Agenda packet, first session — Roseville City Council, January 15, 2025 (part 1 of 6)

AGENDA
January 15, 2025

CITY COUNCIL
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. Resolution - Jana Cervantes
Commend Jana Cervantes for her 26 years of outstanding service and dedication to the City of Roseville and the Public Works Department, congratulate her for her accomplishments and wish her a long, healthy, and enjoyable retirement.

CONTACT:

Blair Hutchison 916-774-5266 [email protected]

5.2. Resolution - Lisa Gist
Commend Lisa Gist for her 19 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.

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 December 11, 2024 City Council Special Meeting, December 11, 2024 City Council Swearing-In Ceremony, December 18, 2024 Closed Session and December 18, 2024 City Council/Housing Authority/Housing Successor Meeting.

CC #:
3726
File #:
0102-03
CONTACT:

Melissa Lipp 916-774-5268 [email protected]

Bids / Purchases / Services

7.2. Legal Research Software - Sole Source Purchase Order Memo from Paralegal Gretchen Hakala and City Attorney Michelle Sheidenberger recommending the City Council approve a sole source purchase order with Thomson Reuters for online law library and legal research databases.

The total cost over a five-year period is approximately $216,671.64. The cost for future years will be included in the City Attorney's budget each year in the General Fund.

CC #:
3722
File #:
0500
CONTACT:

Gretchen Hakala 916-774-5325 [email protected]

7.3. Johnson Pool Renovations Project - Increase Change Order Authorization Memo from Senior Park Development Project Manager Heather Buck and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 25-013 APPROVING AN INCREASE IN CHANGE ORDER AUTHORITY. Staff requests Council authorize staff to approve change orders up to an amount not to exceed 20% of the contracted amount. This is an increase of 5% over the previously approved 15% authorization. Johnson Pool is located on .47 acres at the intersection of Vernon and D Streets in the Cherry Glen/Theiles Manor neighborhood. The Johnson Pool Renovations Project implements the Johnson Pool Vision Plan renovations including accessibility/code upgrades to the pool house building, new pool shell and replaster, and improvements to the pool deck, equipment room, and associated site work. The total project budget of $5,411,001 remains unchanged, and includes the cost of construction plus soft costs such as design and engineering, permits, inspections, construction administration, and contingency. The cost for maintenance is funded by the General Fund and is expected to be unchanged.

CC #:
3719
File #:
0707
CONTACT:

Heather Buck 916-774-5254 [email protected]

7.4. Interactive Voice Response System - Contract Purchase Agreement Amendment
Memo from Electric Utility Director Daniel Beans and Utility Business Systems Administrator Caitlin Ornelas recommending the City Council adopt RESOLUTION NO. 25-015 APPROVING CONTRACT PURCHASE
AGREEMENT AMENDMENT NO. 1, BY AND BETWEEN THE CITY OF
ROSEVILLE AND SELECTRON TECHNOLOGIES, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3002451). Staff requests Council approve an amendment to the contract purchase agreement with Selectron Technologies, Inc. The amendment will enhance the Interactive Voice Response system by adding Screen Pop functionality when Customer Care representatives are working with utility customers.

The total cost of the
amendment is $57,838.24. Funding is included in both the Electric and Environmental Utilities FY2024-25 operating budgets. This recommendation will not impact the General Fund.

CC #:
3721
File #:
0203-07
CONTACT:

Caitlin Ornelas 916-774-5178 [email protected]

7.5. Fire Department Incident Reporting and Electronic Patient Care Management System - Sole Source Purchase Agreement
Memo from Fire Chief Ryan Harrigan recommending the City Council adopt RESOLUTION NO. 25-002 APPROVING A SOLE SOURCE CONTRACT

PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND IMAGETREND, LLC, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004184). Staff requests Council approve a sole source contract purchase agreement for the Fire Department’s incident reporting and electronic patient care management system from ImageTrend, LLC for an estimated initial cost of $123,323. Funding for the project is included in the Mobile Fire and Emergency Medical Services Reporting System Project in the Equipment Replacement Fund. The estimated initial cost of the initial agreement is $123,323. The annual renewal cost in subsequent years is $91,055 and will be funded in the Fire Department’s General Fund budget.

CC #:
3706
File #:
0324
CONTACT:

Ryan Harrigan 916-774-5820 [email protected]

7.6. Personal Protective Equipment - Purchase Order Increase Memo from Division Chief Jamie Pepin and Fire Chief Ryan Harrigan recommending the City Council adopt RESOLUTION NO. 25-005

APPROVING AN INCREASE TO THE PURCHASE ORDER FOR
PERSONAL PROTECTIVE EQUIPMENT. Staff requests Council approve an increase to the existing purchase order with L.N. Curtis & Son for personal protective equipment from $74,999 to $250,000 for the remainder of FY2024- 25 and for the upcoming FY2025-26. The personal protective equipment is used by fire and rescue personnel when fighting fires, on vehicle accidents and when incidents such as gas leaks occur. The clothing provides protection from heat, steam, blood borne pathogens, falling objects, and provides for visibility, as well as identification. Funding is available in the Fire Department’s FY2024- 25 budget in the General Fund, and will be recommended for inclusion in the FY2025-26 General Fund budget.

CC #:
3709
File #:
0324
CONTACT:

Jamie Pepin 916-774-5400 [email protected]
Ryan Harrigan 916-774-5400 [email protected]

7.7. Heating, Ventilation and Air Conditioning Replacement Project (RFQ 10-3391) – Reject All Bids
Memo from Buyer Tiffany Valdez and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 25-007 REJECTING ALL BIDS FOR THE HEATING, VENTILATION AND AIR CONDITIONING REPLACEMENT PROJECT. Staff requests Council approve a request to reject all bids received for Request for Quotes No. 10-3391 for the materials and labor to replace the existing evaporative cooler located at 150 Corporation Yard Road, Roseville, CA 95678. During staff review, it was determined that additional scope, resulting in additional budget, was required. Staff plans to revise the specifications and issue a Request for Proposals at a future date. There is no fiscal impact at this time since there will be no award.

CC #:
3712
File #:
0203-21
CONTACT:

Tiffany Valdez 916-746-1109 [email protected]

7.8. Mahany Fitness Center Boiler Replacement (RFQ 10-3395) – Contract Purchase Agreement
Memo from Buyer Tiffany Valdez and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt RESOLUTION NO. 25-003 APPROVING A CONTRACT PURCHASE AGREEMENT, BY

AND BETWEEN THE CITY OF ROSEVILLE AND AIR SYSTEMS

SERVICE & CONSTRUCTION, LLC DBA AIR SYSTEMS OF

SACRAMENTO AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3004301).

Staff requests Council approve a contract purchase agreement with Air Systems Service & Construction LLC dba Air Systems of Sacramento as the lowest responsive and responsible bidder for Request for Quotations No. 10-3395 Mahany Fitness Center Boiler Replacement. The cost of the Agreement is $137,730. Additionally, staff recommends authorizing the Public Works Director or designee to approve change order requests for this project up to 10% or $13,773 as a construction contingency, for a grand total of $151,503. Funding is included in the FY2024-25 Facility Rehabilitation Fund budget, and there is no operating budget impact expected upon the completion of the project.

CC #:
3707
File #:
0203-10
CONTACT:

Tiffany Valdez 916-746-1109 [email protected]

7.9. 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. 25-016 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
a second amendment to the contract purchase agreement with Advanced Chemical Transport, LLC dba ACTenviro, to provide hazardous and non- hazardous waste disposal for Roseville’s generation facilities. Staff also requests authorization to exercise the optional one-year extension to the contract without further City Council approval. The second amendment will add $700,000 to the existing contract and approve a single optional renewal year not to exceed $800,000.

The total cost of the amended purchase agreement is not to exceed $3,500,000 over five years. Funding is included in the Electric Department’s FY2024-25 budget in the Electric Fund. Future year funding will be contingent on City Council’s approval of the respective budget.

CC #:
3723
File #:
0203-07
CONTACT:

Nathan Ribordy 916-746-1673 [email protected]

Resolutions

7.10. Child Development Services - Fiscal Year 2025-26 Agreement Memo from Parks, Recreations, & Libraries Manager Jeff Nereson and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 25-017 APPROVING AN AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND THE CALIFORNIA

DEPARTMENT OF SOCIAL SERVICES, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve a contract with the California Department of Social Services for the purpose of providing childcare services for FY2025-26. The City can receive a maximum reimbursable amount of approximately $525,000 in FY2025-26 to offset direct program expenses.

Reimbursement revenues are budgeted within the Youth Development Fund.

Under the Youth Development Program Funding Policy, the General Fund may provide support to the Youth Development Fund for expenses including losses incurred by subsidized programs, all Adventure Club building-related expenses, and certain indirect costs and internal service fund charges, as needed.

CC #:
3724
File #:
0704
CONTACT:

Jeff Nereson 916-774-5974 [email protected]

7.11. California Integrated Transit Project - User Agreement Memo from Assistant Transportation Planner Zach Presley and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 25-014

APPROVING A USER AGREEMENT, BY AND
BETWEEN THE CITY OF ROSEVILLE AND LITTLEPAY, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve
the Littlepay
User Agreement for Roseville Transit's software procurement for the California Integrated Transit Project (Cal-ITP). Cal-ITP
will
provide a consistent and
contactless fare payment option across all transit agencies in the Sacramento/Placer area.

This user agreement with Littlepay will establish the
scope of work and payment provisions for the software portion of the project .

The initial three years of operating costs for this project have been assessed at $59,535 and are being funded with Local Transportation Funds provided by the state to fund local transit. There is no impact to the General Fund.

CC #:
3720
File #:
0721
CONTACT:

Zach Presley 916-774-5365 [email protected]

7.12. Traffic Signal Maintenance Shop Tenant Improvement Project - Notice of Completion
Memo from Project Coordinator Rebecca McCoy and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 25-006 ACCEPTING THE PUBLIC WORK KNOWN AS THE TRAFFIC

SIGNAL MAINTENANCE SHOP TENANT IMPROVEMENT PROJECT,
APPROVING THE “NOTICE OF COMPLETION”, AND AUTHORIZING

THE PUBLIC WORKS DIRECTOR TO EXECUTE SAID NOTICE ON

BEHALF OF THE CITY OF ROSEVILLE
.

Staff requests Council accept the
Traffic Signal Maintenance Shop Tenant Improvement - Design-Assist Construction project as complete. The tenant improvement project included design, demolition, construction, permits, paint, and fire and life safety upgrades. The space is fully operational and occupied. The total cost of this project was $1,928,542. The Project
was budgeted in the Public Works Traffic Signal Maintenance Shop Expansion Project and funded out of the Traffic Mitigation, Electric, and Transit Funds.

CC #:
3711
File #:
0900-04-03
CONTACT:

Rebecca McCoy 916-774-5706 [email protected]

7.13. Dry Creek Wastewater Treatment Plant Expansion Project – Professional Design Services Agreement
Memo from Principal Engineer Arashdeep Singh and Environmental Utilities Director Sean Bigley recommending the City Council adopt RESOLUTION NO. 25-012 APPROVING A PROFESSIONAL DESIGN SERVICES

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND

HAZEN AND SAWYER, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve a Professional Design Services Agreement with Hazen and Sawyer in the amount of $4,187,994 for design services and engineering services during construction for the Dry Creek Wastewater Treatment Plant Expansion Project. Funding for this agreement is provided by the South Placer Wastewater Authority, which is jointly funded by the City, Placer County, and South Placer Municipal Utilities District.

CC #:
3718
File #:
0800-03
CONTACT:

Arashdeep Singh 916-746-1854 [email protected]

7.14. California Office of Traffic Safety - Grant Application Memo from Management Analyst Mark Peinado and Police Chief Troy Bergstrom recommending the City Council adopt RESOLUTION NO. 25-011

APPROVING A GRANT APPLICATION TO THE CALIFORNIA OFFICE

OF TRAFFIC SAFETY, AND AUTHORIZING THE CITY MANAGER OR

HIS DESIGNEE TO EXECUTE ALL RELATED FORMS AND

AGREEMENTS ON BEHALF OF THE CITY OF ROSEVILLE
. Staff
requests Council approval to submit a grant application to the California Office of Traffic Safety (OTS) for increased education, enforcement, and outreach related to traffic safety. The grant application requests $175,000 of federal grant funds through OTS. If the requested amount is awarded in FY2025-26, $145,000 will be appropriated to officer overtime, $22,000 to equipment/equipment maintenance and $8,000 to training and development. There is no impact to the City's General Fund.

CC #:
3717
File #:
0323 & 0214
CONTACT:

Mark Peinado 916-774-5021 [email protected]
Courtney Scurria 916-774-5079 [email protected]

7.15. Assistance to Firefighters Grant Program - Grant Application Memo from Fire Chief Ryan Harrigan recommending the City Council adopt RESOLUTION NO. 25-001 APPROVING A GRANT APPLICATION TO

THE UNITED STATES DEPARTMENT OF HOMELAND SECURITY

ASSISTANCE TO FIREFIGHTERS GRANT PROGRAM, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE ALL RELATED

FORMS AND AGREEMENTS ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve an application for the FY2024 U.S. Homeland Security Grant Program Assistance to Firefighters Grant for $131,520, with a $12,000 requirement for matching funds and, if awarded, to execute any required grant agreements and other relevant documents to comply with all grant terms and conditions. Staff also requests Council authorize two future applications for the same grant, if necessary. The grant funds would be used to provide all Fire Department employees with comprehensive medical and cancer screenings which include
a health assessment as well as
recommendations for long-term health and managing medical risks. No new or additional City resources will be required for this grant.

CC #:
3705
File #:
0324 & 0214
CONTACT:

Ryan Harrigan
916-774-5820
[email protected]

Ordinances (for second reading and adoption)

7.16. Second Reading - Purchase of Motor Vehicles
ORDINANCE NO. 6907 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, for second reading and adoption.

CC #:
3725
File #:
0800-04
CONTACT:

Brandy LeBeau 916-774-5531 [email protected]

7.17. Second Reading - 2024 Speed Limit Update - Roseville Municipal Code Amendment
ORDINANCE NO. 6908 AMENDING SECTION 11.28.010 OF CHAPTER

11.28 OF TITLE 11 OF THE ROSEVILLE MUNICIPAL CODE

REGARDING SPEED LIMITS
, for second reading and adoption.

CC #:
3726
File #:
0316-04
CONTACT:

Jana Cervantes 916-774-5498 [email protected]

Reports / Requests

7.18. Appointments - City Council Auxiliary Positions
Memo from City Clerk Carmen Avalos recommending the City Council approve the appointment of councilmembers to various auxiliary positions on regional and local agencies, boards, commissions, committees, and joint power authorities.

There is no fiscal impact associated with this request.

CC #:
3727
File #:
0102-12
CONTACT:

Carmen Avalos 916-774-5269 [email protected]

END OF CONSENT CALENDAR

8. SPECIAL REQUESTS/REPORTS/PRESENTATION

8.1. Park Naming Recommendations
Memo from Park Planning and Development Manager Tara Gee and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 25-009 APPROVING PARK NAME
RECOMMENDATIONS. On an annual basis, each July, park naming suggestions are solicited for new parks that will enter into the construction phase of development within the current fiscal year. The name suggestion period is opened for one month. In July 2024, the park naming period for three new parks was opened for suggestions from the public. The name suggestion period closed on July 31. The parks to be named include C-63 Neighborhood Park in Creekview, and KT-52 School/Park and FD-51 Neighborhood Park, both in Sierra Vista. Additionally, four dog parks located within parks are currently unnamed. To continue with the City's tradition of naming dog parks after police K-9's, four dog parks are recommended for naming, which are located within Campus Oaks, Saugstad, Denio Family and Hughes parks. For the three new parks, funding for the new park ID signs will be included in the capital project budgets. For the dog parks, funding has been incorporated in the Denio Family Park, Saugstad Renovations, and Campus Oaks, Phase 2 project budgets.

Funding will be sought for the added sign for Hughes Park in the FY2025-26 Capital Improvement Program budget.

CC #:
0704-01
File #:
3714
CONTACT:

Tara Gee 916-774-5253 [email protected]

8.2. Roseville Transit Comprehensive Operational Analysis Memo from Alternative Transportation Manager Ed Scofield and Public Works Director Jason Shykowski recommending the City Council approve Roseville Transit's Comprehensive Operational Analysis (COA). The purpose of the COA is to examine all aspects of Roseville Transit’s existing service, search for new and innovative ways to provide transit services to Roseville residents and enable more seamless fixed-route and demand response service connections to other adjacent transit providers as part of the greater South Placer region’s transportation network. There is no fiscal impact with the approval of the COA.

CC #:
3710
File #:
0721
CONTACT:

Ed Scofield 916-774-5449 [email protected]

9. COUNCIL REPORTS / PUBLIC COMMENTS

10. ADJOURNMENT

COUNCIL COMMUNICATION
CC #:
3729
File #:
0102-10
Title:

Resolution - Jana Cervantes
Contact:

Blair Hutchison 916-774-5266 [email protected]

Meeting Date: 1/15/2025
Item #: 5.1.

RECOMMENDATION TO COUNCIL
Commend Jana Cervantes for her 26 years of outstanding service and dedication to the City of Roseville and the Public Works Department, congratulate her for her accomplishments and wish her a long, healthy, and enjoyable retirement.

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
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 - Jana Cervantes

COUNCIL COMMUNICATION
CC #:
3728
File #:
0102-10
Title:

Resolution - Lisa Gist
Contact:

Blair Hutchison 916-774-5266 [email protected]

Meeting Date: 1/15/2025
Item #: 5.2.

RECOMMENDATION TO COUNCIL
Commend Lisa Gist for her 19 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.

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 - Lisa Gist

COUNCIL COMMUNICATION
CC #:
3726
File #:
0102-03
Title:

Minutes of Prior Meetings
Contact:

Melissa Lipp 916-774-5268 [email protected]

Meeting Date: 1/15/2025
Item #: 7.1.

RECOMMENDATION TO COUNCIL
Approve the minutes of the December 11, 2024 City Council Special Meeting, December 11, 2024 City Council Swearing-In Ceremony, December 18, 2024 Closed Session and December 18, 2024 City Council/Housing Authority/Housing Successor 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
December 11, 2024 Special Meeting
December 11, 2024 Swearing-In Ceremony
December 18, 2024 Closed Session
December 18, 2024

MINUTES
December 11, 2024

CITY COUNCIL

SPECIAL MEETING
5:00 p.m.

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

1. CALL TO ORDER
Mayor Bruce Houdesheldt called the meeting to order at 5:00 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
Roseville Fire Chief Rick Bartee led the Pledge of Allegiance.

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

5. PRESENTATIONS

5.1. Canvass of Results - 2024 Municipal Election
Memo from City Clerk Carmen Avalos recommending the City Council adopt RESOLUTION NO. 24-398 CANVASSING VOTES OF THE NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION AND DECLARING THE RESULTS THEREOF PER PLACER COUNTY OFFICIAL ELECTIONS RESULTS;
declaring Vice Mayor-elect in Council District 5, Karen Alvord, as the candidate

Page 1 of 3 ends

receiving the highest number of votes cast in her district. After adoption of the resolution, staff recommends that the Official Oath of Office be administered to the incoming Councilmembers for Districts 1, 3, and 5.

CONTACT:

Carmen Avalos 916-774-5269 [email protected]

City Clerk Carmen Avalos made the presentation to the City Council.

No public comment received.

Motion by Krista Bernasconi, seconded by Pauline Roccucci, to adopt RESOLUTION NO. 24-398 CANVASSING VOTES OF THE
NOVEMBER 5, 2024 GENERAL MUNICIPAL ELECTION AND DECLARING

THE RESULTS THEREOF PER PLACER COUNTY OFFICIAL ELECTIONS RESULTS; declaring Vice Mayor-elect in Council District 5, Karen Alvord, as the Candidate receiving the highest number of votes cast in her district. After adopting of the resolution, staff recommends that the Official Oath of Office be administered to the incoming Councilmembers for Districts 1, 3 and 5. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

6. PUBLIC COMMENTS
Clifford Haggenjos, Jr spoke in support of Scott Alvord's tenure (Item 7.2)

Resident of Roseville spoke on an event at the Carnegie Library and Roseville Historic Society Open House.

Residents of Lincoln spoke on concerns of The Gathering Inn in Lincoln.

7. SPECIAL REQUESTS/REPORTS/PRESENTATION

7.1. Recognition of Outgoing Mayor Houdesheldt
Resolution of Commendation & Appreciation and token of appreciation presented by Vice Mayor Bernasconi, on behalf of the City Council, to outgoing Mayor Bruce Houdesheldt.

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Vice Mayor Krista Bernasconi made the presentation to Mayor Bruce Houdesheldt, who responded.

7.2. Recognition of Outgoing Councilmember Scott Alvord Resolution of Commendation & Appreciation and token of appreciation presented by Mayor Houdesheldt on behalf of the City Council, to outgoing Councilmember Scott Alvord.

Page 2 of 3 ends

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Mayor Bruce Houdesheldt made the presentation to Councilmember Scott Alvord, who responded.

Representative from Kevin Kiley's office presented Councilmember Scott Alvord with a Congressional Recognition.

Melinda Cervantes spoke on behalf of Councilmember Scott Alvord.

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

9. ADJOURNMENT
Mayor Bruce Houdesheldt adjourned the meeting at 5:47 p.m.

Page 3 of 3 ends

MINUTES
December 11, 2024

AMENDED

CITY COUNCIL

SWEARING-IN CEREMONY
5:30 p.m.

Civic Center Rotunda
311 Vernon Street
Roseville, California
www.roseville.ca.us

1. CALL TO ORDER
Meeting called to order at 5:52 p.m

2. ROLL CALL

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

3. PLEDGE OF ALLEGIANCE
Tony Bernasconi led the Pledge of Allegiance.

4. PUBLIC COMMENTS
No public comment received.

5. MEETING PROCEDURES

6. SWEARING IN CEREMONY (ROTUNDA)

6.1. Oath of Office - Councilmember/Vice Mayor District 5 Scott Alvord to administer oath of office to Vice Mayor Elect Karen Alvord to District 5.

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Page 1 of 2 ends

Oath administered to Vice Mayor Karen Alvord.

6.2. Oath of Office – Councilmember District 1
Kristen, Alexandra & Madeline Mendonsa to administer oath of office to Councilmember Tracy Mendonsa appointed to District 1.

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Oath administered to Councilmember Tracy Mendonsa.

6.3. Oath of Office – Councilmember District 3
Shelley Houdesheldt to administer oath of office to Councilmember Bruce Houdesheldt appointed to District 3.

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Oath administered to Councilmember Bruce Houdesheldt.

6.4. Oath of Office - Mayor
Tony Bernasconi to administer oath of office to incoming Mayor Krista Bernasconi.

CONTACT:

Carmen Avalos 916-774-5263 [email protected]

Oath administered to Mayor Krista Bernasconi.

7. ADJOURNMENT
Meeting adjourned at 6:11 p.m.

Page 2 of 2 ends

MINUTES
December 18, 2024

CLOSED SESSION
5:00 p.m.

City Council Chambers
311 Vernon Street
Roseville, California
www.roseville.ca.us
A.

CLOSED SESSION CALL TO ORDER
Mayor Krista Bernasconi called the meeting to order at 5:00 p.m.

CLOSED SESSION ROLL CALL

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

CLOSED SESSION PUBLIC COMMENTS
No public comment received.

CLOSED SESSION
D.1.

Conference with Legal Counsel – Existing Litigation
Pursuant to Government Code Section 54956.9(d)(1)
Marcus Hill-Colbert, et al. v. City of Roseville, et al.

United States District Court
, Eastern District of California, Case Number: 2:22-cv- 01651-WBS-DB

CONTACT:

M. Sheidenberger 916-774-5325 msheidenberger
@roseville.ca.us

Closed Session Disclosure: No reportable action taken.

CLOSED SESSION ADJOURNMENT
Mayor Krista Bernasconi adjourned the meeting at 5:42 p.m.

MINUTES
December 18, 2024

CITY COUNCIL

HOUSING AUTHORITY

HOUSING SUCCESSOR
6:00 p.m.

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

1. CALL TO ORDER
Mayor Krista Bernasconi called the meeting to order at 6:02 p.m.

2. ROLL CALL

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

3. PLEDGE OF ALLEGIANCE
Environmental Utilities Director Rich Plecker led the Pledge of Allegiance.

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

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]

Chief Executive Officer Rana Ghadban and Ann Carpenter presented a check in

Page 1 of 25 ends

the amount of $20,000 to Recreation Supervisor Alisha Moyer.

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]

Councilmember Pauline Roccucci made the presentation to representatives of the Soroptimist International of Roseville, who responded.

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]

Council presented Fire Chief Rick Bartee with the resolution, who responded.

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]

Council presented Rich Plecker with the resolution, who responded.

6. PUBLIC COMMENTS
Nancy Ayala spoke on issues with transient individuals across the street from her home.

Resident of Roseville spoke on issues with transient individuals across the street from her daycare facility.

7. CONSENT CALENDAR

BEGINNING OF CONSENT CALENDAR
Motion by Bruce Houdesheldt, seconded by Tracy Mendonsa, to drop Item 7.7 from the Consent Calendar, remove Item 7.34 for presentation, and approve the remaining items as recommended, with Karen Alvord recusing from Item 7.15.

The Motion Passed.

Page 2 of 25 ends

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci 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,

Page 3 of 25 ends

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

Page 4 of 25 ends

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 natural-gas 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

Page 5 of 25 ends

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]

Item dropped from Consent Calendar to be heard at a future City Council Meeting.

7.8. Oracle Guided Learning - Subscription Amendment
Memo 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

Page 6 of 25 ends

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

Page 7 of 25 ends

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 one-year 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

Page 8 of 25 ends

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]

Vice Mayor Karen Alvord recused herself as required by the Levine Act.

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

Page 9 of 25 ends

CONTRACTED AMOUNT. Staff requests Council award a Design-Build 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

Page 10 of 25 ends

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

Page 11 of 25 ends

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 not-to-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, BY

AND 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 Director
Melissa Anguiano recommending the City Council adopt RESOLUTION NO. 24-402 APPROVING THE ANNUAL REPORT FOR THE LOW AND

Page 12 of 25 ends

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 u se 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

Page 13 of 25 ends

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

Page 14 of 25 ends

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

Page 15 of 25 ends

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]

Page 16 of 25 ends

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]

Human Resources Director Stacey Peterson made the presentation to the City

Page 17 of 25 ends

Council.

No public comment received.

Motion by Tracy Mendonsa, seconded by Pauline Roccucci, to 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. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

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 BY APPENDIX “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-

Page 18 of 25 ends

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)

Page 19 of 25 ends

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 non-profit 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

Page 20 of 25 ends

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

Page 21 of 25 ends

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]

Electric Utility Director Dan Beans introduced Power Supply and Portfolio Administrator Petra Wallace and made the presentation to the City Council.

No public comment received.

Motion by Bruce Houdesheldt, seconded by Pauline Roccucci, to adopt RESOLUTION NO. 24-422 APPROVING THE UPDATED ROSEVILLE

RENEWABLES PORTFOLIO STANDARD PROCUREMENT PLAN AND

ROSEVILLE RENEWABLES PORTFOLIO STANDARD ENFORCEMENT
PROGRAM. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

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]

Page 22 of 25 ends

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

No public comment received.

For Information only. No action required.

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]

Assistant City Manager/Chief Financial Officer Dennis Kauffman introduced Assistant Finance Director Scott Pettingell, who made the presentation to the City Council.

Murial Moore requested clarification.

Assistant City Manager/Chief Financial Officer Dennis Kaufman provided clarification.

Motion by Bruce Houdesheldt, seconded by Pauline Roccucci, to 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. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

9. APPOINTMENTS

Page 23 of 25 ends

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]

City Clerk Technician Katrina Six made the presentation to the City Council.

Jason Blessinger spoke in support of his appointment.

Motion by Scott Alvord, seconded by Bruce Houdesheldt, to appoint Howard Rudd, Charles Sandoval, Louise Santiago, Andrea Seminer, and Sandeep Upamaka to the Board of Appeals to terms expiring December 31, 2028; and to appoint Nora Parella, and Kayla Scott to the Library Board to terms expiring December 31, 2026; and to appoint Nick Alexander, Jason Blessinger, Sandra Pollack-Cushing, and Kevin Hernandez to the Parks & Recreation Commission to terms expiring December 31, 2026; and to appoint Robert Brittany, Jason Douglas, and Prabhakar Maramreddy to the Personnel Board to terms expiring December 31, 2028; and to appoint Jason Probst, and Stephen Stromberg to the Transportation Commission to terms expiring December 31, 2028. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

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

Page 24 of 25 ends

What's Happening in Roseville
- City Manager Dominick Casey introduced the
video.

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

Councilmember Pauline Roccucci reported on various community events.

Councilmember Tracy Mendonsa reported on various community events.

Vice Mayor Karen Alvord reported on various community events.

Councilmember Bruce Houdesheldt reported on various community events.

Sacramento Area Council of Governments Board of Directors Meeting -
Councilmember Bruce Houdesheldt reported on attendance.

Mayor Krista Bernasconi reported on various community events.

Greater Sacramento Economic Council Meeting
- Mayor Krista Bernasconi
reported on attendance.

11. ADJOURNMENT
Mayor Krista Bernasconi adjourned the meeting at 7:31 p.m.

Page 25 of 25 ends

COUNCIL COMMUNICATION
CC #:
3722
File #:
0500
Title:

Legal Research Software - Sole Source Purchase Order
Contact:

Gretchen Hakala 916-774-5325 [email protected]

Meeting Date: 1/15/2025
Item #: 7.2.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council approve a sole source purchase order with Thomson Reuters for online law library and legal research databases.

BACKGROUND
The City Attorney's office has contracted with Thomson Reuters for online law library and legal research databases for the City Attorney's office for many years and they are the standard in the legal community. These necessary resources are used by all seven attorneys, the paralegal and two legal assistants in the performance of their duties. The legal research database, called Westlaw, provides multiple modules for specialized legal research, many of which are not offered by any other companies. Westlaw gives the City Attorney's office searchable access to federal and state statutes and regulations, court opinions, attorney general opinions and other necessary legal research materials.

FISCAL IMPACT
The total cost over a five-year period is approximately $216,671.64. The cost for Year 1:
$39,212.16; Year 2: $41,172.72; Year 3: $43,231.32; Year 4: $45,392.88; and Year 5:
$47,662.56. The cost for future years will be included in the City Attorney's budget each year in the General 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. The purchase of access to legal research databases 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

Respectfully Submitted,
Gretchen Hakala, Paralegal
Michelle Sheidenberger, City Attorney

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Order Form

COUNCIL COMMUNICATION
CC #:
3719
File #:
0707
Title:

Johnson Pool Renovations Project - Increase Change Order Authorization Contact:

Heather Buck 916-774-5254 [email protected]

Meeting Date: 1/15/2025
Item #: 7.3.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to authorize staff to approve change orders up to an amount not to exceed 20% of the contracted amount (an increase of 5% from previously approved).

BACKGROUND
Johnson Pool is located on 0.47 acres at the intersection of Vernon and D Streets in the Cherry Glen/Theiles Manor neighborhood. The David R. Johnson Memorial Pool was built in 1921 and has been in operation by the City since the 1960s.

Long Term Rehabilitation Plan

Over the last five years, the City has been addressing accessibility and structural repairs to the facility. In 2021, City staff developed a Long-Term Rehabilitation or Vision Plan for this facility to ensure that the repairs, upgrades, and programming of the facility fit current community needs.

The Plan included recommended phasing, prioritization, cost estimates and a schedule for implementation. Preservation of recent improvements, such as the recent mural painted on the building exterior to improve aesthetics, was also incorporated into the Plan. The Vision Plan maintained the pool as a teaching pool, thereby ensuring the City’s goal to maintaining a safe and healthy community and keeping residents’ water safe by learning how to swim. Other staff priorities that were incorporated include more shade and a zero-depth entry into the pool.

In May 2024, City Council approved award of the construction contract with Abide Builders, Inc., that includes accessibility/code upgrades to the pool house building, new pool shell and replaster, improvements to the pool deck, pool equipment room, a new waterslide, new shade structure, and associated site work.

This facility is over 100 years old. The request for the 5% increase in change order authorization is due to the age and having encountered unforeseen site conditions during construction that could not be readily observed until walls and floors were opened up for renovation. Staff, therefore, recommends increasing the change order authorization by 5% (from 15% to 20%) for this Project.

Examples of unanticipated conditions/costs include: drainage, domestic water lines, wall framing, and electrical.

FISCAL IMPACT
Due to the age of the facility and unforeseen site conditions encountered during construction, staff recommends increasing the change order authorization by 5% (from 15% to 20%) for this Project.

The total project budget of $5,411,001 remains unchanged, which includes the cost of construction plus soft costs such as design and engineering, permits, inspections, construction administration, and contingency. The cost for maintenance is funded by the General Fund and is expected to be unchanged.

ENVIRONMENTAL REVIEW
The proposed project involves the minor alteration of an existing facility, the replacement or reconstruction of existing structures and facilities, and the construction of a limited number of small facilities. These activities are categorically exempt from CEQA as Class 1 (Existing Facilities), 2 (Replacement or Reconstruction), and 3 (New Construction or Conversion of Small Structures) Categorical Exemptions (State CEQA Guidelines Section 15301, 15302, and 15303). 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 B - Support community engagement and advocacy
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,
Heather Buck, Senior Park Development Project Manager
Jill Geller, Director, Parks, Recreation & Libraries

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 25-013
Vicinity Map
RESOLUTION NO. 25-013

APPROVING AN INCREASE IN CHANGE ORDER AUTHORITY

WHEREAS, in May 2024, the City Council awarded a Construction Agreement to Abide Builders, Inc. for the Johnson Pool Renovation Project (Project); and

WHEREAS, due to the age of the facility and unforeseen site conditions encountered during construction, staff recommends increasing the change order authorization by 5% (from 15% to 20%) for this Project.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that the City Manager or his designee is authorized to approve change orders in the amount not-to-exceed 20% of the contracted amount.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2025, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
Johnson Memorial Pool
Vicinity Map

COUNCIL COMMUNICATION
CC #:
3721
File #:
0203-07
Title:

Interactive Voice Response System - Contract Purchase Agreement Amendment Contact:

Caitlin Ornelas 916-774-5178 [email protected]

Meeting Date: 1/15/2025
Item #: 7.4.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute amendment #1 to the Contract Purchase Agreement with Selectron Technologies, Inc.

BACKGROUND
Selectron Technologies, Inc. currently provides the City’s Customer Care division with an Interactive Voice Response (IVR) system designed to improve service to utility customers. The IVR system allows customers to access their utility account information and make payments via credit card or e-check, 24 hours a day, 7 days a week.

This amendment will add Screen Pop functionality to the IVR system. Screen Pop will streamline the customer experience by automatically displaying a customer’s account information on the Utility Customer Service Representative’s computer screen during a call. This functionality will eliminate the need for representatives to ask customers for account details, reducing call times and improving the overall quality of customer interactions.

This contract utilizes
General Services Administration (GSA)
contract GS-35F-0315X.

FISCAL IMPACT
The total cost of the amendment is $57,838.24.

Funding is included in both the Electric and
Environmental Utilities FY2024-25 operating budgets.

The amended total not-to-exceed amount
of the Contract Purchase Agreement is $506,270.89.

This recommendation will not impact the
General 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. Approval of amendment #1 to the Contract Purchase Agreement with Selectron Technologies, Inc. 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,
Caitlin Ornelas, Utility Business Systems Administrator Daniel Beans, Electric Utility Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 25-015
Selectron CPA Amendment #1
GSA Contract GS-35F-0315X
RESOLUTION NO. 25-015

APPROVING CONTRACT PURCHASE AGREEMENT AMENDMENT NO. 1, BY AND BETWEEN THE CITY OF ROSEVILLE AND SELECTRON TECHNOLOGIES, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT

ON BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, Contract Purchase Agreement Amendment No. 1 (3002451) for the addition of the screen pop engine implementation, licenses and annual service fees, between the City of Roseville and Selectron Technologies, Inc., has been reviewed by the Council; and

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

PASSED AND ADOPTED by the Council of the City of Roseville this _ day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

GENERAL SERVICES ADMINISTRATION
Federal Supply Service
Authorized Federal Supply Schedule Price List
On-line access to contract ordering information, terms and conditions, up-to-date pricing, and the option to create an electronic delivery order are available through GSA Advantage!®, a menu-driven database system. The INTERNET address GSA Advantage!® is: GSAAdvantage.gov.

Multiple Award Schedule
FSC Group: Information Technology FSC Class:

Contract number:GS-35F-0315X
Contract period:April 6, 2011 through April 5, 2026
Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland OR 97223-8056
503-443-1400 – Phone
503-443-2052 - Fax
https://www.selectron.com
Matthew Corbin, Executive Vice President
[email protected]
503-443-1400 - Phone
Business size: Small
For more information on ordering from Federal Supply Schedules go to the GSA Schedules page at GSA.gov.

Price list current as of Modification PA-0025 effective March 23, 2023 Prices Shown Herein are Net (discount deducted)

2 CUSTOMER INFORMATION
1a. Table of awarded special item number(s) with appropriate cross-reference to item descriptions and awarded price(s).

SIN Description
511210 Software Licenses – Includes both Term
and Perpetual software licenses and
Maintenance.
54151S Information Technology Professional
Services
OLM Order-Level Materials (OLM)
1b. Identification of the lowest priced model number and lowest unit price for that model for each special item number awarded in the contract. This price is the Government price based on a unit of one, exclusive of any quantity/dollar volume, prompt payment, or any other concession affecting price. Those contracts that have unit prices based on the geographic location of the customer, should show the range of the lowest price, and cite the areas to which the prices apply.

SIN Part Number Description Net GSA
Price
511210 ATLC-UL-
100
Atlas Locations Additional Annual
User License(100+ users)
$86.15
54151S Project Manager $167.51
54151S Software Development Manager$167.51
54151S Software Development Engineer$167.51
54151S Installation & Training Specialist$167.51
54151S Customer Support Engineer$167.51
54151S PS-WSSLS Standard Labor rate - w/active
support
$167.51
1c. If the Contractor is proposing hourly rates, a description of all corresponding commercial job titles, experience, functional responsibility and education for those types of employees or subcontractors who will perform services shall be provided. If hourly rates are not applicable, indicate “Not applicable” for this item.

PROJECT MANAGER
Minimum/General Experience
Minimum five years’ experience leading multiple technical projects in a software development environment, with successful on-time and on-budget completion.

Strong organizational and detail tracking skills, as well as thorough familiarity with a broad array of project and program management tools and processes. Excellent written and spoken communication skills required, including strong negotiation skills. 3 Functional Responsibility
Manages projects and works with diversified teams of software engineers and technicians to deliver successful client solutions. Responsible for multiple ongoing internal and customer projects. Drives continual improvement of practices and tools.

Fosters innovation in project management operations.

Minimum Education
Bachelor's degree (B.S.) or equivalent from four-year college or university.

SOFTWARE DEVELOPMENT MANAGER
Minimum/General Experience
Minimum seven years of related software development experience, with a minimum of four years of proven experience in establishing, supervising, and managing successful development team(s). Strong interpersonal, communication, organizational, mentoring, and leadership skills required.

Functional Responsibility
Manages all activities of the software development teams, leading a highly skilled technical group. Holds overall responsibility for development, maintenance, and implementation of software development processes and products. Directly supervises 10 to 20 employees, which includes interviewing, hiring, and training; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees as necessary; and resolving problems.

Minimum Education
Bachelor's degree (B.S.) or equivalent from four-year college or university.

Education in a technical field that includes exposure to software development methodologies and practices, as well as modern software languages and technologies.

SOFTWARE DEVELOPER ENGINEER
Minimum/General Experience
Minimum 2 years of related software development/engineering experience with a track record of delivering commercial quality software products and solutions.

Demonstrable industry track record of delivering commercial quality software products and scenarios. Strong communication skills, including the ability to communicate effectively in person, in writing, and in small groups. Proficiency with 4 and/or expert knowledge of the following programs: C#, ASP.NET, and IIS; Web technologies (HTTP, HTML, CSS, XML); SQL Server 2005/2008; Visual Studio 2008/2010; .NET 3.5/4.0; Web Services; Silverlight; Expression Blend; Windows Communication Foundation; Office 2007/2010.

Functional Responsibility
Works as a member of an experienced and highly productive engineering team that delivers software using an agile development process. Develops applications in support of Selectron Technologies’ customers and business strategy.

Minimum Education
Bachelor's degree (B.S.) or equivalent from four-year college or university.

INSTALLATION & TRAINING SPECIALIST
Minimum/General Experience
Minimum two years’ experience working with computers, including knowledge of basic computer hardware components, troubleshooting, and general computer configuration. Strong working knowledge of Microsoft Office Suite.

Functional Responsibility
Installs all Selectron Technologies-provided equipment, performing any configuration required and testing system installations. Ensures system configurations are performed according to established guidelines, and according to production schedules as defined by the Project Management team. Responsible for managing, maintaining, and reporting on proper inventory levels.

Minimum Education
Associate's degree (A.A.) or equivalent from two-year college or technical school; or two years related experience; or equivalent combination of education and experience. BS preferred. A+, MS, or similar network certification desired.

CUSTOMER SUPPORT ENGINEER
Minimum/General Experience
Three (3) or more years of experience providing customer software support for automated response systems. Experience supporting highly technical products and services. Excellent written and verbal skills.
5 Functional Responsibility
Maintains overall responsibility for all front-line phone, web, and e-mail support provided to customers, which includes tracking support issues, researching reported issues, and working with other team members to identify solutions.

Minimum Education
Bachelor's degree (BA/BS) or equivalent from four-year college or university, preferably in a technical field.

2. Maximum order:

SINs Maximum Order
511210 $500,000
54151S $500,000
OLM $250,000

3. Minimum order: $1,000.00

4. Geographic coverage (delivery area). Domestic

5. Point(s) of production (city, county, and State or foreign country).

Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland OR 97223-8056

6. Discount from list prices or statement of net price. Government Net Prices (discounts already deducted.)

7. Quantity discounts.
•SelecTxT and Atlas Software - 2.0% Additional discount on orders exceeding $100,000.00
•Interactive Voice ResponseSoftware – 2.5% Additional discount on orders exceeding $100,000.00
All other products/labor categories: None

8. Prompt payment terms. Information for Ordering Offices: Prompt payment terms cannot be negotiated out of the contractual agreement in exchange for other concessions. Net 30 days

9. Foreign items (list items by country of origin). Not Applicable 6 10a. Time of delivery. (Contractor insert number of days.) SIN DELIVERY TIME (Days ARO)
SIN 511210 90 Days
SIN 54151S To Be Determined at Task Order Level
10b. Expedited Delivery. Items available for expedited delivery are noted in this price list.

Contact Contractor
10c. Overnight and 2-day delivery. Contact Contractor
10d. Urgent Requirements. Contact Contractor

11. F.O.B. point(s). Destination
12a. Ordering address(es).

Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland OR 97223-8056
12b. Ordering procedures: For supplies and services, the ordering procedures, information on Blanket Purchase Agreements (BPA’s) are found in Federal Acquisition Regulation (FAR) 8.405-3.

13. Payment address(es).

Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland OR 97223-8056

14. Warranty provision. Standard Commercial Warranty Terms & Conditions Selectron Product Warranty
Every Selectron Technologies installation includes a twelve-month warranty which consists of PremierPro Support of all software and hardware that comprises the solution. Technical support beyond the first year is available through an annual Support and Maintenance Agreement.
b. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract. c. Limitation of Liability. Except as otherwise provided by an express or implied warranty, the Contractor will not be liable to the ordering activity for consequential damages resulting from any defect or deficiencies in accepted items. 7 15. Export packing charges, if applicable. Not Applicable

16. Terms and conditions of rental, maintenance, and repair (if applicable). Not Applicable

17. Terms and conditions of installation (if applicable). Not Applicable 18a. Terms and conditions of repair parts indicating date of parts price lists and any discounts from list prices (if applicable). Not Applicable 18b. Terms and conditions for any other services (if applicable). Not Applicable

19. List of service and distribution points (if applicable).

Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland OR 97223-8056

20. List of participating dealers (if applicable). Not Applicable

21. Preventive maintenance (if applicable). Not Applicable 22a. Special attributes such as environmental attributes (e.g., recycled content, energy efficiency, and/or reduced pollutants). Not Applicable
22b. If applicable, indicate that Section 508 compliance information is available on Electronic and Information Technology (EIT) supplies and services and show where full details can be found (e.g. contractor’s website or other location.) The EIT standards can be found at: www.Section508.gov/.

Not Applicable

23. Unique Entity Identifier (UEI) number. MMUAN8RFJDZ7

24. Notification regarding registration in System for Award Management (SAM) database.

Contractor registered and active in SAM
PERPETUAL SOFTWARE LICENSES (SIN 511210)

1. INSPECTION/ACCEPTANCE
The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The ordering activity reserves the right to inspect or test any software that has been tendered for acceptance. The ordering activity may require repair or replacement of nonconforming software at no increase in contract price. The ordering activity must exercise its post acceptance rights (1) within a reasonable time after the defect was discovered or should have been discovered; and (2) before any substantial change occurs in the condition of the software, unless the change is due to the defect in the software.
8 2. ENTERPRISE USER LICENSE AGREEMENTS REQUIREMENTS (EULA) The Contractor shall provide all Enterprise User License Agreements in an editable Microsoft Office (Word) format.

3. GU ARANT EE/W AR RANTY
a. Unless specified otherwise in this contract, the Contractor’s standard commercial guarantee/warranty as stated in the contract’s commercial pricelist will apply to this contract.

Selectron Product Warranty
Every Selectron Technologies installation includes a twelve-month warranty which consists of PremierPro Support of all software and hardware that comprises the solution. Technical support beyond the first year is available through an annual Support and Maintenance Agreement.

PremierPro Support and Maintenance Plan
Selectron’s PremierPro Support and Maintenance Plan includes full replacement of any failed hardware component, with overnight shipping as required; a toll-free support hotline and dial-in technical support for all software provided with the solution; as well as a quarterly system review and support for application database updates. •24-hour, 7-days-per-week, 365-days-per-year support for emergency calls •Toll-free telephone support hotline
•Telephone support for installation and general use questions during normal business hours
•Online technical diagnostic support
•Software correction updates
•Relief goal of one business day
•Online Customer Support Center
•Development work as required to support standard updates to the Client’s application database(s). To accommodate the scheduling of resources, it is required that the Client provide Selectron with two (2) weeks’ notice prior to the planned system update
•Quarterly proactive system review that includes system diagnostics, history file creation, and Client notification of the review results oAssess the machine resources, including memory, processor, and disk- space utilization
oExamine log files, including error logs, to identify any anomalous entries oApply current validated software updates to the operating system, device drives, and application database *
oIdentify items that need further attention for follow-up by the Client and the Project Manager
9 •Implement “out-of-cycle” critical updates. These updates are to resolve failures that may cause hardware damage, system unavailability, data corruption, or severe data vulnerability *
Customer Support Center
A Customer Support Engineer (CSE) is available to handle all support calls during Selectron’s normal business hours6:00 a.m. – 5:00 PM Pacific Time.Emergency calls will be promptly resolved by the CSE or escalated to a Software Developer.

Selectron guarantees that all non-emergency support calls will be responded to within one business day. Most emergency and non-emergency calls are handled within one to two hours of receipt.

During non-business hours, Selectron’s answering service dispatches calls based on issue priority. Emergency calls are dispatched to on-call support staff and are responded to within four (4) hours. Non-emergency calls are also directed to support personnel and responses are based on the Jurisdiction’s requirements. The answering service is operational 24 hours per day/seven days per week and employs staff who are trained in responding to routine and emergency support issues.

In addition, Selectron maintains an Online Customer Support Center that is available to all Selectron Clients. This resource provides answers to frequently asked questions, “how to” guides, and an index of common error messages as well as other technical documentation, including product white papers. b. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract. If no implied warranties are given, an express warranty of at least 60 days must be given in accordance with FAR 12.404(b)(2)
c. Limitation of Liability. Except as otherwise provided by an express or implied warranty, the Contractor will not be liable to the ordering activity for consequential damages resulting from any defect or deficiencies in accepted items.

4. TECHNICAL SERVICES
The Contractor, without additional charge to the ordering activity, shall provide a hot line technical support number503-443-1400for the purpose of providing user assistance and guidance in the implementation of the software. The technical support number is available from 6:00 AMto5:00 PM Pacific time.
10 5. SOFTWARE MAINTENANCE
a. Software maintenance as it is defined: (select software maintenance type) :

X1. Software Maintenance as a Product (SIN 511210)
Software maintenance as a product includes the publishing of bug/defect fixes via patches and updates/upgrades in function and technology to maintain the operability and usability of the software product. It may also include other no charge support that are included in the purchase price of the product in the commercial marketplace. No charge support includes items such as user blogs, discussion forums, on-line help libraries and FAQs (Frequently Asked Questions), hosted chat rooms, and limited telephone, email and/or web-based general technical support for user’s self-diagnostics.

Software maintenance as a product does NOT include the creation, design, implementation, integration, etc. of a software package. These examples are considered software maintenance as a service.

Software Maintenance as a product is billed at the time of purchase.

2. Software Maintenance as a Service (SIN 511210)
Software maintenance as a service creates, designs, implements, and/or integrates customized changes to software that solve one or more problems and is not included with the price of the software. Software maintenance as a service includes person-to-person communications regardless of the medium used to communicate: telephone support, online technical support, customized support, and/or technical expertise which are charged commercially. Software maintenance as a service is billed arrears in accordance with 31 U.S.C. 3324.

Software maintenance as a service is billed in arrears in accordance with 31 U.S.C. 3324.
b. Invoices for maintenance service shall be submitted by the Contractor on a quarterly or monthly basis, after the completion of such period. Maintenance charges must be paid in arrears (31 U.S.C. 3324). PROMPT PAYMENT DISCOUNT, IF APPLICABLE, SHALL BE SHOWN ON THE INVOICE.
11 6. PERIODS OF TERM LICENSES AND MAINTENANCE (SIN 511210) Term Software Licenses and Software Maintenance as a Service are not offered by Selectron Technologies.
a. The Contractor shall honor orders for periods for the duration of the contract period or a lessor period of time.
b. Term licenses and/or maintenance may be discontinued by the ordering activity on thirty (30) calendar days written notice to the Contractor. c. Annual Funding. When annually appropriated funds are cited on an order for term licenses and/or maintenance, the period of the term licenses and/or maintenance shall automatically expire on September 30 of the contract period, or at the end of the contract period, whichever occurs first. Renewal of the term licenses and/or maintenance orders citing the new appropriation shall be required, if the term licenses and/or maintenance is to be continued during any remainder of the contract period. d. Cross-Year Funding Within Contract Period. Where an ordering activity’s specific appropriation authority provides for funds in excess of a 12 month (fiscal year) period, the ordering activity may place an order under this schedule contract for a period up to the expiration of the contract period, notwithstanding the intervening fiscal years. e. Ordering activities should notify the Contractor in writing thirty (30) calendar days prior to the expiration of an order, if the term licenses and/or maintenance is to be terminated at that time. Orders for the continuation of term licenses and/or maintenance will be required if the term licenses and/or maintenance is to be continued during the subsequent period.

7. CONVERSION FROM TERM LICENSE TO PERPETUAL LICENSE
Selectron Technologies, Inc. does not offer Term software licenses. a. The ordering activity may convert term licenses to perpetual licenses for any or all software at any time following acceptance of software. At the request of the ordering activity the Contractor shall furnish, within ten (l0) calendar days, for each software product that is contemplated for conversion, the total amount of conversion credits which have accrued while the software was on a term license and the date of the last update or enhancement.
b. Conversion credits which are provided shall, within the limits specified, continue to accrue from one contract period to the next, provided the software remains on a term license within the ordering activity.
c. The term license for each software product shall be discontinued on the day immediately preceding the effective date of conversion from a term license to a perpetual license.
d. The price the ordering activity shall pay will be the perpetual license price that prevailed at the time such software was initially ordered under a term license, or the perpetual license price prevailing at the time of conversion from a term license to a perpetual license, whichever is the less, minus an amount equal to % of all term license payments during the period that the software was under a term license within the ordering activity.
12 8. TERM LICENSE CESSATION
Selectron Technologies, Inc. does not offer Term software licenses a. After a software product has been on a continuous term license for a period of months, a fully paid-up, non-exclusive, perpetual license for the software product shall automatically accrue to the ordering activity. The period of continuous term license for automatic accrual of a fully paid-up perpetual license does not have to be achieved during a particular fiscal year; it is a written Contractor commitment which continues to be available for software that is initially ordered under this contract, until a fully paid-up perpetual license accrues to the ordering activity. However, should the term license of the software be discontinued before the specified period of the continuous term license has been satisfied, the perpetual license accrual shall be forfeited.
b. The Contractor agrees to provide updates and maintenance service for the software after a perpetual license has accrued, at the prices and terms of Special Item Number l32-34, if the licensee elects to order such services. Title to the software shall remain with the Contractor.

9. UTILIZATION LIMITATIONS - (SIN 511210)
a. Software acquisition is limited to commercial computer software defined in FAR Part

2.101.
b. When acquired by the ordering activity, commercial computer software and related documentation so legend shall be subject to the following:
(1) Title to and ownership of the software and documentation shall remain with the Contractor, unless otherwise specified. (2) Software licenses are by site and by ordering activity. An ordering activity is defined as a cabinet level or independent ordering activity. The software may be used by any subdivision of the ordering activity (service, bureau, division, command, etc.) that has access to the site the software is placed at, even if the subdivision did not participate in the acquisition of the software. Further, the software may be used on a sharing basis where multiple agencies have joint projects that can be satisfied by the use of the software placed at one ordering activity's site. This would allow other agencies access to one ordering activity's database. For ordering activity public domain databases, user agencies and third parties may use the computer program to enter, retrieve, analyze and present data. The user ordering activity will take appropriate action by instruction, agreement, or otherwise, to protect the Contractor's proprietary property with any third parties that are permitted access to the computer programs and documentation in connection with the user ordering activity's permitted use of the computer programs and documentation. For purposes of this section, all such permitted third parties shall be deemed agents of the user ordering activity. (3) Except as is provided in paragraph 8.b(2) above, the ordering activity shall not provide or otherwise make available the software or documentation, or any portion thereof, in any form, to any third party without the prior written approval of the Contractor. Third parties do not include prime Contractors, subcontractors and agents of the ordering activity who have the ordering activity's permission to use the licensed software and documentation at the facility, and who have agreed to use the licensed software and documentation only in accordance with these restrictions. This provision does not limit the right of the ordering activity to use software, documentation, or information therein, which the ordering activity may already have or obtains without restrictions.
13 (4) The ordering activity shall have the right to use the computer software and documentation with the computer for which it is acquired at any other facility to which that computer may be transferred, or in cases of Disaster Recovery, the ordering activity has the right to transfer the software to another site if the ordering activity site for which it is acquired is deemed to be unsafe for ordering activity personnel; to use the computer software and documentation with a backup computer when the primary computer is inoperative; to copy computer programs for safekeeping (archives) or backup purposes; to transfer a copy of the software to another site for purposes of benchmarking new hardware and/or software; and to modify the software and documentation or combine it with other software, provided that the unmodified portions shall remain subject to these restrictions.
(5) "Commercial Computer Software" may be marked with the Contractor's standard commercial restricted rights legend, but the schedule contract and schedule pricelist, including this clause, "Utilization Limitations" are the only governing terms and conditions, and shall take precedence and supersede any different or additional terms and conditions included in the standard commercial legend.

10. SOFTWARE CONVERSIONS - (SIN 511210)
Full monetary credit will be allowed to the ordering activity when conversion from one version of the software to another is made as the result of a change in operating system , or from one computer system to another. Under a perpetual license, the purchase price of the new software shall be reduced by the amount that was paid to purchase the earlier version.

Selectron Technologies, Inc. does not offer Term software licenses.

Under a term license, conversion credits which accrued while the earlier version was under a term license shall carry forward and remain available as conversion credits which may be applied towards the perpetual license price of the new version.

11. DESCRIPTIONS AND EQUIPMENT COMPATIBILITY
The Contractor shall include, in the schedule pricelist, a complete description of each software product and a list of equipment on which the software can be used. Also, included shall be a brief, introductory explanation of the modules and documentation which are offered.

Selectron’s solutions utilize industry standard open architecture components. Our solutions and their underlying components are thoroughly tested for compatibility with vmWare virtual server for the ESXi 5.1 (and above) virtual host environment. If virtualization is not an option for our customers, our solutions can also be installed on a dedicated physical server. We have provided the minimum specification requirements below.

Selectron uses industry standard programming languages and practices in the design and development of our interactive solutions. Our solutions are all built on Microsoft .NET, which provides great flexibility when integrating with any database for any application or department. The application software is written in the C# programming language. C# is an object-oriented programming language used with XML-based web services on the .NET platform and is designed for improving productivity in the 14 development of web-based applications. C# boasts type-safety, garbage collection, simplified type declarations, and versioning and scalability support, in addition to other features that help expedite development.

CLIENT-PROVIDED HARDWARE REQUIREMENTS
If an agency chooses to provide its own hardware, we have specifically tested against the HP ProLiant DL380 Gen9 - Xeon E5-2620V3 2.4 GHz - 16 GB. For other server models, the following are the minimum configuration requirements:
• Quad-Core Intel processor with processor fan
• Network Interface Card
• 16 GB memory
RAID 5 hard drive configuration (to support 250 GB disk space) • Video Controller
• Standard DVD ROM
• Keyboard/monitor/mouse or KVM switch
• Windows 2012 R2 64 bit Server operating system
• Microsoft SQL Server 2012 64 bit

12. RIGHT-TO-COPY PRICING
The Contractor shall insert the discounted pricing for right-to-copy licenses.

Selectron Technologies, Inc. does not offer right-to-copy licenses.

PRODUCT PRICING
Selectron Technologies, Inc.
12323 SW 66 th Avenue
Portland, OR 97223-8568
Phone: 503-443-1400 Fax: 503-443-2052
www.selectrontechnologies.com
Part Number Description NET GSA
Price
SIN 511210
VU-BCPS VoiceUtility Base Application (4-ports with
Customer Provided Server)
$31,491.18
VU-BSTD VoiceUtility Base Application (4-ports with
Standard Server)
$31,491.18
VU-BADV VoiceUtility Base Application (4-ports with
Advanced Server)
$34,362.72
15 VP-BCPS VoicePermits Base Application (4-ports with
Customer Provided Server)
$31,491.18
VP-BSTD VoicePermits Base Application (4-ports with
Standard Server)
$31,491.18
VP-BADV VoicePermits Base Application (4-ports with
Advanced Server)
$34,362.72
VC-CI-CPS VoiceCourt Citation Base Application (4-ports with Customer Provided Server)
$31,491.18
VC-CI-STD VoiceCourt Citation Base Application (4-ports with Standard Server)
$31,491.18
VC-CI-ADV VoiceCourt Citation Base Application (4-ports with Advanced Server)
$34,362.72
VC-JU-CPS VoiceCourt Jury Base Application (4-ports with Customer Provided Server)
$31,491.18
VC-JU-STD VoiceCourt Jury Base Application (4-ports with Standard Server)
$31,491.18
VC-JU-ADV VoiceCourt Jury Base Application (4-ports with Advanced Server)
$34,362.72
VC-FM-CPS VoiceCourt Family Base Application (4-ports
with Customer Provided Server)
$31,491.18
VC-FM-STD VoiceCourt Family Base Application (4-ports
with Standard Server)
$31,491.18
VC-FM-ADV VoiceCourt Family Base Application (4-ports
with Advanced Server)
$34,362.72
VT-BCPS VoiceTax Base Application (4-ports with
Customer Provided Server)
$31,491.18
VT-BSTD VoiceTax Base Application (4-ports with
Standard Server)
$31,491.18
VT-BADV VoiceTax Base Application (4-ports with
Advanced Server)
$34,362.72
VH-BCPS VoiceHouse Base Application (4-ports with
Customer Provided Server)
$31,491.18
VH-BSTD VoiceHouse Base Application (4-ports with
Standard Server)
$31,491.18
VH-BADV VoiceHouse Base Application (4-ports with
Advanced Server)
$34,362.72
VL-BCPS VoiceLottery Base Application (4-ports with
Customer Provided Server)
$31,491.18
VL-BSTD VoiceLottery Base Application (4-ports with
Standard Server)
$31,491.18
VL-BADV VoiceLottery Base Application (4-ports with
Advanced Server)
$34,362.72
VE-BCPS VoiceEngine Base Application (4-ports with
Customer Provided Server)*
$31,491.18
VE-BSTD VoiceEngine Base Application (4-ports with
Standard Server)*
$31,491.18
16 VE-BADV VoiceEngine Base Application (4-ports with
Advanced Server) *
$34,362.72
IVR-AN-4 Additional Production/Test VoicePorts - Analog (4-ports) *
$7,657.43
IVR-T1-4 Additional Production/Test VoicePorts - Digital (4-ports) *
$7,657.43
IVR-IP-4 Additional Production VoicePorts - VoIP (4-
ports)*
$7,657.43
IVR-MG-4 Additional Production VoicePorts - Media
Gateway(4-ports)*
$8,614.61
IVR-UN-4 Additional Unlicensed Port Capacity (4-ports) * $957.18 CTI-ENG CTI Screen Pop Engine $19,143.58
CTI-SPL CTI Screen Pop Single License $478.59
CTI-SPL-10 CTI Screen Pop10-pack license $4,307.30
CTI-SPL-25 CTI Screen Pop 25-pack license $9,571.79
CTI-SPL-100 CTI Screen Pop100-pack license $33,501.26
CTI-DDE Computer TelephonyDesktopDeliveryEngine $9,571.79 CTI-DDL DesktopDelivery Single License $478.59
CTI-DDL-10 DesktopDelivery 10-pack license $4,307.30
CTI-DDL-25 DesktopDelivery25-pack license $9,571.79
CTI-DDL-100 DesktopDelivery100-pack license $33,501.26
ODS-ENG Outbound Delivery Services Engine * $8,136.02
VP-ENG VoicePay Engine Includes VoicePay Selectron
Payment Gateway
$9,093.20
VP-NGW VoicePay Non-Selectron Payment Gateway
Integration
$2,392.95
VP-CCM VoicePa yCredit Card Module $5,264.48
VP-ECM VoicePa ye-Check Module $5,264.48
VP-EXT VoicePay Payment Extensions $3,350.13
CS-ENG Communit ySelect Engine * $7,178.84
WE-Base WebEn gine Base Application * $23,929.47
SR-MOD-ENG Selectron Speech Recognition Module -
English (4-ports) *
$10,050.38
SR-MOD-SPN Selectron Speech Recognition Module -
Spanish (4-ports) *
$10,050.38
SR-MOD-LNG Selectron Speech Recognition Module -
Alternate Language (4-ports) *
$14,357.68
TTS-MOD-ENG Selectron Text to Speech Module - English (4- ports) *
$5,264.48
TTS-MOD-SPN Selectron Text to Speech Module - Spanish (4- ports) *
$5,264.48
TTS-MOD-LNG Selectron Text to Speech Module - Alternate Language(4-ports)*
$7,657.43
SM-DEL-2 SmartDeliver y(2 faxports) $5,743.07
SM-DEL-4 SmartDelivery (4 fax ports) $8,614.61
PP-SM PremierPro Support & Maintenance 16.27%
17 SelecTXT / Atlas Software
STXT-BASE SelecTXT Base A pplication with Setup $7,178.84 STXT-AL SelecTXT Annual Platform License Fee $4,785.89
STXT -IPB SelecTXT Ins pector Postback $4,785.89
STXT-SA-PF SelecTXT Rela yPlatform Fee and Setup $14,357.68 ATIS-BASE Atlas Insight Base Application with Setu $9,571.79 ATIS-UL-10 Atlas Insi ght Annual Subscription Fee(i $11,964.74 ATIS-UL-24 Atlas Insi ght Additional Annual User Lic $430.73 ATIS-UL-49 Atlas Insight Additional Annual User Lic $382.87 ATIS-UL-99 Atlas Insight Additional Annual User Lic $335.01 ATIS-UL-100 Atlas Insi ght Additional Annual User Lic $287.15 ATIN-BASE Atlas Inspections Base Application with $19,143.58 ATIN-SS Atlas Inspections Split Screen Feature $9,571.79 ATIN-IN Atlas Ins pections Notice Setup $3,828.72
ATIN-DA Atlas Ins pections Digital Attachments Se $4,785.89 ATIN-GIS Atlas Inspections GIS Setup $4,785.89
ATIN-CHK Atlas Ins pections Checklist Setup $2,871.54
ATIN-UL-10 Atlas Ins pections Annual Subscription Fe $19,143.58 ATIN-UL-24 Atlas Inspections Additional Annual User $574.31 ATIN-UL-49 Atlas Inspections Additional Annual User $526.45 ATIN-UL-99 Atlas Ins pections Additional Annual User $478.59 ATIN-UL-100 Atlas Inspections Additional Annual User $430.73 ATLC-BASE Atlas Locations Application with Setup $2,871.54 ATLC-UL-10 Atlas Locations Annual Subscri ption Fee $2,871.54 ATLC-UL-24 Atlas Locations Additional Annual User L $143.58 ATLC-UL-99 Atlas Locations Additional Annual User L $114.86 ATLC-UL-100 Atlas Locations Additional Annual User L $86.15 SIN 54151S
IT Professional Engineering Services
Project Manager $167.51
Software Development Manager $167.51
Software Development Engineer $167.51
Installation & Training Specialist $167.51
Customer Support Engineer $167.51
PS-WSSLS Standard Labor rate - w/active support $167.51 PS-WSAHS After hours labor rate - w/active support $251.26 PS-WOSLS Standard Labor rate - w/o active support $335.01 PS-WOAHS After hours labor rate - w/o active support $502.52 18 Service Contract Labor Standards: The Service Contract Labor Standards (SCLS), formerly known as the Service Contract Act (SCA), is applicable to this contract as it applies to the entire Multiple Award Schedule (MAS) and all services provided. While no specific labor categories have been identified as being subject to SCLS/SCA due to exemptions for professional employees (FAR 22.1101, 22.1102 and 29 CRF 541.300), this contract still maintains the provisions and protections for SCLS/SCA eligible labor categories. If and / or when the contractor adds SCLS/SCA labor categories to the contract through the modification process, the contractor must inform the Contracting Officer and establish a SCLS/SCA matrix identifying the GSA labor category titles, the occupational code, SCLS/SCA labor category titles and the applicable WD number. Failure to do so may result in cancellation of the contract.

COUNCIL COMMUNICATION
CC #:
3706
File #:
0324
Title:

Fire Department Incident Reporting and Electronic Patient Care Management System - Sole Source Purchase Agreement
Contact:

Ryan Harrigan 916-774-5820 [email protected]

Meeting Date: 1/15/2025
Item #: 7.5.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council approve a sole source contract purchase agreement for the Fire Department’s incident reporting and electronic patient care management system from ImageTrend, LLC for an estimated initial cost of $123,323, and authorize the City Manager to execute it.

BACKGROUND
The Roseville Fire Department continues to have statutory requirements for an incident record and patient care management system. The Fire Department currently uses two separate reporting systems, one of which is over twenty years old and obsolete. Using separate systems requires duplication of effort and increases risk of documentation errors. The replacement system provides the efficiencies of single entry and brings all major reporting and analytic functions for the Fire Department under one software vendor. In addition, it allows for integration with existing public safety response systems and the community’s ground ambulance transport provider.

This product offers form template configuration available to manage system-wide, regionally or specific to agency's workflow, in addition to easy-to-create validation rules to meet state or agency documentation standards. The solution includes a proprietary report writer for usage and generation of standard and ad hoc reports by any level of system user within their reporting permission rights.

FISCAL IMPACT
Funding for the project is included in the Mobile Fire and Emergency Medical Services Reporting System Project in the Equipment Replacement Fund. The estimated initial cost of the initial agreement is $123,323. The annual renewal cost in subsequent years is $91,055 and will be funded in the Fire Department’s General Fund budget.

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. Approval of a contract purchase agreement 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 C - Maintain a safe and healthy community

Respectfully Submitted,
Ryan Harrigan, Fire Chief

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 25-002
ImageTrend LLC
RESOLUTION NO. 25-002

APPROVING A SOLE SOURCE CONTRACT PURCHASE AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND IMAGETREND, LLC, AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, a sole source contract purchase agreement (3004184) for the Fire Department’s incident reporting and electronic patient care management system, by and between the City of Roseville and ImageTrend, LLC, has been reviewed by the 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 of Roseville this day of , 2025, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
Contract Purchase Agreement 3004184
Supplier Details:

Company ImageTrend LLC
Contact Mike Tamasi
Address 20855 Kensington Blvd
Lakeville, MN 55044
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: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
Agreement 3004184
Agreement Date 11-SEP-2024
Change Order 1
Change Order Date 10-DEC-2024
Revision 1
Agreement Amount 123,323.00 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier ImageTrend LLC
20855 Kensington Blvd
Lakeville, MN 55044
Phone:

Fax:

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

Fax:

Email:
(952) 469-1589
()
[email protected]
Description of
Labor,
equipment
and/or materials
Vendor shall provide Elite software services, including Elite Rescue - SaaS, Elite Rescue setup and implementation, and onsite training session in accordance with the attached ImageTrend LLC "Attachment B - Software Licensing Terms Attachment", "Attachment C - Price Sheet Attachment" and Quote QUO-15262-X5H2Y dated 9/3/24, "Attachment D - Service Level Agreement Attachment", "Attachment E - Business Associate Agreement Attachment", "Attachment F - Data Exchange Authorization", and "Exhibit A Statement of Work" utilizing the City of Roseville terms and conditions negotiated for ImageTrend LLC dated 12/6/24.

Start Date: Executed Agreement
End Date: 12 Months from Date of Executed Agreement
Please contact Jenean Alden in the Fire Department at 916-774-5847 or [email protected] for any questions regarding this agreement.

Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 16213 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: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
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 claims, demands, costs or liability that arise out of, or pertain to, or relate to the gross 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 gross 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.

EACH PARTY SHALL NOT, UNDER ANY CIRCUMSTANCES, BE LIABLE TO THE

OTHER PARTY FOR CONSEQUENTIAL, INDIRECT, INCIDENTAL, SPECIAL,

PUNITIVE, OR EXEMPLARY DAMAGES OR LOSSES ARISING OUT OF OR RELATED

TO THIS AGREEMENT, EVEN IF THAT PARTY IS ADVISED OF THE LIKELIHOOD OF SUCH DAMAGES OCCURING. EXCEPT WITH RESPECT TO LIABILITIES ARISING FROM INDEMNIFICATION OBLIGATIONS, EACH PARTY’S CUMULATIVE

LIABILITY ARISING OUT OF OR IN ANY MANNER RELATED TO THIS SHALL BE LIMITED TO THE AMOUNT OF THE FEES DUE UNDER THIS AGREEMENT.

2. Cons
ultant 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.

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 Consultant is given thirty (30) days written notice. City's termination shall be without further liability to City; however, Consultant shall be entitled to all costs reasonably incurred prior to the date of termination. Consultant 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 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. 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 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 and Professional 3 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
Liability. 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 ava ilable 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 th e
na
med 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 shal l c
ontain 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 cop y
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 Ris k M
anagement 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 e
ither the named insured or City. City reserves the right to obtain a full certified copy of a
ny 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. Al l
W
orkers 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 employees, agents ,
a
nd 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.

10. Consultant shall comply with all federal, state, local laws, ordinances, and policies as may b e
a
pplicable to the performance of services under this Agreement. Failure to comply with local ordinances may result in monetary fines and cancellation of this Agreement.

11. 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.

12. 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 4 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
5 suc
h facsimile or ".pdf" signature page were an original thereof.

13. 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.

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

15. 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.

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

17. CONFIDENTIALITY ACKNOWLEDGEMENT. Each party hereby acknowledges and agrees that the other Party’s Data, potential clients or customers, City or customer lists, business plans, pricing structures, software and database designs, and any other information a Party has marked as Confidential, constitute Confidential Information. Each party agrees to treat (and take precautions to ensure that its authorized personnel treat) Confidential Information as confidential in accordance with the confidentiality requirements and conditions set forth below.

Orally transmitted information shall not be Confidential Information unless specifie d as such in a writing transmitted from the Disclosing party to the Receiving party within 15 days of the oral transmission, with such writing providing a reasonable description and scope of the Confidential Information transmitted.

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.

18. All facilities, devices, networks, and services used to store, deliver, process, backup or purge Confidential Information will employ administrative, physical, technical, and procedural safeguards and best practices at a level sufficient to secure Confidential Information from unauthorized access, destruction, use, modification, or disclosure. Such me asures will be no less protective than those used to secure Consultant's own information of a similar type, and in no event less than reasonable in view of the type and nature of the information involved. It is the City's expectation that Consultant, at its own expense, shall perform annual audits for any data centers that house Confidential Information, using an independent third -party audit that meets industry standards applicable to the services under this Agreement, and provide the audit report or certification upon request to City.

19. Consultant will retain Confidential Information until deleted by City or City -authorized third party, or for a time period mutually agreed upon by the parties to this Agreement.

20. Upon termination or expiration of this Agreement, Consultant will ensure that all Confidential Information is securely transferred to City within thirty (30) calendar days. Consultant will ensure that any transfer of Confidential Information is accomplished by methods that are compatible with the relevant City systems, and that City will have access to all Confidential Information during any such transfer. Consultant shall securely dispose of all Confidential Information when requested by City and Consultant will provide written notification to City once all Confidential Information has been securely disposed of.

21. 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.

22. Consultant acknowledges that services rendered under this agreement (including but not limited to service levels and operational levels) shall be performed purs uant to the Service Level Agreement in Attachment D of this Agreement.

23. 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 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
6 ti
mes 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, i ncluding all conceptual, preliminary, or initial plans or specifications prepared by contractor pursuant to this agreement.

24. 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.

25. 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.

26. 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.

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

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.

28. ACCEPTANCE OF SERVICES AND DELIVERABLES. Consultant shall deliver completed Deliverables and services to City for acceptance. Each Agreement must detail the acceptance criteria for each Deliverable or service contained within that Agreement. If a Deliverable or services acceptance criteria is measurable objectively, it shall be complete upon satisfaction of that objective measurement without regard to either party’s satisfaction with the Deliverable. If 1) a Deliverable’s acceptance criteria is based on Client’s satis faction with the Deliverable, or 2) no acceptance criteria is detailed, then the following default clause shall apply:

After delivery of the Deliverable or performance of the service, City shall have no more than 15 business days to: 1) accept the deliverable or service, or 2) reject the deliverable or service by providing a written rejection that reasonably sets forth the reason for the rejection and the changes required to gain Client’s acceptance, or 3) provide a written request for a 15 additional business days extension to review the Deliverable or service; Consultant shall not unreasonably withhold approval of such 15 day extension. If City does not provide an acceptance within the above time frame inclusive of extensions, the Deliverable or service will be deemed accepted. After delivery of the fourth revision of the service or Deliverable, the service or Deliverable shall be deemed accepted by Client.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
7 29. CIT
Y DATA. All City data provided to Consultant remains at all times the property of the City unless otherwise specified by a Agreement. Consultant will not to use or make available any personally identifiable information or patient health information other than for performing the services outlined in a Agreement, and for use in an aggregated manner to monitor, operate, train artificial intelligence, and conduct statistical analyses relevant to the application’s proper functioning, maintenance, optimization, or improvement. Consultant will not in any way transfer to any third party any Confidential Information of Client.

30. GRANT OF LICENSE TO CONSULTANT’S PRE- EXISTING IP AND OWNERSHIP OF NEW IP. All Intellectual Property Rights connected to the Consultant pre -existing materials such as architectural structure, modules, processes, and Know-How that may be used in Deliverables (“Pre- existing IP”), shall remain owned by Consultant. Consultant agree s to grant to City a royalty -free, worldwide, transferable, non -exclusive, use license for these architectural structures, modules, and processes that may be used solely in conjunction with the Deliverables and services performed under Agreements and in accordance with the license selected below in the Software Licensing Terms Attachment, conditioned upon full payment of the Agreement from which the Deliverable containing Pre- Existing IP originates. This license may not be transferred, and City may not sublicense, use, reproduce, distribute or prepare derivative works of Consultant’s Pre-Existing IP except to the extent strictly necessary to fulfill the purpose of a Agreement. New Deliverables utilizing the same Pre -Existing IP may require another license for that new Deliverable, in Consultant’s discretion. New Custom Intellectual Property authored by the parties in the course of performing a Agreement shall be owned by the party that authored the Intellectual Property and in the case of derivative works, it shall be owned by the party who owns the work from which the derivative is made, or as otherwise set forth in the Agreement. In the case of Consultant Software products licensed per in the Software Licensing Terms Attachment below, or “Modified Off The Shelf Software” as defined above, Consultant shall own all Intellectual Property related to or arising out of any Agreement. A Agreement may specify who owns the intellectual property embodie d in a Deliverable; however, absent such terms in the Agreement, the terms of this Agreement shall control. Any right not hereby granted is reserved.

31. SERVICES. All services and will be provided in a professional and workmanlike manner in accordance with applicable industry standards and will comply with all applicable laws. All Deliverables will substantially conform to the agreed -upon specifications set forth in the applicable Agreemen t or as otherwise set forth in this Agreement. EXCEPT AS

SPECIFICALLY SET FORTH IN THIS AGREEMENT ABOVE, THE SERVICES

CONSULTANT PROVIDES TO CITY ARE PROVIDED WITHOUT ADDITIONAL

WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT

NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND

FITNESS FOR A PARTICULAR PURPOSE AND ANY ORAL OR WRITTEN

REPRESENTATIONS, PROPOSALS, OR STATEMENTS MADE PRIOR TO THIS AGREEMENT. CONSULTANT HEREBY EXPRESSLY DISCLAIM, AND CITY HEREBY

WAIVES, ANY REPRESENTATION OR WARRANTY OF ANY KIND WITH RESPECT

TO THE SERVICES, INCLUDING WITHOUT LIMITATION, THE IMPLIED

WARRANTIES OF MERCHANTABILITY, NON- INFRINGEMENT AND FITNESS FOR A PARTICULAR PURPOSE. THE REMEDIES PROVIDED IN THIS AGREEMENT ARE CLIENT’S SOLE AND EXCLUSIVE REMEDIES.

32. DUTY TO NEGOTIATE IN GOOD FAITH PRIOR TO FORMAL DISPUTES.

The parties shall attempt in good faith to resolve any dispute arising out of or relating to this agreement promptly by negotiation between executives who have authority to settle the controversy and who are at a higher level of management than the persons with direct responsibility for administration of this agreement. Any party may give the other party written notice of any dispute not resolved in the normal course of business.

Within 15 business days after delivery of the notice, the receiving party shall submit to the other a written response. The notice and response shall include with reasonable particularity (a) a statement of each party's position and a summary of arguments supporting that position, and (b) the name and title of the executive who will represent that party and of any other person who will accompany the executive. Within 30 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
8 business days after delivery of the notice, the executives of both parties shall meet at a mutually acceptable time and place, or by teleconference. All offers, promises, conduct and statements, whether oral or written, made in the course of the negotiation by any of the parties, their agents, employees, experts and attorneys are confidential, privileged and inadmissible for any purpose, including impeachment, in arbitration or other proceeding involving the parties, provided that evidence that is otherwise admissible or discoverable shall not be rendered inadmissible or non-discoverable as a result of its use in the negotiation.

33. Cooperative Use. Public and nonprofit agencies that have entered into a Cooperative Purchasing Agreement with the CITY are eligible to participate in any subsequent Agreement.

The parties agree that these lists are subject to change. Any such usage by other municipalities and government agencies must be in accord with the ordinance, charter, rules and regulations of the respective political entity and with applicable State and Federal Laws.

34. FORCE MAJEURE. Neither party will be liable for delays nor for non-performance due to an unforeseeable event, external to this Agreement and the parties, where the occurrence of the event beyond the non- performing or delayed party’s reasonable control and could not be reasonably mitigated against (“Force Majeure Events.”) Force Majeure Events may include, but are not limited to: war, terrorism or threats of terrorism, civil disorder, fire, disease, medical epidemics or outbreaks, events which curtail necessary transportation facilities (e.g. airports), or other unforeseeable events where the occurrence of the event is beyond the non- performing or delayed party’s control and could not be reasonably mitigated against.

35. NOTICES. Any notice required to be given by either party to the other shall be deemed given if in writing on the date actually delivered (including electronic methods such as e -mail), or if deposited in the United States mail in registered or certified form with return receipt requested, postage prepaid, on the postmarked date and addressed to the notified party at the address set forth below, or to such other address as a party may designate from time to time by means of notice given hereunder to the other party.

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:

Cor poration
X Limited Liability Company
Par tnership
Sol e 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 ImageTrend
LLC) REV 12/6/24 TC
Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E N/A
N/A
N/A
Contract Purchase Agreement 3004184

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
9 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
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 10 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Contract Purchase Agreement 3004184
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:__________________________________________________ 11 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Chief Financial Officer
Jon Sachs
12/16/2024

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/110/34/67/68/83/67/i255/70/72/88/67/i255/88/77/68/88/i255/101/72/32/i255/68/70/105/i255/68/93/32/67/67/84/67/70/88/83/i255/72/32/i255/93/32/68/70/88/83/i255/80/68/34/85/67/71/i255/68/88/i255/111/112/i255/84/33/34/34/33/72/70/i255/72/32/i255/84/72/32/67/i255/105/72/85/i255/84/85/83/88/i255 /32/67/31/72/32/88/i255/88/72/i255/88/77/67/i255/113/33/88/105/i255/72/101/i255/94/72/83/67/80/33/34/34/67/i255/105/72/85/32/i255/76/72/84/31/34/33/68/70/76/67/i255/82/33/88/77/i255/67/76/72/70/72/84/33/76/i255/83/68/70/76/88/33/72/70/83/i255/33/70/76/34/85/71/33/70/93/i255/83/88/67/31/83/i255 /105/72/85/i255/77/68/80/67/i255/88/68/96/67/70/i255/33/70/i255/32/67/83/31/72/70/83/67/i255/88/72/i255/94/85/83/83/33/68/107/83/i255/68/76/88/33/72/70/83/i255/33/70/i255/95/96/32/68/33/70/67/35/i255/33/70/76/34/85/71/33/70/93/35/i255/102/85/88/i255/70/72/88/i255/34/33/84/33/88/67/71/i255/88/72/35/i255 /71/67/83/33/83/88/33/70/93/i255/101/32/72/84/i255/84/68/96/33/70/93/i255/70/67/82/i255/33/70/80/67/83/88/84/67/70/88/83/i255/33/70/35/i255/72/32/i255/67/70/93/68/93/33/70/93/i255/33/70/i255/101/33/70/68/70/76/33/68/34/i255/88/32/68/70/83/68/76/88/33/72/70/83/i255/82/33/88/77/35/i255 /94/85/83/83/33/68/70/i255/67/70/88/33/88/33/67/83/35/i255/70/72/88/i255/88/32/68/70/83/101/67/32/32/33/70/93/i255/88/67/76/77/70/72/34/72/93/105/i255/88/72/i255/94/85/83/83/33/68/i255/72/32/i255/94/85/83/83/33/68/70/i255/67/70/88/33/88/33/67/83/35/i255/68/70/71/i255/71/33/32/67/76/88/34/105/i255 /31/32/72/80/33/71/33/70/93/i255/83/85/31/31/72/32/88/i255/88/72/i255/88/77/67/i255/93/72/80/67/32/70/84/67/70/88/i255/68/70/71/i255/31/67/72/31/34/67/i255/72/101/i255/95/96/32/68/33/70/67/97/i255 /i255
/106/33/70/76/67/32/67/34/105/35/i255
/i255
/i255
/78/99/36/112/99/36/37/36/36/i255
/i255
/106/77/68/70/70/72/70/i255/114/33/67/83/88/i255/i255
/113/33/88/105/i255/72/101/i255/94/72/83/67/80/33/34/34/67/i255 /110/85/32/76/77/68/83/33/70/93/i255/68/70/71/i255/114/68/32/67/77/72/85/83/67/i255/75/68/70/68/93/67/32/i255 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ATTACHMENT B - SOFTWARE LICENSING TERMS ATTACHMENT
The following terms shall apply:
“Incident(s)” means an instance where the City sends a vehicle or emergency responder to a situation requiring emergency response, as measured by the number of incident reports within Consultant Software systems.
“Licensed Information” means other Deliverables provided to City by Consultant relating to the operation or design of the Software, or other Deliverables provided to City by Consultant which are common to Consultant (e.g. such Deliverables are not unique to Client). A copy of the software specification Licensed Information is available within the Software labeled as “ImageTrend University.”
“The Software” means the sum of all software licenses granted by this Agreement as provided in Section 1 below.

SECTION 1. GRANT OF LICENSE TO SOFTWARE.

Name of License Terms of License
Software as a
Service License
(SaaS) or
Integration as a
Service (IaaS)
(“SaaS”)
Consultant hereby grants City a non-exclusive, non-transferable license to use the Consultant Software product(s) listed in the Agreement for such time as listed in said Agreement. During the term of the Agreement, the City shall have access to the Software, which will be installed on servers at the Consultant hosting facility and subject to the Service Level Agreement attached. All copies of the Software and/or Licensed Information in any form provided by Consultant to City hereunder are the sole property of Consultant and/or its suppliers, and that City shall not have any right, title, or interest to any such Software and/or Licensed Information or copies thereof except as provided in this Agreement.

PROTECTION OF SOFTWARE AND LICENSED INFORMATION
City agrees to respect and not to, nor permit any third-party to, remove, obliterate, or cancel from view any copyright, trademark, confidentiality or other proprietary notice, mark, or legend appearing on any of the Software or Licensed Information, and to reproduce and include the same on each authorized copy of the Software and Licensed Information.

City shall not nor shall City permit any third-party under Client’s control to, copy, reverse engineer, or duplicate the Software or any part thereof except for the purposes of system backup, testing, maintenance, or recovery. City may duplicate the Licensed Information only for internal training, provided that all the names, trademark rights, product names, copyright statement, and other proprietary right statements of Consultant are reserved. Consultant reserves all rights which are not expressly granted to City in this Agreement.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E City shall not, nor shall City permit any third-party to, modify, reverse engineer, disassemble, or decompile the Software, or any portion thereof, and shall not use the software or portion thereof for purposes other than as intended and provided for in this Agreement.

INSTALLATION, INTRODUCTORY TRAINING AND DEBUGGING.

IMPLEMENTATION. Consultant shall provide City with start-up services such as the installation and introductory training relating to the Software, and, if necessary, initial debugging services known as “Implementation”. During Implementation, City must make available sufficient time and resources as is necessary to accomplish the milestones and tasks per the party’s project plans (as applicable), typically between 4 and 15 hours a week. Depending on Client’s objectives, City may need to allocate more time or resources to achieve Client’s desired timelines.

TRAIN THE TRAINER. Consultant may provide “Train-the-trainer” training for administrators as detailed in each Agreement. Additionally, online training videos and user guides in electronic format will be made available via Consultant University.

INSTRUCTIONS. Consultant will provide installation instructions and assistance for installation of the Software on the Servers appropriate to the License selection in the Agreement per the table above at (e.g. City Hosted on premise license) as detailed in Service Level Attachment, below.

SOFTWARE SUPPORT. Consultant shall provide Software Support as detailed in the Service Level Attachment, below.

TRAINING USAGE AND EXPIRATION. The training line items and quantities as detailed in price table attached must be delivered within 2 years of the Effective Date. It shall be Client’s responsibility to request the training session(s). Training not used within the 2 year cut-off shall expire and no refund or credit will be payable to Client.

SOFTWARE WARRANTIES.

PERFORMANCE WARRANTY. Consultant warrants that the Software will conform to the specifications as set forth in the Licensed Information. However, this warranty shall be revoked in the event that any person other than Consultant and its agents make any unauthorized modification or change to the Software in any manner outside of the configuration available within the Software’s built-in functionality. This warranty does not apply to data extracted from the system.

OWNERSHIP WARRANTY. Consultant represents that it is the owner of the entire right, title, and interests in and to the Software, and that it has the sole right to grant licenses thereunder, and that it has not knowingly granted licenses thereunder to any other entity that would restrict rights granted hereunder to Client.

LIMITATIONS ON WARRANTY. All of Consultant’s obligations under this Section shall be contingent on Client’s use of the Software in accordance with this Agreement and in accordance with Consultant’s instructions as provided by Consultant in the Licensed Information, and as such instructions may be amended, supplemented, or modified by Consultant from time to time.

Consultant shall have no warranty obligations with respect to usage which does not conform with Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Consultant’s instructions as provided by Consultant in the Licensed Information. Consultant shall have no warranty obligations with respect to any failures of the Software which are the result of accident, abuse, misapplication, extreme power surge or extreme electromagnetic field of a City device. In addition to any other limitation on warranty or liability; Client’s sole remedy for breach of warranty related to or arising out of the Software, or a defect with the Software, shall be at Client’s option 1) repair of the Software or defect, 2) termination of this Agreement for convenience as outlined elsewhere in this Agreement.

THE EXPRESS WARRANTIES PROVIDED HEREIN ARE THE ONLY WARRANTIES MADE BY Consultant

WITH RESPECT TO THE SOFTWARE AND SUPERSEDE ALL OTHER EXPRESS OR IMPLIED WARRANTIES,

INCLUDING, BUT NOT LIMITED TO, ANY WARRANTIES OF MERCHANTABILITY AND WARRANTIES FOR ANY SPECIAL PURPOSE.

MAINTENANCE.

Consultant shall provide scheduled updates and new releases for the Software, as well as defect correction as needed per the Service Level Agreement, attached for so long as City has contracted for support (as indicated by a recurring fee containing the product name and word ‘Support’). Specific out-of-scope system enhancement requests are excluded from support. Should City desire specific source-code level modifications to the system, City may submit a request to Consultant’s UserVoice page at https://ImageTrend.uservoice.com/.

RETURN OF DATA.

Upon termination of this Agreement for any reason, City may request Consultant provide to City a copy of Client’s data. Consultant will produce this data by first using relevant export functionality provided by the application, e.g. for Consultant Elite the data would be produced as a NEMSIS Version 3 XML file(s), or by other native data export format should the application provide no export functionality. Consultant may redact or remove Consultant trade secret and confidential information, such as database schema design details, or data which is used solely in an operational or administrative fashion (e.g. data which was never entered by City end-users). For clarity, Consultant may not redact or remove data that City or Client’s end-users entered. Consultant will provide this exported data to City via secure electronic transfer, such as SFTP/FTPS. Consultant shall have 90 days from Client’s request to produce the native data export for Client. Should City desire the data to come in any alternative format, or be in any way different than as described in this section, City must request those services from Consultant separately on a Time and Materials basis under its own time frame. Consultant will make efforts to accommodate Client’s request, but Consultant is under no obligation to do so.

CONSULTANT ELITE AUTHORIZED USERS AND SCOPE OF USAGE
This Grant of License is strictly conditioned on the Software being used by only Authorized Users.

Consultant may audit Client’s Software, users, and usage to ensure compliance with the scope of usage detailed by this Agreement, in Consultant’s discretion. Non-compliance with the scope of usage shall be considered a material breach.

If this Agreement is for the licensing of ImageTrend Elite EMS, the following scope of usage and Authorized User definitions apply.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Organization Type Organization Definition Authorized User Definition Private Agency City responds to emergency
medical incidents for-profit
or not-for-profit and the
City is not a Governmental
Entity.

All employees & contractors of City who
respond to emergency medical incidents
in the regular scope of their employment
Public Agency, County,
Region, or City for its own
employed EMS workers
(“Public Agency”)
City responds to emergency
medical incidents and
transports patients
therefrom and is a
Governmental Entity
All employees & contractors of City who
respond to emergency medical incidents
in the regular scope of their employment
Hospital or Health
Network
City is a 1) hospital, 2)
health network, 3) or other
medical institution that
provides care which does
not involve responding to
emergency medical
incidents and transporting
patients therefrom as a
primary service of the
organization; and City is
recognized and licensed as
such by the Client’s
governing State
All employees & contractors of City who
respond to emergency medical incidents
in their regular scope of employment at
or from the named Hospital brick-and-
mortar locations. If the specific brick-
and-mortar location(s) is not named in a
Agreement, then it shall be interpreted
as the brick-and-mortar location from
which the City primary contact, Rochelle
Gregory or their successor, conducts
their job duties most frequently.

State, County, Region,
City for its constituents
City is a Governmental
Entity with authority or an
official mandate to
improve, facilitate,
organize, surveil,
investigate, report, collect
reports of, or otherwise
govern public health
matters; or another entity
acting under a grant or
contract of and for
equivalent authority
Licensed individuals within Client’s legal
or governing jurisdiction and geographic
boundary, who to respond to emergency
medical incidents in the regular scope of
their employment, and not individuals
whose primary job duty involves law
enforcement.

Group Purchase (Multi-
Agency)
Client(s) are a plurality of
Private Agencies and/or
Public Agencies
All employees & contractors of each
named organization, who respond to
emergency medical incidents
Financing Party (e.g.
billing company) on
behalf of
Agency/City/County third
party beneficiary
City is an entity which does
not respond to emergency
medical incidents or
provide for the care or
transportation of patients;
rather City is an entity who
procures or pays for a third
party beneficiary who is a
Private or Public Agency.

All employees & contractors of third
party beneficiary Public or Private
Agency, who respond to emergency
medical incidents in the regular scope of
their employment.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ATTACHMENT C - PRICE SHEET ATTACHMENT
The prices below are based on the following SaaS transaction volumes, as provided by Client:
25,000 Incidents annually

One Time Fees
Description SKU Unit Price Qty Extended Amount
Direct Messaging Connection Fee - Per
Hospital Connection
ELT.002.010.030 $200.00 8 $1,600.00
Elite™ Rescue Setup & Implementation ELT.003.002.003 $23,518.00 1 $23,518.00 Travel ELT.006.003.008 $1,750.00 1 $1,750.00
Onsite Training Session - 8 Hours ELT.006.003.004 $1,800.00 3 $5,400.00 Total One-Time Fees: $32,268.00
Recurring Fees
Description SKU Unit Price Qty Extended Amount
Continuum® Fire Content Package CTM.001.002.003 $6,824.00 1 $6,824.00 Continuum® CTM.001.002.001 $15,648.00 1 $15,648.00
Elite Site to Site Transfers ELT.002.010.016 $500.00 1 $500.00 Elite™ Rescue - SaaS *Includes Elite™
Field
ELT.001.002.015 $55,484.00 1 $55,484.00
Continuum® EMS Content Package CTM.001.002.002 $6,824.00 1 $6,824.00 Other CAD Vendor ELT.002.007.017 $0.00 1 $0.00
CAD Distribution ELT.002.007.001 $3,000.00 1 $3,000.00
Standard Direct Messaging - Hospital ELT.002.010.026 $2,775.00 1 $2,775.00 Total Recurring Fees: $91,055.00
TOTAL YEAR 1: $123,323.00
Payment Terms:
• “One Time Fees” are due once, as specified by the Milestone terms below. • “Recurring Fees” are annual fees which recur each year. They are due on each anniversary of the fee, with the start date beginning upon completion as specified by the Milestone terms below. • The Recurring Fees will escalate in price annually by 7% beginning one year from the last signature hereto and each year thereafter.
• Consultant may temporarily suspend performance (e.g. cease to provide access, hosting, support) due to Client’s breach of contract provided City shall have 30 days to cure such breach before Consultant may suspend performance.
• Consultant may charge to City a late fee of 1.5% per month, or the highest rate allowed under the law, whichever is lower, on any overdue amounts. City also agrees Consultant may charge to City all reasonable costs and expenses of collection, including attorneys' fees where, in Consultant’s discretion, payments are consistently deficient or late.
• All Annual SaaS Fees are based upon anticipated transaction volumes (as provided by Client) and are subject to an annual usage audit. Consultant reserves the right to increase fees in accordance with increased transaction volume per the Unit Price listed in the tables above. • Consultant will not be responsible for third-party fees related to this Agreement unless specifically outlined by this Agreement.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

Optional Items
Items in the table below are not goods or services currently contracted or provided by this Agreement, rather, they are included to allow City to add those goods or services by first providing written notice to Consultant, subsequently Consultant will provide City with a Agreement for the Optional item, and upon Client’s signature of that Agreement, Consultant will begin the work.

Product SKU Unit Price Description
Data Mart ™ Additional
Source - Subscription
ELT.001.002.065 $4,500.00
Mobile Fire Inspections
- SaaS
ELT.001.002.014 $8,992.08 Elite Mobile Fire Inspections allows you to enter or edit location, occupant, and inspection records
while offline and working in the field. It
synchronizes all data bidirectionally with Elite
Web.

Note: Elite Fire or Rescue is required.

Investigations ELT.001.002.018 $13,288.80 Investigations is a separate module that allows your investigators to document all aspects of a
fire-related investigation, including such things as
witnesses, evidence grids and weather related
information.

Note: Elite Fire or Rescue is required.

Connect Conference
Registration (per
Attendee)
ELT.007.004.001 $695.00 This includes the pre-purchase of the conference registrations in the contract. ImageTrend Connect
is an annual user’s conference that offers
education from those who know the industry and
ImageTrend best - your peers and the
ImageTrend team. Attendees come from
nationwide to connect with and learn from each
other, share ideas and processes, examine key
issues, celebrate successes and discuss
challenges. This does not include travel or
accommodations.

Data Mart™
Subscription
ELT.001.002.064 $9,000.00
Permits ELT.001.002.021 $12,324.00 The Permits module allows you to create, track and complete records, such as building or
construction permits. Note: Elite Fire or Rescue is
required.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

MILESTONE 1
Project Kick Off. Consultant will designate an implementation coordinator. The implementation coordinator will schedule a “Kick Off Call” with City where the implementation coordinator outlines the implementation process, gives an overview of the Client’s order, and starts discovery of how the Client’s processes work. This Project Kick Off Milestone is complete when: 1) City has been assigned an implementation coordinator; and 2) the Kick Off Call has occurred

Description Unit Price Quantity Extended Amount
Elite™ Rescue Setup & Implementation $23,518.00 1 $23,518.00 Milestone 1 Total $23,518.00
MILESTONE 2
Site Available. Consultant software is available via the Web. This Site Available Milestone is complete when Consultant has provided Client: 1) at least one web URL to the Consultant software, and 2) a system administrator account with login credentials, and 3) City is able to log into the Consultant software at that URL.

Description Unit Price Quantity Extended Amount
Continuum® Fire Content Package $6,824.00 1 $6,824.00
Continuum® $15,648.00 1 $15,648.00
Elite™ Rescue - SaaS *Includes Elite™
Field $55,484.00 1 $55,484.00
Continuum® EMS Content Package $6,824.00 1 $6,824.00
Milestone 2 Total $84,780.00
MILESTONE 3
Go Live. The parties understand that while the system can be infinitely configured and refined, that the software system must reach a level of readiness and it must “go-live” for usage by the end-users in its intended use cases.

City may desire staged roll out of different features or products for large implementations, or City may desire to have all functions go live all at once. In the interest of defining a fair and objective measurement point, this Go Live Milestone will be complete when the Client’s Software system processes, receives, transmits, generates, or otherwise interacts with the first non-test data record, excluding non-test data which is migrated on a one-time basis from another system.

Description Unit Price Quantity Extended Amount
Direct Messaging Connection Fee - Per
Hospital Connection $200.00 8 $1,600.00
Elite Site to Site Transfers $500.00 1 $500.00
Other CAD Vendor $0.00 1 $0.00
CAD Distribution $3,000.00 1 $3,000.00
Standard Direct Messaging - Hospital $2,775.00 1 $2,775.00 Milestone 3 Total $7,875.00
MILESTONE 4
Training. This Training Milestone will be complete, and invoiceable in advance of delivery of all training session(s), when the Go Live Milestone is complete.

Description Unit Price Quantity Extended Amount
Travel $1,750.00 1 $1,750.00
Onsite Training Session - 8 Hours $1,800.00 3 $5,400.00 Milestone 4 Total $7,150.00

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ELITE - Roseville Fire Department - (CA)

Prepared For
Roseville Fire
Department - (CA)
Rochelle Gregory
316 Vernon Street
Roseville, California 95678

Prepared By
Mike Tamasi Sep 03, 2024

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

Prepared For Bill To
Rochelle Gregory
Roseville Fire Department - (CA)
316 Vernon Street
Roseville, California 95678
916-774-5844
[email protected]
Rochelle Gregory
Roseville Fire Department - (CA)
316 Vernon Street
Roseville, California 95678
916-774-5844
[email protected]

Salesperson Quote Number Date
Mike Tamasi, Senior Enterprise Account Executive, 952 -469-6472 QUO-15262-X5H2Y Sep 03, 2024

Description Qty Frequency Unit Price Total
One-Time Fees
Elite™ Rescue Setup & Implementation
Direct Messaging Connection Fee - Per Hospital
Connection
Onsite Training Session - 8 Hours
Travel

Elite™ Rescue - SaaS *Includes Elite™ Field
CAD Distribution
- CAD Vendor: Other CAD Vendor
Elite Site to Site Transfers
Standard Direct Messaging - Hospital
Continuum®
- Continuum® EMS Content Package
- Continuum® Fire Content Package

1 One Time $23,518.00 $23,518.00
8 One Time $200.00 $1,600.00
3 One Time $1,800.00 $5,400.00
1 One Time $1,750.00 $1,750.00
Recurring Fees
1 Recurring $55,484.00 $55,484.00
1 Recurring $3,000.00 $3,000.00

1 Recurring $500.00 $500.00
1 Recurring $2,775.00 $2,775.00
1 Recurring $15,648.00 $15,648.00
1 Recurring $6,824.00 $6,824.00
1 Recurring $6,824.00 $6,824.00
TOTAL Year 1 $123,323.00
*Annual Fees after Year 1 $91,055.00

Optional Items
Mobile Fire Inspections - SaaS 1 Recurring $8,992.08 $8,992.08 Investigations 1 Recurring $13,288.80 $13,288.80
Permits 1 Recurring $12,324.00 $12,324.00
Data Mart™ Subscription 1 Recurring $9,000.00 $9,000.00 Data Mart ™ Additional Source - Subscription 1 Recurring $4,500.00 $4,500.00 Connect Conference Registration (per Attendee) 1 Recurring $695.00 $695.00 Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

PRODUCT DESCRIPTIONS

Elite™ Rescue -
SaaS *Includes
Elite™ Field
Mobile Fire
Inspections -
SaaS
In addition to receiving both Elite EMS and Elite Fire for compliant data collection, the Rescue package includes the Locations/Occupants/Inspections module.

Elite Mobile Fire Inspections allows you to enter or edit location, occupant, and inspection records while offline and working in the field. It synchronizes all data bidirectionally with Elite Web.

Note: Elite Fire or Rescue is required.

Investigations Investigations is a separate module that allows your investigators to document all aspects of a fire-related investigation, including such things as witnesses, evidence grids and weather related information.

Note: Elite Fire or Rescue is required.

Permits The Permits module allows you to create, track and complete records, such as building or construction permits. Note: Elite Fire or Rescue is required.

Continuum® Continuum is an integrated solution designed to make monitoring your system easy. Continuum analyzes the data within your system as it is added or updated to provide you with notifications and easy- to-view charts, tabular reports, and maps based on the data you need without requiring you to build reports or manually check your system.

The base Continuum offering includes the following primary components:

• Monitors
Continuum Monitors are predefined analytics, built by ImageTrend using industry-wide best practices and metrics. Groups of similar Monitors are organized in Continuum Domains. Within each Monitor, you can drill down and expand for more detail. The end result is easily accessible information that can help you turn your data into wisdom. Make more informed decisions, impact operations and improve patient care with Continuum.

• Data Sets
Following is a list of the available data sets that are currently available in Continuum to create new monitors based upon the information that you collect with your Elite system. New data sets are added to Continuum as they become available for Elite, Patient Registry, LMS and other ImageTrend products. o Community Health Patients
o Community Health Visits
o Elite Agency Location
o Elite EMS
o Elite Facility
o Elite Fire
o Elite Personnel
o EMS CAD
o Inspections
o Locations
o Occupants

• Domains
In Continuum, a Domain is the term used to refer to dashboards and monitors related to different overarching subjects (e.g., Public Health Incidents).

The following two domains are available by default as part of what is included with the base Continuum offering. These domains include the charts, maps, and tabular reports that you need for presentations to your system stakeholders.

o EMS Board Report
The Continuum EMS Board Report domain includes dashboard content and monitors that pertain to the following types of information that is useful for presentations to your EMS Board and other stakeholders.

Topics included in this domain include: Overall System Statistics, 911 Responses, Inter-facility Transfers, and Mutual Aid.

The EMS Board Report domain is included as part of the base Continuum offering.

o Fire Board Report
The Continuum Fire Board Report domain includes dashboard content and monitors that pertain to various types of information that is useful for presentations to your Fire Board of Directors and other stakeholders. Information included in this domain include: Overall System Statistics, 911 Responses, Incident Types, Mutual Aid given and received, Fire and Civilian Casualties, Property Lost and Saved, etc.

The Fire Board Report domain is included as part of the base Continuum offering.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

Continuum® EMS
Content Package

Continuum® Fire
Content Package
The Continuum EMS Content Package includes multiple Continuum EMS content domains. Each Continuum content domain can be purchased individually. The Continuum EMS Content Package allows you to purchase numerous EMS domains at a quantity discount versus purchasing them individually.

The following EMS domains are currently included in this package:
• Ambulance Patient Offload Times (APOT)
• At Risk Populations
• Cardiac
• Cardiac Arrest
• Clinical
• Crew Insights
• EMS CAD
• EMS Compass Measures
• Maternal & Pediatric
• Public Health
• Overdose
• Stroke
• Trauma
The Continuum Fire Content Package includes multiple Continuum Fire content domains. Each Continuum content domain can be purchased individually. The Continuum Fire Content Package allows you to purchase numerous Fire domains at a quantity discount versus purchasing them individually. The following Fire domains are currently included in this package:
• Arson
• Casualties
• Crew Participation / Call Attendance
• Data Quality and Completeness
• False Alarms
• Fire Information
• Fire Losses / Saves
• Fire Times
• Hazmat
• Historical Demand
• Incident Status
• Incident Types
• Mutual Aid
• Reliability (Overlapping Calls)
• Technical Rescue
• Utilization

CAD Distribution The ability to easily integrate CAD data into run reports is very beneficial in ensuring accurate data. CAD data can be obtained via a file export, a query or it can be sent directly to the ImageTrend web service.

Only fields listed in the CAD integration workbook are available for population through the integration.

Onsite Training
Session - 8 Hours
Training that is to be completed onsite at the client’s location. Training topics can range from administrator training to user education to in-depth Report Writer usage.

Connect
Conference
Registration (per
Attendee)
This includes the pre-purchase of the conference registrations in the contract. ImageTrend Connect is an annual user’s conference that offers education from those who know the industry and ImageTrend best - your peers and the ImageTrend team. Attendees come from nationwide to connect with and learn from each other, share ideas and processes, examine key issues, celebrate successes and discuss challenges. This does not include travel or accommodations.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

Elite Site to Site Transfers
Elite Site to Site Transfers allows your agency to transfer EMS incidents in the field from your agency to other agencies using an Elite site that exists outside of your Elite System. The setup is based on a per agency basis.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ATTACHMENT D - SERVICE LEVEL AGREEMENT ATTACHMENT
Consultant is committed to offering exceptional levels of service to our customers. This Service Level Agreement (“SLA”) guarantees your website or application’s availability, reliability and performance. This SLA applies to any site or application hosted on our network.

1. Customer Support
Consultant is committed in providing an exceptional level of customer support. Consultant’s servers are monitored 24 hours per day, 7 days per week, 365 days per year and our support staff is available via phone (888.469.7789) and email (www.imagetrend.com/support) as posted on the company’s website. Consultant works to promptly resolve all issues reported by customers, and will acknowledge the disposition and potential resolution according to the chart below:

Severity Level Examples of Severity Notification of Acknowledgement by ImageTrend
Action Expectation:

Update and
Anticipated Error
Resolution Plan
After Notification by
ImageTrend
Site
Down/Critical
• Complete shutdown or partial shutdown of
one or more critical software functions.
• Access to one or more Software functions
not available.
• Major subset of software application
impacted.

Within one (1) hour of initial
notification via email or ticketing
system.

Six (6) hours.

CAD Down/High • Minor subsystem failure.

• Data entry or access impaired on a limited
basis – usually can be delegated to local
client contact as a first level or response for
resolution – usually user error (i.e. training).

Within four (4) hours of initial
notification during business hours via
phone, email, or ticketing system.

Twenty-four (24)
business hours.

Medium/Normal • System operational with minor issues;
suggested enhancements as mutually
agreed upon.

Within twenty-four (24) hours of initial
notification during business hours.

Future Release.

2. Data Ownership
All customer data collected and maintained by Consultant shall at all times remain the property of the customer.

3. Data Protection
Consultant takes data privacy and cybersecurity very seriously. Consultant utilizes compliant and industry recognized best practices to ensure data security, and does not use or make available any personally identifiable information to third parties without customer consent or as required by law. Consultant acknowledges that its handling of information on behalf of customers may be subject to federal, state or local laws, rules, regulation and restrictions regarding the privacy of consumer information. Consultant agrees to comply with all of such laws, rules, regulations and restrictions at its sole cost and expense.

4. Suspension of Service
Consultant reserves the right to suspend and limit network resources to customers failing to pay the monthly fee in advance at its own discretion. In the event of service suspension, full service delivery will be restored within 48 hours from the date and time that payment is received.

5. Availability
Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Consultant is fully committed to providing quality service to all customers. To support this commitment, Consultant offers the following commitments related to application server Availability:

Availability Objective: Consultant will provide 99.5% Availability (as defined below) for the Consultant network services within Consultant’s Immediate Control. For purposes, hereof, "Availability” or “Available” means the Consultant Services are available for access and use through the Internet.
“Immediate Control” includes Consultant’s network services within the Consultant data center which extends to, includes and terminates at the Internet Service Provider (“ ISP”) circuit termination point on the router in Consultant's data center (i.e., public Internet connectivity).

Specifically excluded from the definition of “Immediate Control” are the following:
a. Equipment, data, materials, software, hardware, services and/or facilities provided by or on behalf of City or a third-party entity (or any of their vendors or service providers) and Client’s or a third party entity’s network services or end-user hardware.
b. Acts or omissions of Client, their employees, contractors, agents or representatives, third party vendors or service providers or anyone gaining access to the Consultant Services at the request of Client.
c. Issues arising from bugs, defects, or other problems in the software, firmware, or hardware of third parties.
d. Delays or failures due to circumstances beyond Consultant’s reasonable control that could not be avoided by its exercise of due care.
e. Any outage, network unavailability or downtime outside the Consultant data center.

Availability Calculation: Availability is based on a monthly calculation. The calculation will be as follows: ((a – b) / a) x 100, where “a” is the total number of hours in a given calendar month, excluding Scheduled Maintenance (as defined below), and “b” is the total number of h ours that service is not Available in a given month.

Offline Capability: The Software may have offline capability which provides redundancy when network or server back -end capability is not available. Periods of time when the Software’s primary functions continue to function offline shall be excluded from the unavailability calculation “b” above.

Scheduled Maintenance: Consultant conducts scheduled maintenance, as necessary, every last Wednesday of the month. Consultant will perform scheduled maintenance within that maintenance window between the hours of 9:00 p.m. CST to 11:00 p.m. CST. Consultant may change the regularly scheduled maintenance window from time to time at Consultant’s discretion upon reasonable notice to Client.

Service Disruption: Upon customer’s written notice to Consultant, if Availability for the month is below the guaranteed level, Consultant will issue a credit to customer in accordance with the schedule below:

Availability: 99.0% - 99.5% = 5% of monthly hosting fee credited

95.0% - 98.99% = 10% of monthly hosting fee credited

90.0% - 94.99% = 15% of monthly hosting fee credited
Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

89.99% or below = 2.5% for every 1% of lost Availability (in no event exceeding 50% of monthly hosting fees)

Consultant maintains precise and objective Availability metrics, which shall be determinative when calculating any customer requested credit. Consultant maintained Availability metrics shall only be requested in good faith to address material customer concerns. To receive a credit, customers must specifically request it during the month following the month for which the credit is requested.

Credits shall not be issued if a customer account is past due, suspended or pending suspension.

6. General
Consultant reserves the right to change or modify this SLA and the related services being provided to benefit its customers, including changes to hosting environments and infrastructure, provided that any such improvements shall adhere to the regulatory guidelines a nd best practices referenced herein.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ATTACHMENT E - BUSINESS ASSOCIATE AGREEMENT ATTACHMENT
This Business Associate Agreement (“Agreement”) dated 09/26/2024 (the “Effective Date”), is entered into by and between Roseville Fire Department located at 316 Vernon Street, Roseville, California 95678 (the “Covered Entity”) and ImageTrend, LLC, a Minnesota corporation (the “Business Associate”).

WHEREAS, Covered Entity (also referred to as “Client”) and Business Associate have entered into, or are entering into, or may subsequently enter into, agreements or other documented arrangements (collectively, the “Business Arrangements”) pursuant to which Business Associate may provide products and/or services for Covered Entity that require Business Associate to access, create and use health information that is protected by state and/or federal law; and

WHEREAS, pursuant to the Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the U.S. Department of Health & Human Services (“HHS”) promulgated the Standards for Privacy of Individually Identifiable Health Information (the “Privacy Standards”), at 45 C.F.R. Parts 160 and 164, requiring certain individuals and entities subject to the Privacy Standards (each a “Covered Entity”, or collectively, “Covered Entities”) to protect the privacy of certain individually identifiable health information (“Protected Health Information”, or “PHI”); and

WHEREAS, pursuant to HIPAA, HHS has issued the Security Standards (the “Security Standards”), at 45 C.F.R. Parts 160, 162 and 164, for the protection of electronic protected health information (“EPHI”); and

WHEREAS, in order to protect the privacy and security of PHI, including EPHI, created or maintained by or on behalf of the Covered Entity, the Privacy Standards and Security Standards require a Covered Entity to enter into a “business associate agreement” with certain individuals and entities providing services for or on behalf of the Covered Entity if such services require the use or disclosure of PHI or EPHI; and

WHEREAS, on February 17, 2009, the federal Health Information Technology for Economic and Clinical Health Act was signed into law (the “HITECH Act”), and the HITECH Act imposes certain privacy and security obligations on Covered Entities in addition to the obliga tions created by the Privacy Standards and Security Standards; and

WHEREAS, the HITECH Act revises many of the requirements of the Privacy Standards and Security Standards concerning the confidentiality of PHI and EPHI, including extending certain HIPAA and HITECH Act requirements directly to business associates; and

WHEREAS, Business Associate and Covered Entity desire to enter into this Business Associate Agreement.

NOW THEREFORE, in consideration of the mutual promises set forth in this Agreement and the Business Arrangements, and other good and valuable consideration, the sufficiency and receipt of which are hereby severally acknowledged, the parties agree as follows:

Business Associate Obligations. Business Associate may receive from Covered Entity, or create or receive on behalf of Covered Entity, health information that is protected under applicable state and/or federal law, including without limitation, PHI and EPHI. All capitalized terms not otherwise defined in this Agreement shall have the meanings set forth in the Privacy Standards, Security Standards or the HITECH Act, as applicable (collectively referred to hereinafter as the “Confidentiality Requirements”). All Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E references to PHI herein shall be construed to include EPHI. Business Associate agrees not to use or disclose (or permit the use or disclosure of) PHI in a manner that would violate the Confidentiality Requirements if the PHI were used or disclosed by Covered Entity in the same manner.

Use of PHI. Except as otherwise required by law, Business Associate shall use PHI in compliance with 45 C.F.R. § 164.504(e). Furthermore, Business Associate shall use PHI (i) solely for Covered Entity’s benefit and only for the purpose of performing services for Covered Entity as such services are defined in Business Arrangements, and (ii) as necessary for the proper management and administration of the Business Associate or to carry out its legal responsibilities, provided that such uses are permitted under federal and state law. Covered Entity shall retain all rights in the PHI not granted herein.

1. Disclosure of PHI. Subject to any limitations in this Agreement, Business Associate may disclose PHI to any third party persons or entities as necessary to perform its obligations under the Business Arrangement and as permitted or required by applicable federal or state law. Further, Business Associate may disclose PHI for the proper management and administration of the Business Associate, provided that (i) such disclosures are required by law, or (ii) Business Associate: (a) obtains reasonable assurances from any third party to whom the information is disclosed that it will be held confidential and further used and disclosed only as required by law or for the purpose for which it was disclosed to the third party; (b) requires the third party to agree to immediately notify Business Associate of any instances of which it is aware that PHI is being used or disclosed for a purpose that is not otherwise provided for in this Agreement or for a purpose not expressly permitted by the Confidentiality Requirements. Additionally, Business Associate shall ensure that all disclosures of PHI by Business Associate and the third party comply with the principle of “minimum necessary use and disclosure,” i.e., only the minimum PHI that is necessary to accomplish the intended purpose may be disclosed; provided further, Business Associate shall comply with Section 13405(b) of the HITECH Act, and any regulations or guidance issued by HHS concerning such provision, regarding the minimum necessary standard and the use and disclosure (if applicable) of Limited Data Sets. If Business Associate discloses PHI received from Covered Entity, or created or received by Business Associate on behalf of Covered Entity, to agents, including a subcontractor (collectively, “Recipients”), Business Associate shall require Recipients to agree in writing to the same restrictions and conditions that apply to the Business Associate under this Agreement. Business Associate shall report to Covered Entity any use or disclosure of PHI not permitted by this Agreement, of which it becomes aware, such report to be made within three (3) business days of the Business Associate becoming aware of such use or disclosure. In addition to Business Associate’s obligations under Section 9, Business Associate agrees to mitigate, to the extent practical and unless otherwise requested by Covered Entity in writing or as directed by or as a result of a request by Covered Entity to disclose to Recipients, any harmful effect that is known to Business Associate and is the result of a use or disclosure of PHI by Business Associate or Recipients in violation of this Agreement.

2. Individual Rights Regarding Designated Record Sets. If Business Associate maintains a Designated Record Set on behalf of Covered Entity, Business Associate shall (i) provide access to, and permit inspection and copying of, PHI by Covered Entity or, as directed by Covered Entity, an individual who is the subject of the PHI under conditions and limitations required under 45 CFR §164.524, as it may be amended from time to time, and (ii) amend PHI maintained by Business Associate as requested by Covered Entity. Business Associate shall respond to any request from Covered Entity for access by an individual within five (5) days of such request and shall make any amendment requested by Covered Entity within ten (10) days of such request. Any information requested under this Section 4 shall be provided in the form or format requested, if it is readily producible in such form or format. Business Associate may charge a reasonable fee based upon the Business Associate’s labor costs in responding to Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E a request for electronic information (or a cost-based fee for the production of non-electronic media copies). Covered Entity shall determine whether a denial is appropriate or an exception applies.

Business Associate shall notify Covered Entity within five (5) days of receipt of any request for access or amendment by an individual. Covered Entity shall determine whether to grant or deny any access or amendment requested by the individual. Business Associate shall have a process in place for requests for amendments and for appending such requests to the Designated Record Set, as requested by Covered Entity.

3. Accounting of Disclosures. Business Associate shall make available to Covered Entity in response to a request from an individual, information required for an accounting of disclosures of PHI with respect to the individual in accordance with 45 CFR §164.528, as amended by Section 13405(c) of the HITECH Act and any related regulations or guidance issued by HHS in accordance with such provision. Business Associate shall provide to Covered Entity such information necessary to provide an accounting within thirty (30) days of Covered Entity’s request or such shorter time as may be required by state or federal law. Such accounting must be provided without cost to the individual or to Covered Entity if it is the first accounting requested by an individual within any twelve (12) month period. For subsequent accountings within a twelve (12) month period, Business Associate may charge a reasonable fee based upon the Business Associate’s labor costs in responding to a request for electronic information (or a cost-based fee for the production of non-electronic media copies) so long as Business Associate informs the Covered Entity and the Covered Entity informs the individual in advance of the fee, and the individual is afforded an opportunity to withdraw or modify the request. Such accounting obligations shall survive termination of this Agreement and shall continue as long as Business Associate maintains PHI.

4. Withdrawal of Authorization. If the use or disclosure of PHI in this Agreement is based upon an individual’s specific authorization for the use of his or her PHI, and (i) the individual revokes such authorization in writing, (ii) the effective date of such authorization has expired, or (iii) the consent or authorization is found to be defective in any manner that renders it invalid, Business Associate agrees, if it has notice of such revocation or invalidity, to cease the use and disclosure of any such individual’s PHI except to the extent it has relied on such use or disclosure, or where an exception under the Confidentiality Requirements expressly applies.

5. Records and Audit. Business Associate shall make available to the U.S. Department of Health and Human Services or its agents, its internal practices, books, and records relating to the use and disclosure of PHI received from, created, or received by Business Associate on behalf of Covered Entity for the purpose of determining Covered Entity’s compliance with the Confidentiality Requirements or any other health oversight agency, in a time and manner designated by the Secretary. Except to the extent prohibited by law, Business Associate agrees to notify Covered Entity immediately upon receipt by Business Associate of any and all requests by or on behalf of any and all federal, state and local government authorities served upon Business Associate for PHI.

6. Implementation of Security Standards; Notice of Security Incidents. Business Associate will use appropriate safeguards to prevent the use or disclosure of PHI other than as expressly permitted under this Agreement. Business Associate will implement administrative, physical and technical safeguards that reasonably and appropriately protect the confidentiality, integrity and availability of the PHI that it creates, receives, maintains or transmits on behalf of Covered Entity. Business Associate acknowledges that the HITECH Act requires Business Associate to comply with 45 C.F.R. §§ 164.308, 164.310, 164.312, 164.314, and 164.316 as if Business Associate were a Covered Entity, and Business Associate agrees to Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E comply with these provisions of the Security Standards and all additional security provisions of the HITECH Act. Furthermore, to the extent feasible, Business Associate will use commercially reasonable efforts to ensure that the technology safeguards used by Business Associate to secure PHI will render such PHI unusable, unreadable and indecipherable to individuals unauthorized to acquire or otherwise have access to such PHI in accordance with HHS Guidance published at 74 Federal Register 19006 (April 17, 2009), or such later regulations or guidance promulgated by HHS or issued by the National Institute for Standards and Technology (“NIST”) concerning the protection of identifiable data such as PHI. Business Associate acknowledges and agrees that the HIPAA Omnibus Rule finalized January 25, 2013 at 78 Fed. Reg. 5566 requires Business Associate to comply with new and modified obligations imposed by that rule under 45 C.F.R. §164.306, 45 C.F.R. § 164.308, 45 C.F.R. § 163.310, 45 C.F.R. § 164.312, 45 C.F.R. § 164.316, 45 C.F.R. § 164.502, 45 C.F.R. § 164.504. Lastly, Business Associate will promptly report to Covered Entity any successful Security Incident of which it becomes aware. At the request of Covered Entity, Business Associate shall identify: the date of the Security Incident, the scope of the Security Incident, the Business Associate’s response to the Security Incident and the identification of the party responsible for causing the Security Incident, if known. Business Associate and Covered Entity shall take reasonable measures to ensure the availability of all affirmative defenses under the HITECH Act, HIPAA, and other state and federal laws and regulations governing PHI and EPHI.

7. Data Breach Notification and Mitigation.

A. HIPAA Data Breach Notification and Mitigation. Business Associate agrees to implement reasonable systems for the discovery and prompt reporting of any “breach” of “unsecured PHI” as those terms are defined by 45 C.F.R. §164.402 (hereinafter a “HIPAA Breach”). The parties acknowledge and agree that 45 C.F.R. §164.404, as described below in this Section 9.1, governs the determination of the date of a HIPAA Breach. In the event of any conflict between this Section 9.1 and the Confidentiality Requirements, the more stringent requirements shall govern. Business Associate will, following the discovery of a HIPAA Breach, notify Covered Entity immediately and in no event later than three (3) business days after Business Associate discovers such HIPAA Breach, unless Business Associate is prevented from doing so by 45 C.F.R. §164.412 concerning law enforcement investigations. For purposes of reporting a HIPAA Breach to Covered Entity, the discovery of a HIPAA Breach shall occur as of the first day on which such HIPAA Breach is known to the Business Associate or, by exercising reasonable diligence, would have been known to the Business Associate. Business Associate will be considered to have had knowledge of a HIPAA Breach if the HIPAA Breach is known, or by exercising reasonable diligence would have been known, to any person (other than the person committing the HIPAA Breach) who is an employee, officer or other agent of the Business Associate. No later than seven (7) business days following a HIPAA Breach, Business Associate shall provide Covered Entity with sufficient information to permit Covered Entity to comply with the HIPAA Breach notification requirements set forth at 45 C.F.R. §164.400 et seq. Specifically, if the following information is known to (or can be reasonably obtained by) the Business Associate, Business Associate will provide Covered Entity with: (i) contact information for individuals who were or who may have been impacted by the HIPAA Breach (e.g., first and last name, mailing address, street address, phone number, email address); (ii) a brief description of the circumstances of the HIPAA Breach, including the date of the HIPAA Breach and date of discovery; (iii) a description of the types of unsecured PHI involved in the HIPAA Breach (e.g., names, social security number, date of birth, address(es), account numbers of any type, disability codes, diagnostic and/or billing codes and similar information); (iv) a brief description of what the Business Associate has done or is doing to investigate the HIPAA Breach, mitigate harm to the individual impacted by the HIPAA Breach, and protect against future HIPAA Breaches; and (v) appoint a liaison and provide contact information for same so that the Covered Entity may ask questions or learn additional Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E information concerning the HIPAA Breach. Following a HIPAA Breach, Business Associate will have a continuing duty to inform Covered Entity of new information learned by Business Associate regarding the HIPAA Breach, including but not limited to the information described in items (i) through (v), above.

B. Data Breach Notification and Mitigation Under Other Laws. In addition to the requirements of Section 9.1, Business Associate agrees to implement reasonable systems for the discovery and prompt reporting of any breach of individually identifiable information (including but not limited to PHI, and referred to hereinafter as “Individually Identifiable Information”) that, if misused, disclosed, lost or stolen, Covered Entity believes would trigger an obligation under one or more State data breach notification laws (each a “State Breach”) to notify the individuals who are the subject of the information. Business Associate agrees that in the event any Individually Identifiable Information is lost, stolen, used or disclosed in violation of one or more State data breach notification laws, Business Associate shall promptly: (i) cooperate and assist Covered Entity with any investigation into any State Breach or alleged State Breach; (ii) cooperate and assist Covered Entity with any investigation into any State Breach or alleged State Breach conducted by any State Attorney General or State Consumer Affairs Department (or their respective agents); (iii) comply with Covered Entity’s determinations regarding Covered Entity’s and Business Associate’s obligations to mitigate to the extent practicable any potential harm to the individuals impacted by the State Breach; and (iv) assist with the implementation of any decision by Covered Entity or any State agency, including any State Attorney General or State Consumer Affairs Department (or their respective agents), to notify individuals impacted or potentially impacted by a State Breach.

C. Breach Indemnification. Business Associate shall indemnify, defend and hold Covered Entity and its officers, directors, employees, agents, successors and assigns harmless, from and against all reasonable losses, claims, actions, demands, liabilities, damages, costs and expenses (including costs of judgments, settlements, court costs and reasonable attorneys’ fees actually incurred) (collectively, “Information Disclosure Claims”) arising from or related to: (i) the use or disclosure of Individually Identifiable Information (including PHI) by Business Associate in violation of the terms of this Agreement or applicable law, and (ii) whether in oral, paper or electronic media, any HIPAA Breach of unsecured PHI and/or State Breach of Individually Identifiable Information by Business Associate. If Business Associate assumes the defense of an Information Disclosure Claim, Covered Entity shall have the right, at its expense and without indemnification notwithstanding the previous sentence, to participate in the defense of such Information Disclosure Claim. Business Associate shall not take any final action with respect to any Information Disclosure Claim without the prior written consent of Covered Entity.

Covered Entity likewise shall not take any final action with respect to any Information Disclosure Claim without the prior written consent of Business Associate. To the extent permitted by law and except when caused by an act of Covered Entity or resulting from a disclosure to a Recipient required or directed by Covered Entity to receive the information, Business Associate shall be fully liable to Covered Entity for any acts, failures or omissions of Recipients in furnishing the services as if they were the Business Associate’s own acts, failures or omissions.

A. If City is a Governmental Entity the following clause does not apply: Covered Entity shall indemnify, defend and hold Business Associate and its officers, directors, employees, agents, successors and assigns harmless, from and against all reasonable losses, claims, actions, demands, liabilities, damages, costs and expenses (including costs of judgments, settlements, court costs and reasonable attorneys’ fees actually incurred) (collectively, “Information Disclosure Claims”) arising from or related to: (i) the use or disclosure of Individually Identifiable Information (including PHI) by Covered Entity, its subcontractors, agents, or employees in violation of the terms of this Agreement or applicable Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E law, and (ii) whether in oral, paper or electronic media, any HIPAA Breach of unsecured PHI and/or State Breach of Individually Identifiable Information by Covered Entity, its subcontractors, agents, or employees.

B. Covered Entity and Business Associate shall seek to keep costs or expenses that the other may be liable for under this Section 9, including Information Disclosure Claims, to the minimum reasonably required to comply with the HITECH Act and HIPAA. Covered Entity and Business Associate shall timely raise all applicable affirmative defenses in the event a violation of this Agreement, or a use or disclosure of PHI or EPHI in violation of the terms of this Agreement or applicable law occurs.

8. Term and Termination.

A. This Agreement shall commence on the Effective Date and shall remain in effect until terminated in accordance with the terms of this Section 10, provided, however, that termination shall not affect the respective obligations or rights of the parties arising under this Agreement prior to the effective date of termination, all of which shall continue in accordance with their terms.

B. Covered Entity shall have the right to terminate this Agreement for any reason upon thirty (30) days written notice to Business Associate.

C. Covered Entity, at its sole discretion, may immediately terminate this Agreement and shall have no further obligations to Business Associate if any of the following events shall have occurred and be continuing:

A. Business Associate fails to observe or perform any material covenant or obligation contained in this Agreement for ten (10) days after written notice thereof has been given to the Business Associate by Covered Entity; or
B. A violation by the Business Associate of any provision of the Confidentiality Requirements or other applicable federal or state privacy law relating to the obligations of the Business Associate under this Agreement.

D. Termination of this Agreement for either of the two reasons set forth in Section 10.c above shall be cause for Covered Entity to immediately terminate for cause any Business Arrangement pursuant to which Business Associate is entitled to receive PHI from Covered Entity.

E. Upon the termination of all Business Arrangements, either Party may terminate this Agreement by providing written notice to the other Party.

F. Upon termination of this Agreement for any reason, Business Associate agrees either to return to Covered Entity or to destroy all PHI received from Covered Entity or otherwise through the performance of services for Covered Entity, that is in the possession or control of Business Associate or its agents. In the case of PHI which is not feasible to “return or destroy,” Business Associate shall extend the protections of this Agreement to such PHI and limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI. Business Associate further agrees to comply with other applicable state or federal law, which may require a specific period of retention, redaction, or other treatment of such PHI.

9. No Warranty. PHI IS PROVIDED TO BUSINESS ASSOCIATE SOLELY ON AN “AS IS” BASIS.

COVERED ENTITY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, AND FITNESS FOR A PARTICULAR PURPOSE.

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10. Ineligible Persons. Business Associate represents and warrants to Covered Entity that Business Associate (i) is not currently excluded, debarred, or otherwise ineligible to participate in any federal health care program as defined in 42 U.S.C. Section 1320a-7b(f) (“the Federal Healthcare Programs”); (ii) has not been convicted of a criminal offense related to the provision of health care items or services and not yet been excluded, debarred, or otherwise declared ineligible to participate in the Federal Healthcare Programs, and (iii) is not under investigation or otherwise aware of any circumstances which may result in Business Associate being excluded from participation in the Federal Healthcare Programs. This shall be an ongoing representation and warranty during the term of this Agreement, and Business Associate shall immediately notify Covered Entity of any change in the status of the representations and warranty set forth in this section. Any breach of this section shall give Covered Entity the right to terminate this Agreement immediately for cause.

11. Miscellaneous.

A. Notice. All notices, requests, demands and other communications required or permitted to be given or made under this Agreement shall be in writing, shall be effective upon receipt or attempted delivery, and shall be sent by (i) personal delivery; (ii) certified or registered United States mail, return receipt requested; or (iii) overnight delivery service with proof of delivery. Notices shall be sent to the addresses below.

Neither party shall refuse delivery of any notice hereunder.

If to Covered Entity:

A TTN: Compliance Department
316 Vernon Street
Roseville, California 95678

If to Business Associate:

ImageTrend, LLC
Attn: Legal Department
20855 Kensington Blvd.

Lakeville, MN 55044

12. W aiver . No provision of this Agreement or any breach thereof shall be deemed waived unless such waiver is in writing and signed by the Party claimed to have waived such provision or breach. No waiver of a breach shall constitute a waiver of or excuse any different or subsequent breach.

13. Assignment. Neither Party may assign (whether by operation or law or otherwise) any of its rights or delegate or subcontract any of its obligations under this Agreement without the prior written consent of the other Party. Notwithstanding the foregoing, Covered Entity shall have the right to assign its rights and obligations hereunder to any entity that is an affiliate or successor of Covered Entity, without the prior approval of Business Associate.

14. Severability. Any provision of this Agreement that is determined to be invalid or unenforceable will be ineffective to the extent of such determination without invalidating the remaining Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E provisions of this Agreement or affecting the validity or enforceability of such remaining provisions.

15. Entire Agreement. This Agreement constitutes the complete agreement between Business Associate and Covered Entity relating to the matters specified in this Agreement, and supersedes all prior representations or agreements, whether oral or written, with respect to such matters. In the event of any conflict between the terms of this Agreement and the terms of the Business Arrangements or any such later agreement(s), the terms of this Agreement shall control unless the terms of such Business Arrangements are more strict with respect to PHI and comply with the Confidentiality Requirements, or the parties specifically otherwise agree in writing. No oral modification or waiver of any of the provisions of this Agreement shall be binding on either Party; provided, however, that upon the enactment of any law, regulation, court decision or relevant government publication and/or interpretive guidance or policy that the Covered Entity believes in good faith will adversely impact the use or disclosure of PHI under this Agreement, Covered Entity may amend the Agreement to comply with such law, regulation, court decision or government publication, guidance or policy by delivering a written amendment to Business Associate which shall be effective thirty (30) days after receipt. No obligation on either Party to enter into any transaction is to be implied from the execution or delivery of this Agreement. This Agreement is for the benefit of, and shall be binding upon the parties, their affiliates and respective successors and assigns. No third party shall be considered a third-party beneficiary under this Agreement, nor shall any third party have any rights as a result of this Agreement.

16. Governing Law. This Agreement shall be governed by and interpreted in accordance with the laws of the state in which Business Associate is located, excluding its conflicts of laws provisions.

Jurisdiction and venue for any dispute relating to this Agreement shall exclusively rest with the state and federal courts in the county in which Business Associate is located.

17. Equitable Relief. The parties understand and acknowledge that any disclosure or misappropriation of any PHI in violation of this Agreement will cause the other irreparable harm, the amount of which may be difficult to ascertain, and therefore agrees that the injured party shall have the right to apply to a court of competent jurisdiction for specific performance and/or an order restraining and enjoining any such further disclosure or breach and for such other relief as the injured party shall deem appropriate. Such right is to be in addition to the remedies otherwise available to the parties at law or in equity. Each party expressly waives the defense that a remedy in damages will be adequate and further waives any requirement in an action for specific performance or injunction for the posting of a bond.

18. Nature of Agreement; Independent Contractor. Nothing in this Agreement shall be construed to create (i) a partnership, joint venture or other joint business relationship between the parties or any of their affiliates, or (ii) a relationship of employer and employee between the parties.

Business Associate is an independent contractor, and not an agent of Covered Entity. This Agreement does not express or imply any commitment to purchase or sell goods or services.

19. Counterparts. 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 document. In making proof of this Agreement, it shall not be necessary to produce or account for more than one such counterpart executed by the party against whom enforcement of this Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Agreement is sought. Signatures to this Agreement transmitted by facsimile transmission, by electronic mail in portable document format (“.pdf”) form, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same force and effect as physical execution and delivery of the paper document bearing the original signature.

IN WITNESS WHEREOF: the undersigned parties, each having authority to bind their respective organizations, hereby agree.

Client

ImageTrend
Signature:{{*Sig1_es_:signer1:signature}}

Signature: {{*Sig2_es_:signer2:signature:prefill}}
Print Name: {{*N1_es_:signer1:fullname}}

Print Name: {{*N2_es_:signer2:fullname:prefill}}
Title: {{*Ttl1_es_:signer1:title}} Title: {{*Ttl2_es_:signer2:title:prefill}} Date: {{*Dte1_es_:signer1:date}} Date: {{*Dte1_es_:signer2:date:prefill}}

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

ATTACHMENT F - DATA EXCHANGE AUTHORIZATION
Between the Parties to this Agreement with City as “Data Controller” Whereas; Consultant is a provider of data management services and a current Business Associate to the Data Controller and;
Whereas; the Data Controller wishes Consultant to exchange certain ePHI data from and to the Data Controller’s System, in Consultant’s capacity as a Business Associate Data Exchange Purpose The purpose of this Data Exchange Authorization is to exchange Data Controller’s data in accordance with the table below that lists the data exchange work items to be fulfilled by Consultant (“the Identified Data Exchanges”). It is Data Controllers sole obligation to ensure the “Destination” column is accurate. Consultant will fulfill and exchange data with the listed Destination party, and will not deviate from the identified destination unless Consultant is directed otherwise in writing by Data Controller. Notwithstanding any term to the contrary, Consultant shall not be liable in any manner for sending or receiving data as outlined below; Data Controller assumes all risk for the data source(s) and destination(s) identified below.

Description Quote Description Data Source Data Destination Elite Site to Site
Transfers
Elite Site to Site Transfers allows your
agency to transfer EMS incidents in the
field from your agency to other agencies
using an Elite site that exists outside of
your Elite System. The setup is based on
a per agency basis.

ImageTrend, LLC at
Lakeville, MN
AMR
Standard Direct
Messaging -
Hospital
Allows for the sending of ePCR reports
via Direct messaging or faxing to
hospitals. This offering transmits data
based on the initial triggering status and
the final triggering status.

ImageTrend, LLC at
Lakeville, MN
Kno2
Authorization. Data Controller hereby authorizes Consultant to transmit, import, and/or disclose in accordance with the Identified Data Exchanges, and to transmit, import and/or disclose other data reasonably necessary to achieve the purpose of each work line item outlined in the table above. This Agreement modifies any prior agreements of the parties only to the extent necessary to effect this agreement, and does not otherwise change the terms of any prior agreements between the parties.

Right to Revoke or Terminate. Data Controller may terminate or revoke the right to transmit or disclose data granted to Consultant by this Agreement at any time by providing reasonable written notice to Consultant and providing a commercially reasonable period of time in which to effect the termination.

The Parties hereby agree to this Data Exchange Authorization:

IN WITNESS WHEREOF: the undersigned parties, each having authority to bind their respective organizations, hereby agree
Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E Client

ImageTrend
Signature:{{*Sig1_es_:signer1:signature}}

Signature: {{*Sig2_es_:signer2:signature:prefill}}
Print Name: {{*N1_es_:signer1:fullname}}

Print Name: {{*N2_es_:signer2:fullname:prefill}}
Title: {{*Ttl1_es_:signer1:title}}

Title: {{*Ttl2_es_:signer2:title:prefill}}
Date: {{*Dte1_es_:signer1:date}} Date: {{*Dte1_es_:signer2:date:prefill}}

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

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EXHIBIT __A___

STATEMENT OF WORK

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CONTENTS
Overview ................................................................................................................................................. - 4 - Related Phases................................................................................................................................................... - 4 - Roles and Responsibilities ....................................................................................................................... - 5 - Project Management Overview ......................................................................................................................... - 5 - ImageTrend Project Manager ............................................................................................................................. - 5 - City Project Manager ......................................................................................................................................... - 6 - Roles and Responsibilities During the Project .................................................................................................... - 6 - ImageTrend Responsibilities ............................................................................................................................. - 6 - ImageTrend Project Team ................................................................................................................................ - 7 - City Responsibilities .......................................................................................................................................... - 7 - City Project Team.............................................................................................................................................. - 7 - Project Implementation Schedule ...................................................................................................................... - 8 - Change Orders ................................................................................................................................................... - 8 - Task Completion ................................................................................................................................................ - 9 - Statement of Work Tasks ...................................................................................................................... - 10 - Phase 1 -- Planning ........................................................................................................................................... - 10 - Sub-Phase A – Finalize Project Implementation Schedule .............................................................................. - 10 - Sub-Phase B -- Initiate Project ........................................................................................................................ - 11 - Sub-Phase C -- Hold Project Kickoff Meeting .................................................................................................. - 12 - Sub-Phase D -- Establish Communication to ImageTrend Cloud Services ...................................................... - 13 - Sub-Phase E – Elite System Setup and Configuration ..................................................................................... - 14 - Phase 2 –Elite Initial Implementation ............................................................................................................... - 14 - Sub-Phase A -- Conduct VIRTUAL Training Workshops ................................................................................... - 15 - Sub-Phase B -- Data Conversion ..................................................................................................................... - 17 - Sub-Phase D – NFIRS Integration .................................................................................................................... - 18 - Sub-Phase C – NEMSIS Integration ................................................................................................................. - 19 - Sub-Phase D – Checklist Module .................................................................................................................... - 20 - Sub-Phase E – Inventory Module .................................................................................................................... - 21 - Sub-Phase F – Training & Activities Module ................................................................................................... - 22 - Phase 3 – Initial Testing ................................................................................................................................... - 23 - Sub-Phase A -- Integration Testing ................................................................................................................. - 23 - Sub-Phase B -- Conduct Initial Functional Acceptance Testing ....................................................................... - 25 - Phase 4 – Secondary Implementation .............................................................................................................. - 27 - Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

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Sub-Phase A – Report Writer .......................................................................................................................... - 27 - Sub-Phase B – Data Mart ................................................................................................................................ - 29 - Phase 5 – Training AND GO-LIVE PLANNING ..................................................................................................... - 30 - Sub-Phase A -- Conduct System Train-the-Trainer Training ............................................................................ - 30 - Sub-Phase B -- Declare System Ready for Use ................................................................................................ - 31 - Sub-Phase C -- Conduct Final Acceptance Testing .......................................................................................... - 32 - Sub-Phase D -- Conduct End-User Training ..................................................................................................... - 33 - Sub-Phase E -- Go-Live Planning ..................................................................................................................... - 34 -

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OVERVIEW
This document is the Statement of Work defining the principal tasks, activities and responsibilities of the parties involved in the implementation of the Application Software, interfaces and ancillary products, which include:
✓ ImageTrend Elite Rescue
✓ Data Mart Subscription
✓ Continuum for Rescue

RELATED PHASES
This Statement of Work (Exhibit _A__) contains the following Phases:
✓ Phase 1 – Planning
✓ Phase 2 – Elite Initial Implementation
✓ Phase 3 – Initial Testing
✓ Phase 4 – Secondary Implementation

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ROLES AND RESPONSIBILITIES

PROJECT MANAGEMENT OVERVIEW
The City and ImageTrend shall each appoint a Project Manager for the Project with the experience, knowledge and authority to make decisions and carry out the tasks in the Project Implementation Schedule and this Statement of Work. The Project Managers will be the primary points of contact between the Parties during the Project.

The City and ImageTrend Project Managers will be responsible for directing and managing the Project to meet the Project objectives. The City and ImageTrend Project Managers will be responsible for managing their respective Project Team resources and ensuring that Project Team members fulfill their responsibilities. Each will have access to resources necessary to complete the project (personnel, documents, p hysical areas, etc.), and will be responsible for coordinating administrative and technical decisions on the Project.

IMAGETREND PROJECT MANAGER
Project management services are a requirement as part of this engagement and the ImageTrend Project Manager will be engaged throughout the Project as part of every task. The ImageTrend Project Manager is responsible for, but not limited to, the following:

PLANNING AND EXECUTION
• Coordinate, finalize and maintain Project Implementation Schedule with City to be agreed upon separately from this Statement of Work
• Ensure ImageTrend resources are properly assigned to ensure timely execution of each task. • Coordinate and oversee the implementation of all licensed ImageTrend Application Software and Third- Party Software included in the Contract.
• Coordinate and oversee the development efforts of all contracted interfaces . • Tracking overall Project status

COMMUNICATIONS
• Prepare bi-weekly project status reports identifying overall project status, recent accomplishments, outstanding issues, action items and upcoming events
• Maintain regular communication with City’s Project Manager, providing timely responses, no later than five (5) Business Days, to issues raised by the City’s Project Managers • Conduct regular conference calls (e.g. weekly) to discuss project status updates • Facilitate communication between City resources and ImageTrend resources for interface and conversion tasks
• Assist City Project Manager with developing a Communication Plan, complete with a full contact escalation plan for both parties.

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RESOURCE MANAGEMENT
• Manage internal ImageTrend resources and efforts (technical tasks, implementation tasks, support during implementation, interface development, conversion efforts) • Communicate with City resources regarding work effort in coordination with the City Project Manager

IMPLEMENTATION WORKSHOPS
• Assist the ImageTrend Implementation Specialist during implementation workshops, as needed or requested

CITY PROJECT MANAGER
The City’s Project Manager is responsible for overseeing the implementation of the Project on the City’s sites. The City’s Project Manager is responsible for, but not limited to, the following:
• Coordinate and finalize the Project Implementation Schedule with ImageTrend to be agreed upon separately from this Statement of Work
• Maintaining regular communications with the ImageTrend Project Manager • Managing the efforts of the City’s staff
• Coordinate City activities with the ImageTrend Project Manager • Participating in regular conference calls and onsite meetings (as contracted) with the ImageTrend Project Manager to discuss Project status updates, project issues, including mitigation efforts, and upcoming activities
• Reviewing ImageTrend’s bi-weekly Project status reports • Tracking and resolving outstanding City issues and action items for Action Item Log • Providing timely responses, no later than five (5) Business Days, to issues raised by the ImageTrend Project Manager
• Facilitating communication between City and Third-Party resources and ImageTrend’s resources for System Infrastructure, Integrations and Data Conversion tasks • Managing communications and coordinating project activities with outside agencies and Third-Party vendors directly under contract with the City
• Coordinating ImageTrend physical and system security access • Providing workspace at the City’s project site for ImageTrend’s Project Team, if requested • Requesting, discussing, and reviewing Change Order Request Forms prepared by ImageTrend Project Manager
• Coordinating approval and execution of Change Orders and Amendments as needed

ROLES AND RESPONSIBILITIES DURING THE PROJECT
This section describes the roles and responsibilities of key Project resources throughout the duration of the Project.

IMAGETREND RESPONSIBILITIES
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ImageTrend’s overall responsibility is to establish a designated Project Team for the duration of this project. The Project Team should have the expertise to carry out the assigned Project tasks and responsibilities. As the ImageTrend Project Team members will not be 100% dedicated to this project, ImageTrend is also responsible for ensuring that the team members have ample time and resources to fulfill their responsibilities according to the Project Implementation Schedule.

IMAGETREND PROJECT TEAM
At a minimum, the ImageTrend Project Team will consist of a Project Manager, an Implementation Specialist, and Educators.

The ImageTrend Implementation Specialist is responsible for delivering the implementation workshops to the City Project Team, guiding the City in configuring the Application Software. The ImageTrend Implementation Specialist will be available to the City on a daily during regular support hours per our Service Level Agreement. The ImageTrend Implementation Specialist and the ImageTrend Project Manager will be available to the City Project Manager via phone and online meetings and onsite during key project a ctivities (as agreed to by both parties via the Contract, Change Order or Amendment).

The ImageTrend Project Team is responsible for delivering the technical aspects of the project, assisting in the implementation workshops, and providing technical support to the project.

CITY RESPONSIBILITIES
The City’s overall responsibility is to establish a designated Project Team for the duration of this project. The Project Team members should have the expertise to carry out the assigned Project tasks and responsibilities as indicated in this Statement of Work. The City must ensure City personnel have ample time, resources, and expertise to carry out their assigned Project tasks and responsibilities.

The City is responsible for providing desktop computers and mobile workstations for the City to use during the implementation phase. Additionally, the City must provide ImageTrend with other web-based secure access if secure access to City resources is required.

The City is also responsible for providing access to information and the staff required for data conversion as specified in this Statement of Work.

CITY PROJECT TEAM
The City will provide a Project Team consisting of, but not limited to, the following roles, which may change based on project need:
• Project Sponsor:
• DoIT Manager:
• Fire IT Manager:
• EMS IT Manager
• Project Manager:

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• Technical Lead:
• System Administrator:
• Application Administrator:
• GIS Specialist:
• Operational Lead-
o Prevention:
o Connectors:
o Social Services:
o Training
o Operations
▪ Shifts:
▪ Batallions:
▪ Captains, Engineers, Firefighters:
o Safety:
o Transportation:
o Planning and Research:
▪ Data Warehouse
o Wellness/Personnel:
• Data Analyst:

PROJECT IMPLEMENTATION SCHEDULE
The Project Implementation Schedule will be updated as necessary over the course of the Project. All changes to the schedule will be mutually agreed upon and, if required, documented via the mutually agreed upon Change Order Process.

CHANGE ORDERS
In accordance with the Change Order Process should a change to the Project Implementation Schedule be deemed necessary, the City and ImageTrend Project Manager will discuss and review the Project Implementation Schedule.

The City and ImageTrend will verify the availability of resources to complete scheduled tasks and adjust the schedule to accommodate any known variations in availability. The ImageTrend Project Manager will update the Project Implementation Schedule.

Changes to project scope, schedule, or cost will be discussed by City and ImageTrend Project Managers. If both parties agree that a change is necessary, the Change Request will be documented, listing a specific change to scope, schedule, or cost. The Change Request should justify the necessary change and list impacts to the project scope and/or schedule and any associated costs to implement the change, if any. Changes that can be made without additional costs still need to be documented and approved to limit unapproved changes to the project scope.

Approved Change Requests will be signed by both City and ImageTrend Project Managers and/or Project Sponsor.

No changes will take place prior to full Change Request process execution (the City cannot commit to additional cost without approval).

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TASK COMPLETION
When all criteria has been met for each task in this Statement of Work, the ImageTrend Project Manager will be responsible for providing written notification (via email) to the City Project Manager, specifying the task and confirming the criteria that was met. Upon the City’s review and approval of the completed task, the City will notify the ImageTrend Project Manager of the approval and will retain a copy of the confirmation for the purposes of milestone payments that are dependent on certain tasks.

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STATEMENT OF WORK TASKS
This section describes the Project’s major implementation tasks, identifies City and ImageTrend responsibilities, prerequisites, ImageTrend deliverables, and completion criteria for each task.

The precursors, start dates and durations, and responsible resources for each task are tracked in the Project Implementation Schedule. Statement of Work tasks outlined below and the tasks in the Project Implementation Schedule may not always start and complete sequentially.

PHASE 1 -- PLANNING
SUB -PHASE A – FINALIZE PROJECT IMPLEMENTATION SCHEDULE In this task the parties will finalize the Project Implementation Schedule. The Project Implementation Schedule will be presented to the City for approval.

IMAGETREND RESPONSIBILITIES
• Identify and verify ImageTrend resources are available. • Meet with the City Project Manager to discuss the Project Implementation Schedule. • Update the Project Implementation Schedule within ten (10) days of meeting with the City Project Manager.

CITY RESPONSIBILITIES
• Provide input to the Project Implementation Schedule. • Identify and verify City resources are available.

PREREQUISITES
• Contract Execution.

IMAGETREND DELIVERABLES
• Final Project Implementation Schedule.

TASK COMPLETION CRITERIA
• The final version of the Project Implementation Schedule is approved by the City.

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SUB -PHASE B -- INITIATE PROJECT
The Project will officially start upon th execution of the associated contract pursuant to the terms of the Contract.

In this task, the City and ImageTrend Project Managers will hold a series of meetings to initiate the project. The Project Managers will establish the Project Action Item Log and confirm a Communication Plan.

IMAGETREND RESPONSIBILITIES
• Schedule the meetings to initiate the project with the City Project Manager. • Collaborate with the City’s Project Managers to design the format of the Project Action Item Log. • Collaborate with the City’s Project Managers to establish and confirm the Communication Plan. • Identify to the City the recommended import workbooks that can be initially loaded with local values (for the purposes of the implementation Workshops), such as but not limited to: user accounts, agency vehicles and additional resources.

CITY RESPONSIBILITIES
• Host the meeting to initiate the project with the ImageTrend Project Manager. • Collaborate with the ImageTrend Project Manager to design the format of the Project’s Action Item Log. • Collaborate with the ImageTrend Project Manager to establish and confirm the Communication Plan. • Assign resources to provide information to load the import workbooks. • Provide ImageTrend with completed workbook with local values.

PREREQUISITES
• Contract Execution.

IMAGETREND DELIVERABLES
• Project Action Item Log format and initial content.

TASK COMPLETION CRITERIA
• The required discussions have been held.
• The City has approved the format and content of the initial Action Item Log. • The City and ImageTrend have confirmed the Communication Plan.

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SUB -PHASE C -- HOLD PROJECT KICKOFF MEETING
City and ImageTrend Project Managers will collaborate to develop the agenda and materials for an on -site Project Kick-off meeting to introduce the project to City Project Team and key stakeholders. This meeting will include a high-level presentation covering the following topics:
• City Project Team introduction
• Overall project scope
• Key contract elements
• City Project Team requirements, roles, and assignments • ImageTrend Project Team introduction
• ImageTrend roles and assignments
• Project Implementation Schedule
• System implementation approach options
• Other key project details (e.g., risks, communication plan, change management)

IMAGETREND RESPONSIBILITIES
• Work with the City to develop the Kickoff Presentation. • Participate in the Project Kickoff Meeting.

CITY RESPONSIBILITIES
• Provide location and logistical support for Project Kickoff meeting. • Invite Project Team and other key stakeholders to attend the meeting. • Participate in the Project Kickoff presentation.

PREREQUISITES
• Contract executed.

TASK COMPLETION CRITERIA
• Project Kickoff Meeting concluded.

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SUB -PHASE D -- ESTABLISH C OMMUNICATION TO IMAGETREND CLOUD SERVICES Connection to ImageTrend is made via basic internet connectivity and does not require special communication or configuration.

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SUB -PHASE E – ELITE SYSTEM SETUP AND CONFIGURATION
ImageTrend will setup and configure an environment for the City within the ImageTrend Virtual Private Cloud in accordance with the agreed Project Schedule. The resulting deliverable will provide a platform for the City’s Onboarding team to access the System from City computing platforms.

Once the environment is setup, ImageTrend will provide the City with the URL for the City users to access the Elite site.

As part of this task, which is necessary to conduct the Implementation Workshops, ImageTrend will provide the Elite site to the City.

IMAGETREND RESPONSIBILITIES
• Install an environment on the hosted service for the Elite application. • Load initial user account values into the Elite site using data provided by the City. • Provide the City log in instructions.
• Complete initial Elite configuration for User log in

CITY RESPONSIBILITIES
• Provide initial user account values
• Provide any essential information for site installation including the preferred naming convention for URL • Work with ImageTrend to finalize the initial setup of the Elite environment (test and confirm that the City Users can access the System)
• Work with ImageTrend to finalize the initial setup of the workstations (test and confirm that the workstations can access the System)

PREREQUISITES
• Contract executed.
• Project Kickoff Meeting held

TASK COMPLETION CRITERIA
• The Elite system is initially configured and fully operational on the environment. • City confirmation that the initial set of user account values are correctly loaded into the Elite tables. • The web access to the System is verified to be operational from the City workstations required to support the System’s Onboarding activities.

PHASE 2 –ELITE INITIAL IMPLEMENTATION
The purpose of the Elite Initial Implementation is to build and configure the following integrations and modules within the Elite System:

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These tasks and deliverables include both technical tasks and software familiarity tasks. Technical tasks involve activities such as the setup of Elite, the development of the interfaces, and the testing of data conversion runs; whereas, software familiarity tasks involve several activities that take place virtually. The virtual Workshops provide the City’s Project Team with an overall understanding of the Elite solution and interfaces, including all of the possible configuration options.

The topics covered in each Workshop week are prepared by ImageTrend (designed to provide a gradual learning experience), where each day will incorporate a combination of product demonstrations, system configuration explanations, business practice analysis, business workflow process discussions, and hands -on exercises. In addition to product familiarization, the Workshops also focus on discussing current -versus-future workflow processes, and the impacts the future process will have on the affected end -users.

SUB -PHASE A -- CONDUCT VIRTUAL TRAINING WORKSHOP S
The purpose of the Virtual Training Workshops will be to provide training to City Project Team members during the implementation process. The ImageTrend educator will work with your agency administrators to develop a training plan that meets the needs of your agency.

The high-level introduction involves an overview of the functionality, features, and configuration options, as well as a discussion of potential re-engineering points. These activities include demonstrations of the products, hands -on exercises and group discussions.

ImageTrend will provide specific action items and exercises for the City’s Project Team to complete before each Virtual Training Workshop.

IMAGETREND RESPONSIBILITIES
• Coordinate and schedule Virtual Training Workshops with the City’s Project Managers. • Provide an agenda with objectives and business processes to review no less than two (2) Business Days prior to the scheduled workshop.
• Conduct in-depth demonstrations of the Application Software, identifying functionality and features supported, re-engineering points and configuration options. • Provide hands-on exercises for the Project Team members to get familiar with the Systems. • Assist the City’s Project Team in reviewing the City’s existing business processes and data as compared with System data flow and table options.
• Discuss workflow analyses to assess any required business re-engineering impacts. • Document any issues discussed during the Virtual Training Workshop that need to be resolved.

CITY RESPONSIBILITIES
• Coordinate the scheduling of the Virtual Training Workshops with the ImageTrend Implementation Specialist.
• Provide a workshop facility that meets ImageTrend's requirements. • Identify and schedule the Virtual Training Workshops attendees.

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• Ensure that designated Virtual Training Workshops participants fully participate in the scheduled workshop.
• Prepare and lead reviews and discussions of the City’s existing business processes identified in the workshop agenda.

PREREQUISITES
• Environment has been set up and ready for implementation.

IMAGETREND DELIVERABLES
• Delivery of Virtual Training Workshop.

TASK COMPLETION CRITERIA
• Virtual Training Workshop completed.
• Workshop participants have received standard training to navigate and begin the Elite System Configuration.
• Any required City business process re-engineering points covered during the workshop have been identified and documented.
• All identified issues have been documented in the Action Items Log.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

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SUB -PHASE B -- DATA CONVERSION
ImageTrend and the City shall meet or participate in conference calls to review Data Conversion legacy data workbooks, responsibilities, activities and expected results and import the data into the City’s environment using standardized scripts.

IMAGETREND RESPONSIBILITIES
• Provide necessary standard legacy data workbooks to the City's Implementation team. • Identify and discuss prerequisites in Data Configuration activities. • Run the initial Data Conversion imports utilizing standardized scripts. • Assist and guide the City throughout the Data Conversion process. • Run the final Data Conversion imports prior to Go Live.

CITY RESPONSIBILITIES
• Complete the tasks contained in the standard legacy data workbooks for which the City is responsible. • Perform quality assurance of imported data.

PREREQUISITES
• Configured environment.

IMAGETREND DELIVERABLES
• Provide City with standard legacy data workbooks
• Import standard legacy data utilizing standardized scripts

TASK COMPLETION CRITERIA
• The standard legacy data workbooks are completed as required to import the legacy data into the System. • City Data Conversion Team has completed the iterative process of testing the import and verifying the data in Elite.

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SUB -PHASE D – NFIRS INTEGRATION
The NFIRS integration will be configured and tested.

The NFIRS integration is standard, built-in functionality within the Elite software. Any agreed upon changes are documented and if any of the changes impact the timing or cost of the Project, a Change Order or Amendment, depending on which is appropriate, must be executed prior to continuing with the NFIRS integration development effort.

IMAGETREND RESPONSIBILITIES
• Turn on Fire Module.
• Provide training on permissions needed to complete an export of fire incidents into a NFIRS export. • Provide training on how to successfully complete an export of fire incidents into a NFIRS export. • Maintain NFIRS validation rules.
• Maintain fire incident export tool.

CITY RESPONSIBILITIES
• Build Fire Form
• Configure permissions needed.
• Complete the export of fire incidents into a NFIRS export as needed. • Verify the functionality of the integration.

PREREQUISITES
• Set up of the ImageTrend Elite environment.
• Configured Fire form.
• Permissions configured.

IMAGETREND DELIVERABLES
• Setup and maintain the ability to export fire incidents into a NFIRS export.

TASK COMPLETION CRITERIA
• Fire form setup complete.
• NFIRS export tested.

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SUB -PHASE C – NEMSIS INTEGRATION
The NEMSIS integration will be configured and tested.

The NEMSIS integration is standard, built-in functionality within the Elite software. Any agreed upon changes are documented and if any of the changes impact the timing or cost of the Project, a Change Order or Amendment, depending on which is appropriate, must be executed prior to continuing with the NEMSIS integration development effort.

IMAGETREND RESPONSIBILITIES
• Collaboratively, with City to configure the NEMSIS integration. • Schedule NEMSIS integration tests at least ten business days prior to the scheduled testing. • Perform initial testing on the NEMSIS integration and provide City with verification of functionality.

CITY RESPONSIBILITIES
• Collaborate with ImageTrend and the State to participate in the configuration of the NEMSIS integration. • Coordinate with ImageTrend and the State to schedule integration tests. • Verify the functionality of the integration.

PREREQUISITES
• Set up of the ImageTrend Elite environment.

IMAGETREND DELIVERABLES
• Setup the NEMSIS integration.
• Training as appropriate for said integration.

TASK COMPLETION CRITERIA
• The NEMSIS integration passes testing to verify that it is operating appropriately.

Docusign Envelope ID: 394C60DA-9162-4DA7-95EE-26F42D0AC78E

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Roseville City CouncilJanuary 15, 2025

Roseville City Council
January 15, 2025