mail of any scheduled service disruption. HOWEVER, SERVICE PROVIDER DOES NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE SERVICES.EXCEPT FOR THE EXPRESS WARRANTIES IN THIS AGREEMENT, THE SERVICES ARE PROVIDED “AS IS AND CIVICPLUS HEREBY DISCLAIMS ALL

WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, INCLUDING ANY IMPLIED

WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ARISING FROM A PRIOR COURSE OF DEALING.

38. EACH PROVISION OF THIS AGREEMENT THAT PROVIDES FOR A LIMITATION OF LIABILITY,

DISCLAIMER OF WARRANTIES, OR EXCLUSION OF DAMAGES IS TO ALLOCATE THE RISKS OF THIS AGREEMENT BETWEEN THE PARTIES. THIS ALLOCATION IS REFLECTED IN THE PRICING OFFERED BY

CIVICPLUS TO CUSTOMER AND IS AN ESSENTIAL ELEMENT OF THE BASIS OF THE BARGAIN BETWEEN Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 THE PARTIES. EACH OF THESE PROVISIONS IS SEVERABLE AND INDEPENDENT OF ALL OTHER PROVISIONS OF THIS AGREEMENT.

Force Majeure

39. No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of God, storm, pandemic, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civil disturbance, riot, war, national emergency, act of public enemy, internet service provider failure or delay, third party application failure, denial of service attack, or other cause of similar or dissimilar nature beyond its control.

Taxes

40. The amounts owed for the Services exclude, and Customer will be responsible for, all sales, use, excise, withholding and any other similar taxes, duties and charges of any kind imposed by any federal, state or local governmental entity in connection with the Services (excluding taxes based solely on CivicPlus’s income). If the Customer is tax-exempt, the Customer must provide CivicPlus proof of their tax-exempt status, within fifteen (15) days of contract signing, and the fees owed by Customer under this Agreement will not be taxed. If such exemption certificate is challenged or held invalid by a taxing authority then Customer agrees to pay for all resulting fines, penalties and expenses.

Other Documents

41. This Agreement, including all exhibits, amendments, and addenda hereto and all SOWs, constitutes the entire agreement between the Parties and supersedes all prior and contemporaneous agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement or any SOW will be effective unless in writing and signed by each Party. However, to the extent of any conflict or inconsistency between the provision in the body of this Agreement and any exhibit, amendment, or addenda hereto or any SOW, the terms of such exhibit, amendment, addenda or SOW will prevail. Notwithstanding any language to the contrary therein, no terms or conditions stated in a Customer purchase order or other order documentation (excluding SOWs) will be incorporated into or form any part of this Agreement, all such terms or conditions will be null and void, unless such term is to refer and agree to this Agreement.

Interlocal Purchasing Consent/ Cooperative Purchasing

42. With the prior approval of CivicPlus, which may be withheld for any or no reason within CivicPlus’s sole discretion, this Agreement and any SOW may be extended to any public entity in Customer’s home-state to purchase at the SOW prices and specifications in accordance with the terms stated herein.

43. To the extent permitted by law, the terms of this Agreement and set forth in one or more SOW(s) may be extended for use by other local government entities upon execution of a separate agreement, SOW, or other duly signed writing by and between CivicPlus and such entity, setting forth all of the terms and conditions for such use, including applicable fees and billing terms.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF civicplus.com | 302 South 4th Street, Suite 500 | Manhattan, KS 66502 | 888-228-2233 Miscellaneous Provisions

44. The invalidity or unenforceability, in whole or in part, of any provision of this Agreement shall not void, affect the validity or enforceability of any other provision of this Agreement.

45. The Parties negotiated this Agreement with the opportunity to receive the aid of counsel and, accordingly, intend this Agreement to be construed fairly, according to its terms, in plain English, without constructive presumptions against the drafting Party. The headings of Sections of this Agreement are for convenience and are not to be used in interpreting this Agreement. As used in this Agreement, the word “including” means “including but not limited to.”

46. The Parties will use reasonable, good faith efforts to resolve any dispute between them in good faith prior to initiating legal action.

47. This Agreement and any SOW, to the extent signed and delivered by means of a facsimile machine or electronic mail, shall be treated in all manner and respects as an original agreement or instrument and shall be considered to have the same binding legal effect as if it were the original signed version thereof delivered in person. The Parties agree that an electronic signature is the legal equivalent of its manual signature on this Agreement and any SOW. The Parties agree that no certification authority or other third party verification is necessary to validate its electronic signature and that the lack of such certification of third party verification will not in any way affect the enforceability of the Parties’ electronic signature or any resulting agreement between CivicPlus and Customer.

48. Due to the rapidly changing nature of software as a service and digital communications, CivicPlus may unilaterally update this Agreement from time to time. In the event CivicPlus believes such change is a material alteration of the terms herein, CivicPlus will provide Customer with written notice describing such change via email or through its website.

Customer’s continued use of the Services following such updates constitutes Customer’s acceptance of the same. In the event Customer rejects the update to the terms herein, Customer must notify CivicPlus of its objection within ten (10) days receipt of notice of such update.

Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF CivicPlus Platform
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Started (/hc/enus/categories/115000402794-Get-Started) > CivicPlus Legal Stuff (/hc/en-us/sections/10985132323479-CivicPlus-LegalStuff) > Legal Terms and Conditions for Services (/hc/en-us/sections/10985404533271-Legal-Terms-and-Conditions-forServices) > Solutions and Services Terms and Conditions (/hc/en-us/sections/11726451593367-Solutions-and-ServicesTerms-and-Conditions) Agenda Meetings and Management
(CivicClerk and Municode Meetings) Terms
10 months ago · Updated
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The Customer shall have sole control and responsibility over the determination of which data and information shall be included in the content that is to be transmitted and stored by CivicPlus. The Customer shall not provide to CivicPlus or allow to be provided to CivicPlus any content that:

1. infringes or violates any third party’s Intellectual Property rights, rights of publicity, or rights of privacy,

2. contains any defamatory material, or

3. violates any federal, state, local, or foreign laws, regulations, or statutes. (/hc/enus)
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11/14/24, 11:09 AM Agenda Meetings and Management (CivicClerk and Municode Meetings) Terms – CivicPlus Platform https://www.civicplus.help/hc/en-us/articles/10990270686615-Agenda-Meetings-and-Management-CivicClerk-and-Municode-Meetings-Terms 1/4 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF The scope of the initial implementation services to be delivered by CivicPlus at the time of signing a Statement of Work ("SOW") are as listed in the applicable SOW. The Customer is responsible for providing all information required for the configuration of the services in accordance with the scope and project timeline. Upon the making of the Customer’s instance of the Services live and accessible on the internet to the intended audience (“Go-live”), any unused implementation services (ie: board configuration) will expire.

Any configuration of additional boards by CivicPlus after Go-Live may incur additional one-time charges based on the scope of the desired configuration, design, and training services.

Completion of implementation services will be determined by Go Live status. The parties agree to cooperate in a timely manner to complete all implementation tasks and deliverables in order to obtain GoLive status of the Services in a timely manner. CivicPlus will make reasonable efforts to confirm Go Live status with the Customer, but reserves the right to deem the Customer’s use of the Services in the intended course of business as Go Live.

CivicPlus Media
Close Captioning, Transcription, and Translation services may be selected in the Services at the applicable and published rates displayed in the Services.

The Customer is responsible for requesting and initiating the Close Captioning Services, including the specific Category of Services desired, as set forth above, on the Customer’s production site. CivicPlus will use commercially reasonable efforts to provide the completed Work Product (as defined below) to the Customer within 4 business days of Customer initiation, with regard to Transcriptionist-Based Closed Captioning, and within 24 hours of Customer initiation, with regard to Machine-Based Closed Captioning.

CivicPlus will use commercially reasonable efforts to provide the Services in a manner consistent with applicable industry standards.

The Customer is responsible for requesting and initiating the Translation Services, including the specific Category of Services desired, as set forth above, on the Customer’s production site. CivicPlus will use commercially reasonable efforts to provide the completed Work Product (as defined below) to the Customer within 5 business days of Customer initiation, with regard to Human Translation service, and within 24 hours of Customer initiation, with regard to Machine Translation service. CivicPlus will use commercially reasonable efforts to provide the Services in a manner consistent with applicable industry standards.

By initiating the Services on the production site, the Customer is agreeing to all associated costs for its use of the Services. The Fees for the Services used by the Customer shall be invoiced by CivicPlus on a monthly basis, in arrears. Such invoice to include: the Category of the Services used; the duration, in minutes (rounded to the nearest minute), each category of Services was used in the prior month; and the total amount owed to CivicPlus by the Customer for the Services used in the month prior. If, at any time, the Customer’s account is past due, CivicPlus may refuse to provide the Services until the Customer’s account is brought up to date and all unpaid amounts owed are paid.

All human-based translation services shall have a 3.5 minute minimum requirement for review. 11/14/24, 11:09 AM Agenda Meetings and Management (CivicClerk and Municode Meetings) Terms – CivicPlus Platform https://www.civicplus.help/hc/en-us/articles/10990270686615-Agenda-Meetings-and-Management-CivicClerk-and-Municode-Meetings-Terms 2/4 Docusign Envelope ID: 65AFC506-26FB-4BA1-8CD9-7916A0FD63CF Upon full and total payment, the Customer shall own the certain transcription and captioning work product produced by the Services (the “Work Product”). The Customer understands and agrees that the audio characteristics may increase transcription pricing, the Rates for the Services provided above assumes the audio is reasonably clear and good, good audio is any media that is clearly recorded in a controlled environment with one person talking at a time with minimal background noise and no media defects. The format must be recorded in the specific formats required and communicated to the Customer by CivicPlus.

CivicPlus does endeavor to provide an accurate Work Product; however, The Customer should be aware that any audio that does not meet the criteria above may impact the quality of the Work Product and cause it to drop in accuracy. Accuracy is defined as:

1. words are spelled correctly;

2. phrases and sentences make sense in a standalone document; and

3. text is near exact replication of spoken words. The Work Product will not include unintended speech such as “ums” and “uhs”, stuttered speech, or difficult proper nouns.

The Services and Work Product are provided on an “as is” basis, and the Customer’s use of the Services is at its own risk. CivicPlus does not warrant that the Services or the Work Product will be uninterrupted or error-free or unaffected by force majeure events.

Boards and Committees Applications
The Boards and Committees Application is solely intended for the display of board positions, applications thereto, and approval workflow for applicants to such boards (the "Intended Use"). Customer shall not create additional forms, workflows, workflow events, or boards, nor allow users to utilize the Board and Committees Application for any purposes not related to the Intended Use.

Customer will not solicit for sensitive PII to be stored in the Boards and Committees Application. Customer shall remain responsible for the type and treatment of data stored in the Boards and Committees Application in compliance with applicable law.

Supplemental Articles
CivicPlus's Master Services Agreement (https://www.civicplus.help/hc/enus/articles/10989047390487) CivicPlus Privacy Policy (https://www.civicplus.help/hc/en-us/articles/11080149398039) CivicPlus Product Terms (/hc/en-us/sections/11726451593367) Was this article helpful?
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COUNCIL COMMUNICATION
CC #: 3671
File #: 0704-01
Title: Wanish Park Shade Structure Replacement Project - Contract Purchase Agreement Contact: Kelly Appier 916-774-5927 [email protected] Meeting Date: 12/18/2024
Item #: 7.3.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve contract purchase agreement (#3004212) with Ross Recreation Equipment, Inc. for $109,423.01 and authorize the City Manager to execute it on behalf of the City of Roseville. Staff further requests authority to approve change orders, consistent with the contract terms, provided that the net cost of all change orders shall not exceed ten percent (10%) of the contract amount.

BACKGROUND
The existing wooden shade structure was installed in 1994. The wood has become rotted and is past its useful life, creating an unstable structure and safety concern.

This Contract Purchase Agreement with Ross Recreation is to remove the existing wooden shade structure, purchase and install a new metal shade structure through a piggy-back agreement, using National Purchasing Partners Government contract #PS21070, in order to utilize a competitively procured contract for the lowest cost for the improvement. Delivery of this shade structure is expected in summer 2025.

FISCAL IMPACT
The funding for this shade structure replacement was approved by Council in the FY 2024-25 Capital Improvement Program using the Parks, Recreation and Library Capital Projects Fund.

Maintenance is funded by the General Fund and will not increase.

ENVIRONMENTAL REVIEW
The proposed project involves the replacement of minor structures accessory to existing commercial, industrial, or institutional facilities. This activity is categorically exempt from CEQA as a Class 11 Exemption (State CEQA Guidelines Section 15311). The Exemption has been prepared and no further CEQA action is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Kelly Appier, Park Development Project Manager
Jill Geller, Director of Parks, Recreation & Libraries
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Vicinity Map
Resolution 24-410
Contract PurchaseAgreement
CEQA Exemption

RESOLUTION NO. 24-410

APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND ROSS RECREATION EQUIPMENT COMPANY, INC. AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT

ON BEHALF OF THE CITY OF ROSEVILLE
WHEREAS, Contract Purchase Agreement (3004212) for the Wanish Park Shade Structure Replacement project, by and between the City of Roseville and Ross Recreation Equipment Company, Inc., has been reviewed by the City Council; and NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said contract purchase agreement is approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City ofRoseville this day of , 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk

Notice of Exemption
To: Placer County Clerk From: City of Roseville
Recorder’s Office Development Services Dept.
2954 Richardson Drive 311 Vernon Street
Auburn, CA 95603 Roseville, CA 95678
Project Title: Wanish Park Shade Structure Replacement
Project Location(s): 1351 Junction Boulevard (APN 476-140-002-000), Roseville, CA 95747
Project Description: The Parks, Recreation and Libraries (PRL) Department is proposing to remove an existing wooden shade structure located at Wanish Park and replace it with a new metal structure. There are no sensitive resources in the surrounding area, and the replacement structure would serve the same purpose as the existing shade structure.

Public Agency Approving Project: Roseville City Council Agency/Individual Carrying Out Project: City of Roseville Parks, Recreation and Libraries Department
Reason why this Project is Exempt: This project qualifies for a Class 11 Exemption as described in Section 15311 of the California Environmental Quality Act (CEQA) guidelines which states:
“Class 11 involves the construction of….minor structures accessory to existing public facilities …”
The project would replace an existing wooden shade structure with a new metal structure at a city park, would serve the same purpose, and would not expand use beyond existing levels. Furthermore, no environmentally sensitive resources are located within or near the project site; and therefore the Class 11 Exemption is applicable to the proposed project.

Lead Agency Contact Person: Kelly Appier, Parks, Recreation and Libraries Department, 316 Vernon Street, Roseville, CA 95678. (916) 774-5927.

Signature: Date: 9/18/2024
Jessica Lynch, Environmental Coordinator
City of Roseville

COUNCIL COMMUNICATION
CC #: 3675
File #: 0704-01
Title: Ninja Fitness Course - Contract Purchase Agreement Contact: Joel De Jong 916-774-5924 [email protected] Meeting Date: 12/18/2024
Item #: 7.4.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve contract purchase agreement (#3004258) with Greenfields Outdoor Fitness, Inc. for $362,805.67 and authorize the City Manager to execute it.

Staff also requests authority to approve change orders, consistent with the contract terms, provided that the net cost of all change orders shall not exceed ten percent (10%) of the contract amount.

BACKGROUND
Campus Oaks Park is an 8.7-acre park located off of Roseville Parkway and Blue Dog Drive in the Campus Oaks area of Roseville. The park is west of Foothills Boulevards and adjacent to the former Hewlett Packard campus. Construction of Campus Oaks Park was completed in 2024 by the developer on behalf of the City. The Council-approved master plan included elements that were unable to be constructed during the initial phase of construction by the Developer due to budget constraints. This included the ninja fitness course as well as a skate track and bike track.

Additional funding has been secured to allow the City to complete construction of these elements.

This project aims to complete the ninja fitness course portion of Campus Oaks Park.

This Contract Purchase Agreement with Greenfields Outdoor Fitness is to furnish and install the Campus Oaks Park Ninja Fitness Course through a piggy-back agreement, using Sourcewell contract #010721-GRN, in order to utilize a competitively procured contract at the lowest cost for the improvement. Installation of the Ninja Course is expected in spring/summer 2025.

FISCAL IMPACT
Funding for this project is provided by American Rescue Plan Act (ARPA) Funds allocated to the Campus Oaks Park Phase 2 Project in FY2024-25. This is a citywide park, currently utilizing the General Fund for maintenance. It is expected that the addition of the ninja course will create a slight increase in maintenance.

ENVIRONMENTAL REVIEW
Development of the Campus Oaks Park (formerly Parcel 64/HP park site) was previously evaluated in the 4th Addendum to the Hewlett Packard Master Plan EIR (SCH No.95112022 and amended by City Council on May 20,2020, Resolution No. 20-168), and identified in the associated Third Amended Hewlett-Packard Campus Oaks Master Plan. Construction of the Campus Oaks Park Ninja Fitness Course Project is found to be within the scope of the project covered by the 4th Addendum to the Hewlett Packard Master Plan EIR. As discussed in the Master Plan EIR, the EIR provides environmental analyses of community infrastructure and facilities, including parks, pedestrian bridges, and bike trails, to the extent applicable. Because the project is consistent with the Third Amended Hewlett-Packard Campus Oaks Master Plan, no new effects would be expected to occur and all applicable mitigation measures from the Hewlett Packard Master Plan EIR will be implemented during the design and construction of the Campus Oaks Park Ninja Fitness Course Project. Because the proposed project meets the requirements identified in Section 15183 of the State CEQA Guidelines, no additional CEQA review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Joel De Jong, Park Development Project Manager
Jill Geller, Parks, Recreation & Libraries Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-413
Contract PurchaseAgreement
Vicinity Map
RESOLUTION NO. 24-413

APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND GREENFIELDS OUTDOOR FITNESS, INC. AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, a contract purchase agreement (3004258) to provide and install a ninja fitness course at Campus Oaks Park, by and between the City of Roseville and Greenfields Outdoor Fitness, Inc., has been reviewed by the City Council.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
Contract Purchase Agreement 3004258
Supplier Details:

Company Greenfields Outdoor Fitness Inc
Contact Sam Mendelsohn
Address 2617 West Woodland Dr
Anaheim, CA 92801
Submit your response to:

Company City of Roseville
Contact Sue Jessup
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1107
Fax (916) 746-1115
E-mail [email protected]
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.

The following guidelines must be followed for the signature block on the agreement:

Insurance requirements:

The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required. 1 Contract Purchase Agreement 3004258
Agreement 3004258
Agreement Date 01-NOV-2024
Revision 0
Agreement Amount 362,805.67 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier Greenfields Outdoor Fitness Inc
2617 West Woodland Dr
Anaheim, CA 92801
Phone:

Fax:

Email:
(916) 774-5488
(916) 784-3796
[email protected]
Phone:

Fax:

Email:
(888) 315-9037
(866) 308-9719
[email protected]
Description of
Labor,
equipment
and/or materials

THE VENDOR SHALL PROVIDE AND INSTALL NINJA COURSE AT CAMPUS OAKS

PARK FOR THE ROSEVILLE PARKS RECREATION AND LIBRARIES DEPARTMENT (PRL) IN ACCORDANCE WITH THE ATTACHED GREENFIELDS OUTDOOR FITNESS, INC. ORDER NUMBER S27906 DATED 10/31/2024 UTILIZING THE SOURCEWELL CONTRACT #010721-GRN.

LOCATION: CAMPUS OAKS PARK
START DATE: EXECUTED AGREEMENT
END DATE: UPON FINAL PAYMENT
CONTACT ALEXIS PRIEST THE PRL DEPARTMENT AT (916) 746-1588 OR EMAIL [email protected] FOR QUESTIONS REGARDING THIS AGREEMENT.

Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 15289 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
Sue Jessup Phone 1-916-746-1107
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office. 2 Contract Purchase Agreement 3004258

Contract Terms and Conditions

1. To the fullest extent allowed by law, Contractor shall defend, indemnify, and save and hold harmless the City, its officers, agents, employees and volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of Contractor's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from City's sole or active negligence or willful misconduct. The parties intend that this provision shall be broadly construed. Contractor's responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.

2. Contractor is an independent contractor, and shall not be considered an officer, agent, or employee of the City.

3. Without the written consent of the City, this Agreement is not assignable by Contractor either in whole or in part.

4. Time is of the essence of this Agreement.

5. At any time during the term of this Agreement, the City has the right to terminate this Agreement, provided Contractor is given thirty (30) days written notice. City's termination shall be without further liability to City; however, Contractor shall be entitled to all costs reasonably incurred prior to the date of termination. Contractor acknowledges that City may terminate this Agreement should funds not be appropriated by its governing body to continue services under this Agreement.

6. This Agreement may only be amended or modified in writing. It is integrated and contains the complete understanding of the parties.

7. All equipment, supplies and services sold to the City of Roseville shall conform to the general safety orders of the State of California.

8. Unless notified to the contrary, in writing, the City assumes that the Contractor has accepted the work in accordance with the plans and specifications (if any) and agrees to do the work in compliance with this Agreement.

9. All prevailing wages and fair employment practices must be adhered to. For prevailing wage contracts over $25,000, copies of certified payroll must be submitted with invoices.

Prevailing wage rates may be obtained from the State Department of Industrial Relations and/or the following website address: http://www.dir.ca. gov/dlsr/DPreWageDetermination.htm. In compliance with Labor Code Section 1773.2, as may be amended from time to time, Contractor shall cause a copy of this website to be posted at each jobsite, as applicable.

10. Contractor agrees to the below insurance requirements:
a. Unless otherwise specified, the Contractor shall maintain the policies of insurance outlined in Attachment A, incorporated herein by this reference, in full force and effect during the term of this Agreement. The City of Roseville retains sole discretion in determining the types and proper levels of insurance coverage.
b. Form. Contractor shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management 3 Contract Purchase Agreement 3004258

and the City Attorney.
c. Additional Insureds. Contractor shall also provide a separate endorsement or section of the policy showing City, its officers, agents, employees, and volunteers as additional insureds for each type of coverage (except Workers' Compensation) and for ongoing and completed operations. Such insurance shall specifically cover the contractual liability of Contractor. The additional insured coverage under the Contractor's policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from City's insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (ISO) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds. Furthermore, the requirements for coverage and limits shall be:
(1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater.
d. Cancellation/Modification. Contractor shall provide thirty (30) days written notice to City prior to cancellation or modification of any insurance required by this Agreement.
e. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract) before City's own insurance shall be called upon to protect it as a named insured.
f. Subcontractors. Contractor agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor's work. Furthermore, Contractor shall require its subcontractors to agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to City under this Agreement.

Additionally, Contractor shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of City's indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
g. Self-Insured Retentions. All self-insured retentions (SIR) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or City. City reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
h. Waiver of Subrogation. Contractor hereby agrees to waive subrogation which any insurer of Contractor may acquire from Contractor by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of City, its officers, agents, employees and volunteers for all work performed by Contractor, its employees, agents and subcontractors. i. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve Contractor of liability in excess of such coverage, nor shall it preclude City from taking such other actions as are available to it under any other provisions of this Agreement or law. 4 Contract Purchase Agreement 3004258

11. Contractor shall comply with all federal, state and local laws and ordinances, including but not limited to the City's storm water regulations, as may be applicable to the performance of services under this Agreement. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement. Refer to www.roseville. ca.us/stormwater for links to more information on the City's storm water regulations.

12. In the event that the terms of any attachment or exhibit conflict with any terms of this Agreement, the terms of this Agreement shall control.

13. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. In the event that any signature is delivered by facsimile transmission or by email delivery of a ".pdf" format data file, such signature shall create a valid and binding obligation of the party executing (or on whose behalf such signature is executed) with the same force and effect as if such facsimile or ".pdf" signature page were an original thereof.

15. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

17. For purposes of this Agreement, the terms "Contractor," "Consultant," and "Supplier" are used interchangeably.

18. No contractor or subcontractor may work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

During the performance of this agreement, Contractor and its subcontractors shall have a continuing legal obligation to maintain current registration with the Department of Industrial Relations. Contractor is hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

19. Vehicles with a gross vehicle weight rating (GVWR) greater than 8,500 lbs. and lightduty package delivery vehicles operated in California may be subject to the California Air Resources Board (CARB) Advanced Clean Fleets regulations. Such vehicles may therefore be subject to requirements to reduce emissions and air pollutants. For more information, visit the CARB Advanced Clean Fleet webpage at https://ww2.arb.ca. gov/our-work/programs/advanced-clean-fleets.

20. Contractor/consultant's duties and services under this agreement shall not include preparing or assisting the public entity with any portion of the public entity's preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the public entity. The public entity entering this agreement shall at all times retain responsibility for public contracting, including with respect to any subsequent phase of this project. Contractor/consultant's participation in the planning, discussions, or drawing of project plans or specifications, if any, shall be limited to conceptual, preliminary, or initial plans or specifications. Contractor/consultant shall cooperate with the public entity to ensure that all bidders for a subsequent contract on any subsequent phase of this project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.

21. Contractor must submit all claims as defined in and in accordance with the claim 5 Contract Purchase Agreement 3004258

resolution process set forth in Section 9204 of the Public Contract Code. Each such claim must be sent to the City by registered mail or certified mail with return receipt requested and must contain reasonable documentation to support the claim. All claims must be received prior to acceptance of the work.

22. Contractor certifies that Contractor, its employees, directors, officers, agents, subcontractors, vendors, and volunteers are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension, or ineligibility by any federal, state, or local department or agency.

23. The Levine Act (Govt. Code, Section 84308) requires a Party (and its agent(s), if any) to a Proceeding before the City of Roseville that involves any action or consideration related to their contract, license, permit, or other entitlement for use, to disclose any campaign contributions made to City elected or appointed officers totaling more than $250 within the twelve (12) months prior to the City decision and while a proceeding is pending, and includes certain prohibitions on contribution activity thereafter. If applicable campaign contributions have been made by Contractor and/or its agent(s), Contractor is responsible for compliance, including for its disclosure obligations, if any, as further described at: https://www.roseville.ca.
us/government/departments/city_clerk/transparency/levine_act.

24. This Agreement may be amended via change order, but only if such change order is made in writing, approved by the City, and signed by both parties.

25. CONTRACTOR agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that CONTRACTOR and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.

CONTRACTOR and CITY agree that: (a) CONTRACTOR is free from the control and direction of CITY in connection with the performance of the work; (b) CONTRACTOR is providing services directly to CITY; (c) CONTRACTOR has and will maintain at all relevant times a business license; (d) CONTRACTOR maintains a business location that is separate from CITY; (e) CONTRACTOR is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONTRACTOR actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) CONTRACTOR advertises and holds itself out to the public as available to provide the same or similar services; (h) CONTRACTOR provides its own tools, vehicles, and equipment to perform the services; (i) CONTRACTOR has negotiated its own rates; (j) CONTRACTOR set its own hours and location of work in accomplishing CITY's on-call needs; and (k) CONTRACTOR has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.

The supplier named hereon by the acceptance of this order agrees to the provisions of this document titled "Contract Purchase Agreement" and all accompanying terms, conditions, and attachments.

Roseville Business License No. ____________________________________ Contractor License No. ____________________________________________ DIR Registration No. _______________________________________________ Check mark the applicable company type below:
___________ Corporation
___________ Limited Liability Company
___________ Partnership
___________ Sole Proprietor
6 Contract Purchase Agreement 3004258

City Reserves the right to withhold any payments to contractor in the event of noncompliance with insurance requirements or if required by law.

Construction T&C
REV 3/21/24 JS
7 Contract Purchase Agreement 3004258

ATTACHMENT A

HUMAN RESOURCES/RISK MANAGEMENT DIVISION

INSURANCE REQUIREMENTS

Construction:_X___
General Liability:
$2 Million/occurrence
$4 Million aggregate
Design Professional:____
General Liability:
$2 Million/occurrence
$4 Million aggregate
Professional Liability:
$2 Million/occurrence
Professional Consultant:____
Professional Liability:
$1 Million/occurrence
IT Services:____
Professional Liability:
$1 Million/occurrence
No auto required
Hazardous Materials:____
Pollution Liability:
$1 Million/occurrence
Special Events/Caterers-Vendors:____
No auto required
No workers' comp required
Professional Counseling/ Psychological:____
Professional Liability:
$1 Million/occurrence
No auto required
8 Contract Purchase Agreement 3004258

Questions Regarding Insurance Submission: Contact EBIX at (951) 652-4239 Questions Regarding Insurance Requirements Contact Risk Management at (916) 774-5202 9 Contract Purchase Agreement 3004258

CALIFORNIA AIR RESOURCES BOARD REGULATION COMPLIANCE
Please indicate whether the Contractor is subject to, and/or in compliance with, the following regulations of the California Air Resources Board.

In-Use Off-Road Diesel-Fueled Fleets Regulation
1) Will vehicles subject to Cal. Code Regs., tit. 13, §§ 2449 et seq. be used for the project? This includes, but is not limited to:
a) Vehicles with a diesel-fueled or alternative diesel fueled off-road compressionignition engine with maximum power (max hp) of 25 horsepower (hp) or greater provided that the vehicle cannot be registered and driven safely on-road or was not designed to be driven on-road, even if it has been modified so that it can be driven safely on-road
b) Workover rigs
c) Certain two-engine vehicles
Yes ____ No ____
2) If you answered "Yes" to 1), you must submit a valid Certificate of Reported Compliance to the City as provided in Cal. Code Regs., tit. 13, § 2449(n).

Advanced Clean Fleets Regulation
Pursuant to Cal. Code Regs., tit. 13, § 2013(i)(1), the Contractor shall submit to the City a document evidencing that it is listed on the CARB Advanced Clean Fleets webpage as a compliant fleet OR a signed statement stating that it is not subject to the High Priority and Federal Fleets regulation of title 13, CCR section 2015 through 2015.6.

The High Priority Fleets regulation applies to, without limitation, entities with more than $50 million in gross annual revenues and/or which own, operate, or direct the operation of 50 or more vehicles in the total fleet.
1) Is the Contractor subject to the High Priority and Federal Fleets regulation of title 13, CCR section 2015 through 2015.6?
Yes ____ No ____
2) If you answered "Yes" to 1), you must submit a document evidencing that you are listed on the CARB Advanced Clean Fleets webpage as a compliant fleet.

Signature: _____________________________
Title: __________________________________
CARB Compliance
Rev 2/15/24 MC
10 Contract Purchase Agreement 3004258

11 [E:\bonds\pw faithful performance.docx; 8/14/2017]

PUBLIC WORKS

FAITHFUL PERFORMANCE BOND
(Project: ______________________________________________) WHEREAS, the City of Roseville (“CITY”) has awarded a bid and contract to ___________________________________________________________________ as contractor (“PRINCIPAL”) for the public work described as __________________ _________________________________________________ (the “WORK”). The contract (“AGREEMENT”), for the public work described above, and all of its terms and conditions are incorporated by reference and made a part hereof; and WHEREAS, the PRINCIPAL is required to furnish a bond in connection with the AGREEMENT guaranteeing its faithful performance; and
NOW, THEREFORE, we the undersigned PRINCIPAL and _________________ ____________________________, a _______________________________, admitted and duly authorized to transact business under the laws of the State of California, as SURETY (“SURETY”), are held and firmly bound unto the CITY or its successors and assigns in the sum of ____________________________________________________ dollars ($___________________) (which amount is not less than 100% of the AGREEMENT price) to be paid to the CITY or its successors and assigns; and for which payment, well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors or assigns jointly and severally, firmly by these presents.

The condition of this obligation is such that if the PRINCIPAL, or its heirs, executors, administrators, successors or assigns, shall abide by, and in all respects promptly and faithfully perform the covenants, conditions and provisions in said AGREEMENT and any alteration thereof made as therein provided, notice of which alterations to Surety being hereby waived, on its part to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless CITY, its officers, agents, employees, volunteers as therein stipulated, then this obligation shall be null and void; otherwise, this obligation shall be and remain in full force and effect.

As condition precedent to the satisfactory completion of the contract, the obligation of the PRINCIPAL and SURETY under this Bond shall remain in effect for a period of one (1) year after the completion and acceptance of the WORK. During that time, if the PRINCIPAL, its heirs, executors, administrators, successors or assigns fails to make full, complete and satisfactory repair and replacement or totally protect the CITY from any loss or damage made evident during that year which results from or is caused by either defective materials or faulty workmanship in the prosecution of the WORK, then the obligation shall remain in full force and effect. However, anything in Bond No. __________
Premium $_________
[E:\bonds\pw faithful performance.docx; 8/14/2017]
this paragraph to the contrary notwithstanding, the obligation of the SURETY shall continue so long as any obligation of the PRINCIPAL remains.

No prepayment or delay in payments, and no change, extension, addition or alteration of any provision of the AGREEMENT or in the specifications agreed to between the PRINCIPAL and the CITY, or any forbearance on the part of the CITY shall operate to relieve the SURETY. The SURETY hereby waives the provisions of Section 2819 of the California Civil Code. The SURETY waives all rights of subrogation against the CITY or any person employed by the CITY. If the contract price increases by the issuance of change orders, the amount specified in this bond shall increase by the same amount.

Whenever PRINCIPAL shall be and declared by CITY to be in default under the AGREEMENT, SURETY shall promptly remedy the default, or shall promptly do one of the follow at CITY’s election:

1. Undertake through its agents or independent contractors, reasonably acceptable to CITY, to complete the AGREEMENT in accordance with its terms and conditions and to pay and perform all obligations of PRINCIPAL under the AGREEMENT, including without limitation, all obligations with respect to warranties, guarantees, and the payment of liquidated damages.

2. Reimburse CITY for all costs CITY incurs in completing the AGREEMENT, and in correcting, repairing or replacing defects in materials or workmanship and/or materials and workmanship which do not conform to the specifications in the AGREEMENT.

SURETY’s obligations hereunder are independent of the obligations of any other surety for the performance of the AGREEMENT, and suit may be brought against SURETY and such other sureties, jointly and severally, or against any one or more of them, or against less than all of them without impairing CITY’s rights against the others.

No right of action shall accrue on this bond to or for the use of any person or corporation other than CITY or its successors or assigns.

As part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorneys' fees, incurred by CITY in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered. [SIGNATURES NEXT PAGE]
[E:\bonds\pw faithful performance.docx; 8/14/2017]
IN WITNESS WHEREOF, this instrument has been duly executed by the PRINCIPAL and SURETY above-named, on the ____ day of __________________, 20___.

PRINCIPAL: SURETY:

BY:____________________________ BY:__________________________ PRINT NAME: ________________________ PRINT NAME: ______________________ PRINT TITLE: ________________________ PRINT TITLE:_______________________ AND MAILING ADDRESS:

BY: ___________________________ _____________________________ PRINT NAME: ________________________ ___________________________________ PRINT TITLE:_________________________ ___________________________________ (Notarization by Surety and copy of
Power of Attorney required.)
APPROVED AS TO FORM:

BY: ________
City Attorney
[E:\bonds\pw labormat payment.docx; 8/14/2017]

PUBLIC WORKS

LABOR AND MATERIALS PAYMENT BOND
(Project: ______________________________________________) WHEREAS, the City of Roseville (“CITY”), has awarded a bid and contract to ______________________________________________________________________ as contractor (“PRINCIPAL”), for the public work described as ____________________ ________________________________________________ (the “WORK”). The contract (“AGREEMENT”), for the public work described above, and all of its terms and conditions are incorporated by reference and made a part hereof; and WHEREAS, the PRINCIPAL is required to furnish a bond in connection with the AGREEMENT guaranteeing payment of persons who provide labor and material; and NOW, THEREFORE, we the undersigned PRINCIPAL and _________________ ____________________________, a _______________________________, admitted and duly authorized to transact business under the laws of the State of California, as SURETY (“SURETY”), are held and firmly bound unto the CITY or its successors and assigns in the sum of ____________________________________________________ dollars ($___________________) (which amount is not less than 100% of the AGREEMENT price) to be paid to the CITY or its successors and assigns; and for which payment, well and truly to be made, we bind ourselves, our heirs, executors and administrators, successors or assigns jointly and severally, firmly by these presents.

The condition of the obligation is such that if the PRINCIPAL, its subcontractors, heirs, executors, administrators, successors or assigns fails to pay any of the persons named in Section 8004 or 9100 of the Civil Code of the State of California, or the amounts due under the Unemployment Insurance Code of the State of California, or any amounts required to be deducted, withheld and paid over to the Employment Development Department from the wages of employees of the PRINCIPAL and its subcontractors pursuant to Section 13020 of the Unemployment Insurance Code, with respect to work or labor performed by any such claimant, that the SURETY will pay for the same, in an amount not exceeding the sum specified in this bond, and also, in case suit is brought upon the bond, shall pay reasonable attorneys’ fees, to be fixed by the Court.

This bond shall inure to the benefit of any and all persons, companies, and corporations entitled to file a Stop Payment Notice pursuant to the provisions of Section 9350 et seq. of the Civil Code of the State of California, so as to give a right of action to them or their assigns in any suit brought upon this bond.

Bond No. __________
Premium $_________
[E:\bonds\pw labormat payment.docx; 8/14/2017]
No prepayment or delay in payments, and no change, extension, addition or alteration of any provision of the AGREEMENT or in the specifications agreed to between the PRINCIPAL and the CITY, or any forbearance on the part of the CITY shall operate to relieve the SURETY. The SURETY hereby waives the provisions of Section 2819 of the California Civil Code. The SURETY waives all rights of subrogation against the CITY or any person employed by the CITY. If the contract price increases by the issuance of change orders, the amount specified in this bond shall increase by the same amount.

IN WITNESS WHEREOF, this instrument has been duly executed by the PRINCIPAL and SURETY above-named, on the _____ day of __________________, 20__.

PRINCIPAL: SURETY:

BY: ________
City Attorney
DocuSign Envelope ID: 4749B558-6FCA-43A5-91D4-B595639FE9FA

April, 2022
RE: Contractor and Grantee Compliance with Economic Sanctions Imposed in Response to Russia’s Actions in Ukraine
Dear Vendor:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-ExecutiveOrder.pdf.

The EO directs all agencies and departments that are subject to the Governor’s authority to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctionsprograms-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

Please note that for any agreements or grants valued at $5 million or more you must report to the City of Roseville your compliance with economic sanctions including steps you have taken in response to Russia's actions in Ukraine, including, but not limited to, desisting from making new investments in, or engaging in financial transactions with, Russian entities, not transferring technology to Russia or Russian entities, and directly providing support to the government and people of Ukraine.

Sincerely,
4/25/2022
Shannon Wiest
City of Roseville
Purchasing and Warehouse Manager
2617 West Woodland Drive
Anaheim, CA 92801
Phone: 888-315-9037
Fax: 866-308-9719
Email: [email protected]
Greenfields Outdoor Fitness,Inc
Estimate
Order # Date
S27906 10/31/2024
CA - City of Roseville - Campus Oaks Park
City of Roseville
2005 Hilltop Circle
Roseville, CA 95747
Contact: CA - City of Roseville - Campu
Bill To: Ship To:

CA - City of Roseville - Campus Oaks Park
Campus Oaks Park
580 Roseville Pkwy
Roseville, CA 95747
Customer: CA - City of Roseville - Campus Oaks Park
Notes: PROJECT: CA - Roseville - Campus Oaks Park V3
Sales Rep Payment Terms FOB Point Carrier Date Scheduled AAP NET 30 Origin Freight 10/31/2024
Item
# Number Description Color Unit Price Qty Total Price
1 Sourcewell
Contract #
Sourcewell Contract# 010721-GRN
City of Roseville Sourcewell Member ID#2420
$0.00 1 ea $ 0.00
2 IN GROUND INSTALLATION METHOD
3 NJC3 CUSTOMIZED Ninja Course#3 - Long S-Shaped Ninja
Course
AS PER DRAWING V3 - 2024-09-04
White / Red $296,495.00 1 ea $ 296,495.00
4 SGR105-09KIG IN GROUND Customized Announcement Sign
(formerly SGR2005-1-105)
White $1,795.00 2 ea $ 3,590.00
7 IN GROUND RETROFIT
8 P00125-09 Ninja Extension - 6 hole base 28" long White $225.00 41 ea $ 9,225.00 9 P00351-09 Ninja Extension 8 hole base 28" long for Lateral Jump N/A $300.00 4 ea $ 1,200.00 10 P00122-00 in ground rebar N/A $6.00 89 ea $ 534.00
11 Subtotal $ 311,044.00
12 Sourcewell
Member
Discount
Sourcewell Member Discount 7% -$ 21,773.08
13 Subtotal $ 289,270.92
14 Shipping &
Handling
Ships in large crates - forklift is needed to unload $9,500.00 1 ea $ 9,500.00 15 IG Installation All units will be retrofitted for In-Ground Direct Bury installation method.

N/A $0.00 1 ea $ 0.00
October 31, 2024 4:52:01 PM PDT Page 1 of3
2617 West Woodland Drive
Anaheim, CA 92801
Phone: 888-315-9037
Fax: 866-308-9719
Email: [email protected]
Greenfields Outdoor Fitness,Inc
Estimate
Order # Date
S27906 10/31/2024
Item
# Number Description Color Unit Price Qty Total Price
16 Installation Installation Scope of Work

INCLUDED IN OUR SCOPE OF WORK

1. Greenfields X-Treme Ninja Course V3
Installation only of owner provided Greenfields XTreme Ninja Course V3 per Version3-Rev1 dated 04/09/2024 to manufacturer inground
recommendations through soil. Footing spoils
disposed off-site.

WILL DONE BY OTHERS

1. Excavate 4362 SF 17" 230 CY
Excavate and disposal approx 230 CY existing
lawn/soil at 17" depth, area 4362 SF.
2 Concrete Curbs 274 LF
Provide labor and materials to pour 8" wide x 12"
high x 274 LF typical gray color #4 horizontal rebar
medium broom finish
concrete Play Area Concrete Curbs per Roseville Spec
PK-36 dated July 2023.

3. Drainage System 4362 SF
Provide labor and materials to install(3) 12" x 12" Pre Cast Drain Box w/Grate tie-in onto existing DI, 125 LF
6" SDR Drain Pipe, 60
TN drain rock spread evenly at 3" depth and approx
4362 SF Filter Fabric, area 89'-4" x 48'-10".

4. Play Area Access Ramp
Provide labor and materials to pour(1) Play Area
Access Ramp per Roseville Spec PK-34 dated July
2023.

5. Concrete Walkway 90' x 5'
Provide labor and materials to pour 90' Long x 5'
Wide Concrete Paving per Roseville Spec PK-31 & 32
dated July 2023

6. EWF will be done by others as well.

N/A $40,880.00 1 ea $ 40,880.00
17 Special Instructions:

State Prevailing wages applied
Trucking and Bobcat access required
October 31, 2024 4:52:01 PM PDT Page 2 of3
2617 West Woodland Drive
Anaheim, CA 92801
Phone: 888-315-9037
Fax: 866-308-9719
Email: [email protected]
Greenfields Outdoor Fitness,Inc
Estimate
Order # Date
S27906 10/31/2024
Total:

Subtotal:

Sales Tax:
$339,650.92
$23,154.75
$362,805.67
October 31, 2024 4:52:01 PM PDT Page 3 of3
Prices are valid for 60 days from the Estimate date.

CUSTOMER APPROVAL: I hereby approve this order, the item selection, color selection, and overall Terms & Conditions. I understand should collection of this agreement become necessary, I agree to pay all collection fees and attorney fees/ court costs, etc. The undersigned customer authorizes Greenfields to ship items on this estimate and pay Greenfields the amount specified per payment terms listed on this estimate.

Approval signature: :_______________________________ Date:_____________ Signed by (print name) ________________________________________________ Campus Oaks Park
Vicinity Map

COUNCIL COMMUNICATION
CC #: 3674
File #: 0203-07
Title: Industrial Valve Services and Materials - Sole Source Contract Purchase Agreement Contact: Nathan Ribordy 916-746-1673 [email protected] Meeting Date: 12/18/2024
Item #: 7.5.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a sole source contract purchase agreement with Caltrol, Inc. to provide equipment, parts, and services to Roseville Electric Utility. This purchase agreement is for a one-year term and allows for up to four optional one-year renewals. Staff also requests authorization to continue utilizing optional renewal years without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

BACKGROUND
The City operates three natural-gas fired power plants that utilize equipment supplied by Emerson Process Management. The equipment includes control valves and actuators, regulator technologies, and certain pressure relief valves. Caltrol, Inc. is the sole authorized sales channel for Emerson Process Management equipment. This sole source agreement will enable staff to have access to equipment, spare parts, and services as needed to support continued safe and efficient operation of the generation facilities. The purchase agreement is for a one-year term and allows for up to four optional one-year renewals.

FISCAL IMPACT
The total annual costs under the contract are not to exceed $300,000. Funding is included in the Electric Department's FY2024-25 Budget in the Electric Fund. Funding for future years is contingent on approval of the respective years' budgets.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c}(3) and §15378. The purchase of specialty chemicals and support services meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Nathan Ribordy, Power Generation Superintendent
Dan Beans, Electric Utility Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-412
Contract PurchaseAgreement 3004163
RESOLUTION NO. 24-412

APPROVING A SOLE SOURCE CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND CALTROL, INC., AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE WHEREAS, a sole source contract purchase agreement (3004163) for industrial valve services and materials, by and between the City of Roseville and Caltrol, Inc., has been reviewed by the City Council; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is approved and the City Manager is authorized to execute it on behalf of the City of Roseville.

BE IT FURTHER RESOLVED that the City Manager or his designee is authorized to execute four (4) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

PASSED AND ADOPTED by the Council of the City of Roseville this ___ day of ______________, 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:
_______________________________
MAYOR
ATTEST:
__________________________
City Clerk

COUNCIL COMMUNICATION
CC #: 3683
File #: 0203-14
Title:

Roseville Energy Park Centrifuge Dewatering Equipment - Sole Source Purchase Order
Contact: Michael Zasso 916-746-1665 [email protected] Meeting Date: 12/18/2024
Item #: 7.6.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve a sole source purchase order to Siebtechnik Tema for centrifuge dewatering equipment and to approve change order authority for staff to approve unforeseen change orders up to 10% of the cost.

BACKGROUND
The Roseville Energy Park (REP) utilizes a Zero Liquid Discharge (ZLD) system to make demineralized water and treat process waste streams. The final treatment step in the ZLD is dewatering slurry from two crystallizers to produce a dry salt cake that is hauled to the local landfill.

The dewatering treatment step is currently performed by a single belt press originally installed during the ZLD construction in 2006.

The existing belt press is a single point of failure and offers no redundancy when failure often occurs. It is severely undersized, restricting ZLD processing capacity; it inefficiently dewaters slurry in batch feeds rather than a continuous feed; and, after many repairs and improvements, the belt press is at end of life.

Staff identified the belt press’s shortcomings and sought new dewatering technology. The requirements of the new technology are increasing processing capacity to eliminate the need for hauling off liquid waste, allowing for efficient continuous feed and eliminating the single point of failure by providing redundancy, while keeping cost, consumables, and new auxiliary equipment to a minimum.

In order to determine a more suitable technology for a replacement for the belt press, staff sent samples of the slurry to six different vendors that specialize in various dewatering technologies.

Only three of the six vendors were capable of processing the slurry and all three brought their equipment to REP for onsite testing. Through the rigorous engineering and operational testing conducted onsite at the REP, the centrifuge technology by Siebtechnik Tema was the only vendor successful in processing the slurry and meeting all of the design requirements. A quote from Siebtechnik Tema was obtained for their specialized proprietary equipment to process the crystallizer slurry with the required exotic stainless-steel alloys that can resist the REP slurry corrosion and erosion.

FISCAL IMPACT
The total cost of one centrifuge, estimated import fees/duties, estimated freight, and sales tax is $510,302.71. An additional 10% contingency is requested for unforeseen change orders of $51,030.27, for a total requested budget authority of $561,332.98. Funding is included in the Electric Department's FY2024-25 budget in the Electric Fund.

ENVIRONMENTAL REVIEW
The proposed project involves operational minor alterations of an existing facility. This activity is categorically exempt from CEQA as a Class 1 Exemption (State CEQA Guidelines Section 15301). The Exemption has been prepared and no further CEQA action is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth Respectfully Submitted,
Michael Zasso, Power Plant Engineer
Daniel Beans, Electric Utility Director
_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 24-419
Vendor Quote
CEQA Exemption
RESOLUTION NO. 24-419

APPROVING A SOLE SOURCE PURCHASE ORDER FOR CENTRIFUGE DEWATERING

EQUIPMENT FOR THE ROSEVILLE ENERGY PARK
WHEREAS, a sole source purchase order with Siebtechnik Tema for centrifuge dewatering equipment for the Roseville Energy Park, has been reviewed by the City Council; and WHEREAS, staff is requesting a contingency of ten percent (10%) of the contract price, or fifty-one thousand, thirty dollars and twenty-seven cents ($51,030.27) to account for unforeseen change orders; and
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said sole source purchase order is hereby approved; and BE IT FURTHER RESOLVED that a contingency of ten percent (10%) of the contract price, or fifty-one thousand, thirty dollars and twenty-seven cents ($51,030.27), to account for unforeseen change orders is hereby approved.

PASSED AND ADOPTED by the Council of the City ofRoseville this day of , 2024, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
Quotation 47881 Rev02-A
Client:

Customer Ref.:

Date:

Supplier:

Contact:

Tel:

Mobile:

E-mail:

IEC for Roseville Electric Utility

29.08.2024

SIEBTECHNIK TEMA
7806 Redsky Drive Cincinnati, OH 45245
Gary Folger
513-489-7811 ext: 131
513-288-8822
[email protected]
Project Crystallizer System, US
Short Bowl Decanter centrifuges SBD 500K for
separation of Sodium chloride / Sodium sulfate crystals

Page 2 of 21 ends

Roseville City CouncilDecember 18, 2024

Roseville City Council
December 18, 2024