San Dimas City Council
August 12, 2025

CITY COUNCIL AND SUCCESSOR AGENCY

MEETING AGENDA
TUESDAY AUGUST 12, 2025 7:00 PM

SAN DIMAS COUNCIL CHAMBER
245 EAST BONITA AVENUE

A public agenda packet is available for review on the City’s website www.sandimasca.gov or by contacting the City Clerk’s Office at [email protected].

Members of the public may observe the City Council meeting live on the City of San Dimas website at www.sandimasca.gov or on KWST Channel 3. To view from the website, select the Watch City Council Meetings blue button from the home page.
7:00 PM

CITY COUNCIL
Mayor Emmett Badar, Mayor Pro Tem Eric Weber, Councilmember Rachel Bratakos, Councilmember Eric Nakano, Councilmember Ryan A. Vienna

CALL TO ORDER AND FLAG SALUTE

PUBLIC OFFICIAL INTRODUCTION

1. Los Angeles County Sheriff’s Department – San Gabriel Valley Commander Rob Hahnlein

ORAL COMMUNICATIONS
(Members of the audience are invited to address the City Council on any item on this agenda or not on this agenda. Public comment will not be taken during each individual agenda item, except for public hearing items.

Comments on public hearing items will be heard when that item is scheduled for discussion. Under the provisions of the Brown Act, the legislative body is prohibited from engaging in discussion on any item not appearing on the posted agenda. However, your concerns may be referred to staff or set for discussion at a later date. Each speaker will be limited to speaking once for up to (3) three minutes.)

CONSENT CALENDAR
(All items on the Consent Calendar are considered to be routine and will be enacted by one motion unless a member of the City Council requests separate discussion.) CC1. Adopt Resolution 2025-43, A Resolution of the City Council of the City of San Dimas, Approving Certain Demands for the Pre-Paid Warrant Register of July 31, 2025 in the amount of $1,483,740.90 and the Warrant Register of August 15, 2025 in the amount of $823,437.21

City Council Agenda
For the Meeting of August 12, 2025
CC2. Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting CC3. Approve an Agreement with De Novo Planning Group for Preparation of the General Safety Plan Safety Element Update and a New Local Hazard Mitigation Plan in an Amount not to Exceed $224,900 CC4. Approve the Second Amendment to the Joint Use Agreement for the Maintenance and Operation of the San Dimas Sportsplex Between the City of San Dimas and Bonita Unified School District, to Provide for the Addition, Operation and Maintenance of Four Pickleball Courts.

CC5. Approve and Ratify Revisions to the City of San Dimas Field Allocation Policy CC6. Approve the Appropriation of Funds for the Security Camera Project at the San Dimas Senior Center; and Approval of an Agreement with Netsync Network Solutions (Netsync) in an Amount not to Exceed $66,058.01 for the Purchase and Installation of Security Cameras.

CC7. Housing Authority – Approve a Professional Service Agreement with Jones & Madhavan Architecture Engineering for the Design and Project Management of the Charter Oak Mobile Home Estates - Pool and Spa Replacement, in an Amount not to Exceed $78,000.

END OF CONSENT CALENDAR
RECOMMENDATION: Approve consent calendar with recommendations as presented in staff reports.

OTHER BUSINESS
OB1. Approve the San Dimas Citywide Bicycle Master Plan 2025 and Adopt Resolution 2025-44, Approving the Citywide Bicycle Master Plan 2025 Update
RECOMMENDATION:

City Staff recommends that the City Council:
• Approve the updated San Dimas Citywide Bicycle Master Plan 2025 • Adopt Resolution 2025-44, Resolution approving the updated Citywide Bicycle Master Plan 2025

ORAL COMMUNICATIONS
(Members of the Audience (Speakers are limited to (3) minutes or as may be determined by the Chair.)

CITY REPORTS
CR1. City Manager
CR2. City Attorney
CR3. Members of the City Council
• Councilmembers’ Report on Meetings Attended at the Expense of the Local Agency (Pursuant to AB 1234 – G.C. §53232.3(d)

City Council Agenda
For the Meeting of August 12, 2025
• City Council Requests for Future Items, Comments and Updates

ADJOURNMENT
Notice Regarding Americans with Disabilities Act: In compliance with the ADA, if you need assistance to participate in a city meeting, please contact the City Clerk's Office at (909) 394-6216.

Early notification before the meeting you wish to attend will make it possible for the City to make reasonable arrangements to ensure accessibility to this meeting [28 CFR 35.102-35.104 ADA Title II].

Copies of documents distributed for the meeting are available in alternative formats upon request. Any writings or documents provided to the City Council regarding any item on this agenda will be made available for public review Monday through Thursday 7:30 a.m. to 5:30 p.m. and on Fridays from 7:30 a.m. to 4:30 p.m. at the Administration Counter and San Dimas Library. In addition, most documents are posted on the City’s website at www.sandimasca.gov.

Posting Statement: I declare under penalty of perjury that on August 8, 2025, I posted a true and correct copy of this agenda on the bulletin board in the Civic Center Plaza of City Hall at 245 E. Bonita Ave., San Dimas Library 145 N. Walnut Ave., San Dimas Post Office 300 E. Bonita Ave., Von’s Via Verde Shopping Center 1160 Via Verde Ave., and on the City’s website www.sandimasca.gov/agendas-minutes/ as required by law.

Debra Black
August 8, 2025 Debra Black, City Clerk

RESOLUTION 2025-43

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN DIMAS, CALIFORNIA, APPROVING CERTAIN DEMANDS FOR JULY 31 AND AUGUST 15, 2025
WHEREAS, the following listed demands have been audited by the Director of Administrative Services; and
WHEREAS, the Director of Administration Services has certified as to the availability of funds for payment thereto; and
WHEREAS, the register of audited demands has been submitted to the City Council for approval.

NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of San Dimas does hereby approve the Pre-Paid Warrant Register of July 31, 2025, in the amount of $1,483,740.90 and the Warrant Register of August 15, 2025, in the amount of $823,437.21.

PASSED, APPROVED AND ADOPTED this 12th, day of August 2025. _____________________________
Emmett G. Badar, Mayor
ATTEST:
_________________________________
Debra Black, City Clerk

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) §

CITY OF SAN DIMAS )
I, DEBRA BLACK, CITY CLERK of the City of San Dimas, California, do hereby certify that the foregoing is a full, true and correct copy of Resolution 2025-43. It was duly adopted and passed at a regular meeting of the San Dimas City Council on the 12th, day of August 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Debra Black, City Clerk

CITY COUNCIL MEETING

ACTION MINUTES
JULY 22, 2025, 6:00 PM

STUDY SESSION
Council Members Present: Mayor Pro Tem Eric Nakano, Councilmember Rachel Bratakos, Councilmember Ryan A. Vienna, Councilmember Eric Weber
Council Members Absent: Mayor Emmett Badar (excused)
Staff: City Manager Brad McKinney, Assistant City Manager Travis Sais, Director of Public Works Shari Garwick, Director of Administrative Services Michael O’Brien, Director of Community Development Luis Torrico, Director of Parks and Recreation Scott Wasserman, City Attorney Jeff Malawy, City Clerk Debra Black, Planning Manager Marco Espinoza, Senior Planner Anne Moore Call to Order: 6:02 PM
Roll Call:

Present: Mayor Pro Tem Nakano, Councilmember Bratakos, Councilmember Vienna, Councilmember Weber

Absent: Mayor Badar
Motion/Seconded by Councilmember Vienna/Bratakos to excuse the absence of Mayor Badar.

Motion passed 4-0.

STUDY SESSION ITEMS COMMENTS/RECOMMENDATIONS

1. Discussion and Consideration of a
Municipal Code Text Amendment to
Amend Title 18-Zoning, Chapter 18.20
Residential Zones Generally, Chapter

18.24 S-F Single-family Residential Zone,
Chapter 18.28 SF-A Single-Family
Agriculture Zone, and Chapter 18.35 SFDR Single-Family Downtown Residential Zone of the San Dimas Municipal Code to
Clarify the Intent of Certain Sections, Add
Language to Sections where Policies
have been in Place, but Never Codified,
and Various Clean Up Items as Required
The study session discussion focused on
amendments to the municipal code regarding
zoning and residential zones. Key points
included codifying nine policies for singlefamily zones, relocating code language for clarity, and addressing ambiguous sections.

Specific amendments discussed were the
setback requirements for pools and
rockscapes, maintaining existing carports,
and prohibiting short-term rentals. The
council also considered the impact of these
changes on parking, storage, and community
standards, with a consensus to include
development standards for carports and
prohibit carports from being used for storage.

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 2
Action Items:
• Look into the appropriate number of
homing pigeons that should be
allowed and incorporate development
standards for carports.
• Incorporate language to prohibit the
use of carports for storage and ensure
they cannot be used as the required
parking for a home.
• Bring the proposed code revisions
back for a public hearing.

Here are the key changes proposed for the
City of San Dimas Municipal Code:

1. Flag Policy:
- Limit to two flags per residential property

2. Roosters:
- Prohibit roosters in all residential zones

3. Fowl Regulations:
- Limit to 15-25 birds per property (number
still being discussed)
- Clarify definitions and restrictions

4. Carports:
- Create development standards for new
carports
- Prohibit using carports for storage
- Prevent carports from being used as
required parking
- Maintain existing legal carports

5. Setback Requirements:
- Maintain 5-foot setback for pools,
rockscapes, and detached structures
- 10-foot setback for major home extensions

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 3

6. Short-Term Rentals:
- Prohibit short-term rentals
- Restrict Airbnb and similar rental practices

7. General Code Cleanup:
- Clarify ambiguous sections
- Codify existing policies
- Improve readability and enforcement
These changes aim to provide clearer
guidelines, improve neighborhood aesthetics,
and address community concerns about
property use and development.

Adjourned: 7:00 P.M.

I, Debra Black, City Clerk attest that these draft minutes are accurate and reflective of the actions taken by the City Council.
________________________________
Debra Black, City Clerk

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 4

CITY COUNCIL MEETING

ACTION MINUTES
JULY 22, 2025, 7:00 PM

REGULAR MEETING
Council Members Present: Mayor Pro Tem Eric Nakano, Councilmember Rachel Bratakos, Councilmember Ryan A. Vienna, Councilmember Eric Weber
Staff: City Manager Brad McKinney, Assistant City Manager Travis Sais, Director of Public Works Shari Garwick, Director of Administrative Services Michael O’Brien, Director of Community Development Luis Torrico, Director of Parks and Recreation Scott Wasserman, City Attorney Jeff Malawy, City Clerk Debra Black, Public Works Engineering Manager Steven Barragan, Senior Administrative Analyst Lauren Marshall, Management Analyst Grant Garcia, Management Aide Genevieve Amaro, Code Compliance Supervisor John Villalobos Roll Call:

Present: Mayor Pro Tem Nakano, Councilmember Bratakos, Councilmember Vienna, Councilmember Weber

Absent: Mayor Badar
MOTION: Motion/seconded by Councilmember Vienna/Councilmember Bratakos to excuse Mayor Badar’s absence. Motion carried 4-0.

Call to Order: 7:02 PM

MAYOR PRO TEM APPOINTMENT COMMENTS/RECOMMENDATIONS
Appoint a Mayor Pro Tem for the 2025-26
Term
MOTION: Motion/seconded by Mayor Pro
Tem Nakano/Councilmember Vienna to
appoint Councilmember Weber as Mayor Pro
Tem. Motion carried 4-0.

Yes: Bratakos, Nakano, Vienna, Weber
No: None

Absent: Badar
Abstain: None

CONSENT ITEMS COMMENTS/RECOMMENDATIONS

1. Recognize Parks Make Life Better

2. Adopt Resolution 2025-40, A Resolution
of the City Council of the City of San
Dimas, Approving Certain Demands for
the Pre-Paid Warrant Register of June
30, 2025, in the amount of
$3,038,931.00, the Warrant Register of
MOTION: Motion/seconded by
Councilmember Vienna/Councilmember
Bratakos to approve the consent calendar.

Motion carried 4-0.

Yes: Bratakos, Nakano, Vienna, Weber
No: None

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 5
July 15, 2025, in the amount of
$892,034.90 and the Warrant Register of
July 30, 2025, in the amount of
$542,793.12.

3. Approve Minutes of the June 24, 2025
City Council Study Session, June 24,
2025 City Council Meeting, and June 25,
2025 City Council Special Meeting.

4. Receive and File the June 2025
Investment Report

5. Deny Claim Mieux v. City of San Dimas
CJP 3054259 WRV

6. Deny Claim ABI Construction Inc. v City
of San Dimas CJP 3053929 WRV

7. Adopt Ordinance 1329, Approving
Municipal Code Text Amendment 25-03,
Amending the San Dimas Municipal
Code, Title 18, Chapter 18.142
Development Standards for Specific
Land Uses, to Create Objective Design
Standards for Qualified Housing and
Mixed-use Developments.

8. Approve a Facilities Use Agreement with
Bonita Unified School District for the Use
of the San Dimas Recreation Center from
August 11, 2025 to June 5, 2026

9. Approve a One-year Contract Extension
with The Sauce Creative Services
Corporation for the City Newsletter and
Recreation Guide Publication in an
Amount Not to Exceed $68,802.76

10. Approve the Ninth Amendment to the
East San Gabriel Valley Watershed
Management (ESGVWM) Group
Cooperative Agreement and Update the
City's Cost Share for Fiscal Year 2025-
26 in the Amount of $132,302.94

11. Adopt Ordinance 1327, Amending the
San Dimas Municipal Code Chapter

10.06 Designating Speed Limits on
Certain Streets in the City of San Dimas

12. Approve a One-Year Contract Extension
with Urban Graffiti Enterprises, Inc. for
Graffiti Abatement and Shopping Cart
Retrieval Services for an Amount not to
Exceed $103,000

13. Approve a One-Year Contract Extension
with Inland Empire Stages, LTD for
Luxury Coach Transportation Services

Absent: Badar
Abstain: None

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 6

14. Approve a Professional Services
Contract with KAIZEN INFOSOURCE,
LLC for the Implementation of a Citywide
Records Management Program in an
Amount not to Exceed $69,400.

OTHER BUSINESS COMMENTS/RECOMMENDATIONS

1. Approve Resolution 2025-41 Establishing
Parking Restrictions in the Downtown and
Approve Resolution 2025-42 Establishing
Permit Parking District E in the
Downtown. Confirm the Parking
Management Strategy For Public Streets
in Residential Areas and on Private
Property.

MOTION: Motion/seconded by
Councilmember Vienna/Councilmember
Nakano to approve Resolution 2025-41 and
Resolution 2025-42. Motion carried 4-0.

Yes: Bratakos, Nakano, Vienna, Weber
No: None

Absent: Badar
Abstain: None
Councilmember Vienna recused himself for
the third recommendation due to conflict of
interest.

Councilmembers discussed recommendation
#3. The consensus was enforcement on
private streets should be a last option.

PUBLIC HEARING ITEMS COMMENTS/RECOMMENDATIONS

1. Adopt Ordinance 1330, Approving
Municipal Code Text Amendment 25-04,
a Request to Amend Title 14-Chapter

14.08 County Sanitary Sewers and
Industrial Waste Ordinance of the San
Dimas Municipal Code
There were no public comments for this item.

MOTION: Motion/seconded by
Councilmember Vienna/Councilmember
Bratakos. Motion carried 4-0.

Yes: Bratakos, Nakano, Vienna, Weber
No: None

Absent: Badar
Abstain: None

CITY REPORTS COMMENTS/RECOMMENDATIONS
a. City Manager City Manager McKinney provided updates on the following:
• The opening of the Via Verde
playground is expected next week
and the Via Verde Walking path
repairs are expected to be completed
at the end of this week.
• The San Dimas Canyon Road project
has been selected for consideration in
FY 2026-27 by Congressman

Approve Minutes of the July 22, 2025 Study Session and the July 22, 2025 City Council Meeting For the Meeting of August 12, 2025 Page 7
Cisneros for potential grant funding
that will address street pavement and
bicycle lanes.
• The Senior Center is closed due to
sewer pipe breakage and repairs. The
YWCA lunch program will be
temporarily moved to the La Verne
Senior Center.
• National Night Out will be August 5th
located at the San Dimas Sherriff’s
Station.
• City’s 65th Birthday Celebration will be
August 6th from 6:30pm to 9pm at the
Civic Center Park.
b. City Attorney City Attorney Malawy provided an update on legislative exemptions for California
Environmental Quality Act for almost all
housing development within local jurisdictions
that is surrounded by urban uses.
c. Members of the City Council
Reports on Meetings Attended AB 1234
(G.C. §53232.3(d))
None.

CITY COUNCIL REQUESTS FOR

FUTURE ITEMS

COMMENTS/RECOMMENDATIONS
Request by Councilmember Vienna
supported by Councilmember Nakano to
agendize a report to discuss multi-use trails
and equestrian sidewalks to include trash
receptacles, and signage for picking up after
pets.

Councilmember Vienna requested
adjournment in memory of the 3 LA County
Sheriff Deputies killed in an explosion at the
Biscailuz Training Center on July 18, 2025.

The meeting was adjourned at 8:23 P.M.

I, Debra Black, City Clerk attest that these draft minutes are accurate and reflective of the actions taken by the City Council.
________________________________
Debra Black, City Clerk

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of August 12, 2025
From: Brad McKinney, City Manager
Prepared by: Anissa Livas, Sr. Management Analyst
Subject: Approve an Agreement with De Novo Planning Group for Preparation of the General Safety Plan Safety Element Update and a New Local Hazard Mitigation Plan in an Amount not to Exceed $224,900
____________________________________________________________________________

SUMMARY
Staff is recommending the City Council approve a professional services agreement with De Novo Planning Group to prepare an update to the City’s General Plan Safety Element and a new Local Hazard Mitigation Plan (LHMP), including all required environmental review and public outreach components. The project is funded in part through a Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) award.

RECOMMENDATION
Staff recommends that the City Council:

1. Approve a professional services agreement with De Novo Planning Group in an amount not to exceed $224,900 for preparation of the General Safety Plan Safety Element Update and New Local Hazard Mitigation Plan.

2. Authorize the City Manager, or his designee, to execute the agreement including minimal and/or non-substantive changes in a form approved by the City Attorney.

GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No

FISCAL IMPACT
The total contract amount is $224,900. The contract will remain in effect until all work has been completed. The City has secured $150,000 in planning grant funding through the FEMA Hazard Mitigation Grant Program (HMGP), which requires a 25 percent non-federal match. The remaining $74,900 will be funded through the City's General Fund. The Fiscal Year 2025–26 Budget

Approve Agreement with De Novo Planning Group for Preparation of the General Safety Plan Safety Element Update and a New Local Hazard Mitigation Plan Page 2 For the Meeting of August 12, 2025
includes a $100,000 appropriation for this project, which is sufficient to fully cover the cost of the contract. (As a result, the City anticipates approximately $25,100 in budgetary savings upon project completion.)

BACKGROUND
The Safety Element of the General Plan addresses risks associated with natural and humanmade hazards, including wildfires, earthquakes, flooding, and climate change. State law requires that the Safety Element be updated regularly to incorporate climate adaptation, evacuation planning, and hazard mapping in accordance with Senate Bills 1241, 379, 99, and 1035.

The Local Hazard Mitigation Plan (LHMP) is a separate but related document required by FEMA and Cal OES to maintain eligibility for certain federal hazard mitigation funding. The LHMP identifies risks and outlines mitigation strategies to reduce the impact of future disasters.

San Dimas’s LHMP was last adopted in 2005 and is no longer current. The City Manager‘s Office had been preparing to initiate an update to the LHMP, while the Community Development Department identified the need to update the Safety Element to meet recent State mandates.

Therefore, the City Manager‘s Office and the Community Development Department coordinated the issuance of a single Request for Proposals (RFP) to complete both updates under one contract. This approach improves consistency across documents and streamlines public engagement, environmental review, and agency coordination.

In late 2024, the City was awarded $150,000 through the FEMA Hazard Mitigation Grant Program (HMGP) to support preparation of the new LHMP. The grant made it financially feasible to also update the Safety Element using local matching funds; however, grant funds may only be used for work directly related to the LHMP. To receive full reimbursement, the City must complete all LHMP-related work, obtain FEMA approval of the final plan, and submit required documentation to Cal OES for close-out no later than September 2027.

DISCUSSION/ANALYSIS
A total of nine proposals were received from the following firms:

1. Dynamic Planning + Science

2. Black & Veatch Corporation

3. Chloeta

4. De Novo Planning Group

5. IEM International, Inc.

6. Interwest Consulting Group

7. Jacob Green & Associates

8. Michael Baker International

9. Emergency Planning Consultants
A panel of City staff reviewed and scored the proposals based on the following criteria:
• Ability, Capacity, and Skill (0–40 points)
• Time Requirements (0–15 points)
• References and Past Work (0–20 points)
• Financial Resources and Viability (0–10 points)
• Cost Reasonableness (0–15 points)

Approve Agreement with De Novo Planning Group for Preparation of the General Safety Plan Safety Element Update and a New Local Hazard Mitigation Plan Page 3 For the Meeting of August 12, 2025
De Novo Planning Group received the highest overall score and was selected based on their relevant experience, proposed methodology, and understanding of both FEMA and State requirements. Their proposal demonstrated a clear and organized approach to completing the LHMP and Safety Element in compliance with all applicable regulations. De Novo also showed strong experience working with Cal OES and FEMA on similar LHMP projects and has successfully led General Plan updates, including Safety Elements, in other San Gabriel Valley cities.

For San Dimas, De Novo will:
• Draft and prepare a new LHMP that meets current FEMA and Cal OES standards • Update the Safety Element of the City’s General Plan in accordance with recent State legislation
• Conduct a climate vulnerability assessment and evacuation route analysis • Lead community and stakeholder engagement activities, including public workshops and hearings
• Prepare CEQA documentation (if needed) and support the City through the adoption process
Their scope also includes administrative support, data analysis, mapping, and timely submittal of all required documents to FEMA and Cal OES for review and approval. The full proposal from De Novo Planning Group is included as an attachment to this report.

ALTERNATIVES
The City Council may consider the following alternatives:

1. Do not approve the agreement – This would delay the preparation of the LHMP and Safety Element Update. Without an updated LHMP, the City would remain ineligible for certain FEMA mitigation funding. The City may also fall out of compliance with State mandates regarding the General Plan Safety Element.

2. Request revisions to the agreement – The Council may direct staff to negotiate changes to the scope, timeline, or cost. However, this may affect the City's ability to meet the FEMA grant deadline and risk timely reimbursement.

3. Reissue the RFP – The City may choose to reject all proposals and reissue the RFP.

This would result in significant delays and could jeopardize the City’s ability to meet the grant close-out deadline of September 2027.

ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.

Respectfully submitted,

Approve Agreement with De Novo Planning Group for Preparation of the General Safety Plan Safety Element Update and a New Local Hazard Mitigation Plan Page 4 For the Meeting of August 12, 2025
Anissa Livas
Sr. Management Analyst
Attachments:

1. Draft Professional Services Agreement with De Novo Planning Group

2. Proposal Evaluation Scoring

Professional Service Agreement

LOCAL HAZARD MITIGATION AND SAFETY ELEMENT CONSULTING

PROFESSIONAL SERVICE AGREEMENT
This Local Hazard Mitigation and Safety Element Consulting professional service agreement (“Agreement”), is made and effective as of August 12, 2025, between the City of San Dimas ("Agency"), a municipal corporation, and De Novo Planning Group, a Corporation. In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

I. TERM
This Agreement shall commence on August 12, 2025 and shall remain and continue in effect until December 31, 2027, or until completion of services described herein, whichever occurs first, unless earlier terminated in accordance with the provisions of this Agreement.

II. SERVICES
Consultant shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A. To the extent that Exhibit A is a proposal from Consultant, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this Agreement unless specifically agreed to in writing.

III. PERFORMANCE
Consultant shall at all times faithfully, competently, and to the best of their ability, experience, and talent, perform all tasks described herein. Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

IV. AGENCY REPRESENTATIVE
Agency’s City Manager or designee shall represent Agency in all matters pertaining to the administration of this Agreement, review and approve all products submitted by Consultant, but not including the authority to enlarge the Scope of Services or change the compensation due to Consultant. Agency’s City Manager or designee shall be authorized to act on Agency's behalf and to execute all necessary documents which enlarge the Scope of Services or change Consultant's compensation, subject to Section V hereof.

ATTACHMENT 1
whichever occurs first, unless earlier terminated in accordance with the provisions of described and set forth in Exhibit
forth in full. Consultant shall
performance which is also set forth in Exhibit A. To the from Consultant, such
for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this Agreement unless specifically agreed to in Consultant shall at all times faithfully, competently, and to the best of their ability, experience, and talent, perform all tasks described herein. Consultant shall employ, a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.

Professional Service Agreement
V. PAYMENT
A. The Agency agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit D, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks.

B. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency City Manager or designee. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency City Manager or designee and Consultant at the time Agency's written authorization is given to Consultant for the performance of said services.

C. Consultant shall submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Paymentshall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the Agency disputes any of Consultant's fees, it shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this Agreement shall be made within forty-five (45) days of receipt of an invoice therefore.

VI. TERMINATION OF AGREEMENT
A. Agency may terminate this Agreement, or any portion hereof, by serving written notice of termination upon Consultant at least ten (10) days prior to the date of termination. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the Agency shall pay to Consultant the actual value of the work performed up to the time of termination, less any disputed amounts. Upon termination of the Agreement pursuant to this section, the Consultant will submit an invoice to the Agency as provided herein above.

VII. DEFAULT
A. Either party's failure to comply with the provisions of this Agreement shall constitute a default. In the event that either party is in default for cause under the terms of this Agreement, the affected party shall promptly notify the deficient party of such default and following such notice shall have no obligation or duty to continue compensating or providing any work after the date of default and can terminate this Agreement immediately by written notice to the other party. If such services.

Consultant shall submit invoices monthly for actual services performed. Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment be made within thirty (30) days of receipt of each invoice as to all non fees. If the Agency disputes any of Consultant's fees, it shall give Consultant within thirty (30) days of receipt of an invoice of any disputed fees set payment under this Agreement
five (45) days of receipt of an invoice therefore.

AGREEMENT
Agency may terminate this Agreement, or any portion hereof, by serving written notice of termination upon Consultant at least ten (10) days prior to the date of Upon receipt of said notice,
this Agreement, unless the notice provides otherwise. If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this
Agreement

Professional Service Agreement
failure hereunder arises out of causes beyond either party’s control, and without fault or negligence, it shall not be considered a default.

B. If the Agency City Manager or designee determines the Consultant is in default in the performance of any of the terms or conditions of this Agreement, Agency shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service of default notice to cure the default as directed by the Agency in the notice of default. In the event the Consultant fails to cure its default within such period of time, the Agency shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.

VIII. OWNERSHIP OF DOCUMENTS
A. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by Agency that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the Agency at reasonable times to such books and records; shall give Agency the right to examine and audit said books and records; shall permit Agency to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the Agency and may be used, reused, or otherwise disposed of by the Agency without the permission of the Consultant. With respect to computer files, Consultant shall make available to the Agency, at the Consultant's office and upon reasonable written request by the Agency, the necessary computer software and hardware for purposes of accessing, compiling, transferring, copying and/or printing computer files.

Consultant hereby grants to Agency all right, title, and interest, including any copyright, in and to the documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared by Consultant in the course of providing the services under this Agreement.

Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by Agency that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with principles and shall be clearly
provide free access to the
to such books and records; shall give Agency the right to examine and audit said permit Agency to make
necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, t be maintained for a period
Upon completion of, or in the event of termination of this Agreement, all original designs, drawings,
documents prepared in
Agreement
be used, reused, or otherwise disposed of by the Agency without the permission

Professional Service Agreement
IX. INDEMNIFICATION AND DEFENSE
A. Indemnification
To the fullest extent permitted by law, Consultant shall indemnify and hold harmless Agency and any and all of its officials, employees, agents, and/or volunteers (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs, and expenses, including reasonable attorney’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subconsultants (or any agency or individual that Consultant shall bear the legal liability thereof) in the performance of services under this Agreement. Consultant’s duty to indemnify and hold harmless Agency shall not extend to the Agency’s sole or active negligence or willful misconduct.

B. Duty to defend
In the event the Indemnified Parties, individually or collectively, are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this Agreement, and upon demand by Agency, Consultant shall defend the Indemnified Parties at Consultant’s cost or at Agency’s option, to reimburse Agency for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by Consultant’s negligent acts, errors or omissions. Payment by Agency is not a condition precedent to enforcement of this provision. In the event of any dispute between Consultant and Agency, as to whether liability arises from the sole or active negligence or willful misconduct of the Agency or its officers, employees, or agents, Consultant will be obligated to pay for Agency’s defense until such time as a final judgment has been entered adjudicating the Indemnified Parties as solely or actively negligent or to have acted with willful misconduct. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees, and costs of litigation.

X. INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached herewith and incorporated herein by this reference as though set forth in full.

XI. INDEPENDENT CONTRACTOR
A. Consultant is and shall at all times remain as to the Agency a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither Agency nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, individually or collectively, are made a party
adversarial proceeding arising from
of the services encompassed by this Agreement, and upon demand by Agency, Indemnified Parties at Consultant’s
option, to reimburse Agency for its costs of defense, including reasonable incurred in the defense of
matters arise from, relate to or are caused by Consultant’s neg or omissions. Payment by Agency is not a condition precedent to enforcement of this provision. In the event of any dispute between Consultant and Agency, as to whether liability arises from the sole or active negligence or willful misco the Agency or its officers, employees, or agents, Consultant will be obligated to pay for Agency’s defense until such time as a final judgment has been entered adjudicating the Indemnified Parties
ith willful misconduct. Consultant will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees, and costs of

Professional Service Agreement
or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the Agency. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against Agency, or bind Agency in any manner.

B. No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, Agency shall not pay salaries, wages, or other compensation to Consultant and/or its employees for performing services hereunder for Agency.

Agency shall not be liable for compensation or indemnification to Consultant for injury or sickness to its employee(s) arising out of performing services hereunder.

XII. LEGAL RESPONSIBILITIES
The Consultant shall keep itself informed of local, state, and federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The Agency, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

XIII. UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the Agency in connection with the award, terms, or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the Agency has or will receive compensation, directly or indirectly, from Consultant, or from any officer, employee, or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this section shall be a material breach of this Agreement entitling the Agency to any and all remedies at law or in equity.

XIV. NO BENEFIT TO ARISE TO AGENCY EMPLOYEES
During their tenure and for one year thereafter, no member, officer, or employee of Agency, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the services under this Agreement shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the services performed under this Agreement.

XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without Agency's The Consultant shall keep itself informed of local, state, and federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The Agency, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this section.

Consultant declares and warrants that no undue influence or pressure was used any officer or employee
implementation of this Agreement,
confidential financial arrangement, or financial inducement. No officer or employee will receive compensation,
from any officer, employee, or agent of Consultant, in connection with the award of this Agreement or any work to be
shall be a material
and all remedies at law or in

Professional Service Agreement
prior written authorization. Consultant, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency City Manager or designee or unless requested by the Agency, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the Agency.

Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives Agency notice of such court order or subpoena.

B. Consultant shall promptly notify Agency should Consultant, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the Agency, unless the Agency is a party to any lawsuit, arbitration, or administrative proceeding connected to such Discovery, or unless Consultant is prohibited by law from informing the Agency of such Discovery. Agency retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless Agency is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with Agency and to provide the opportunity to review any response to Discovery requests provided by Consultant.

However, Agency's right to review any such response does not imply or mean the right by Agency to control, direct, or rewrite said response.

C. Consultant covenants that neither Consultant nor any officer or principal of their firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subconsultant. Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the Agency or the study area and further covenants and agrees that Consultant and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the Agency or the study area prior to the completion of the work under this Agreement.

XVI. NOTICES
Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given either by: (i) personal service; (ii) delivery by a reputable document delivery service (e.g., Federal Express), which provides a receipt showing date and time of delivery; or (iii) United States mail, from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the Agency, unless the Agency is a party to any lawsuit, arbitration, or administrative unless Consultant
Discovery. Agency retains the
obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless Agency is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to Consultant in such proceeding, Consultant agrees to cooperate fully with Agency and to provide the response to Discovery requests
However, Agency's right to review any such response does not imply or mean right by Agency to control, direct, or rewrite said
Consultant covenants that neither Consultant nor any officer or firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subconsultant. Consultant further covenants that Consultant has not contracted with nor is performing any services, directly or

Professional Service Agreement
certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To AGENCY: City of San Dimas
245 E Bonita Avenue
San Dimas, CA 91773
Anissa Livas, Senior Management Analyst
To CONSULTANT: De Novo Planning Group
180 E. Main Street, Ste 108
Tustin, CA 92780
Starla Barker, AICP, Principal Planner
XVII. ASSIGNMENT
A. Consultant shall not assign the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without prior written consent of the Agency. Due to the personal nature of the services to be rendered pursuant to this Agreement, only Consultant shall perform the services described in this Agreement.

B. Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide Agency with the identity of the proposed subconsultant, a copy of the proposed written contract between Consultant and such subconsultant which shall include an indemnity provision identical to the one provided herein identifying Agency as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from Agency for such insurance.

C. The Consultant may use assistants, under their direct supervision, to perform some of the services under this Agreement.

XVIII. LICENSES
At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement.

XIX. GOVERNING LAW
The Agency and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation Starla Barker, AICP, Principal Planner
performance of this Agreement, nor any part
thereof, nor any monies due hereunder, without prior written consent of the nature of the services to be
Agreement, only Consultant shall perform the services
Before retaining or contracting with any subconsultant for any services under this Agreement, Consultant shall provide Agency with the identity of the proposed subconsultant, a copy of the proposed written contract between Co subconsultant which shall include
provided herein identifying Agency as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this Agreement or obtain a written waiver from Agency for such
The Consultant may use assistants, under their direct supervision, to perform

Professional Service Agreement
concerning this Agreement shall take place in the municipal, superior, or federal district court with jurisdiction over the Agency.

XX. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this Agreement or with respect to the terms and conditions of this Agreement, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

XXI. SEVERABILITY
Any part, provision, or representation of this Agreement or any of its exhibits, including, but not limited to [Exhibit B], which is held to be invalid, void or unenforceable by a court of competent jurisdiction, shall be limited to that part, provision or representation and all other parts, provisions, or representations herein shall remain in full force and effect.

XXII. WORK SCHEDULED/TIME OF COMPLETION
Agency and Consultant agree that time is of the essence in this Agreement. Agency and Consultant further agree that Consultant's failure to perform on or at the times set forth in this Agreement will damage and injure Agency, but the extent of such damage and injury is difficult or speculative to ascertain. Consequently, Agency and Consultant agree that any failure to perform by Consultant at or within the times set forth herein shall result in liquidated damages of $250.00 per day for each and every day such performance is late or delayed. Agency and Consultant agree that such sum is reasonable and fair. Furthermore, Agency and Consultant agree that this Agreement is subject to Government Code Section 53069.85 and that each party hereto is familiar with and understands the obligations of said section of the Government Code.

XXIII. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of Agency's Request for Proposal, Exhibit C hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit D hereto. In the event of conflict, the requirements of Agency's Request for Proposal and this Agreement shall take precedence over those contained in the Consultant's proposal. The incorporation of the Consultant’s proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this Agreement or the relationship between Consultant and/or Agency, unless expressly agreed to in writing.
of this Agreement or any of its exhibits, including,
but not limited to [Exhibit B], which is held to be invalid, void or unenforceable shall be limited to that part, provision or representation and all other parts, provisions, or representations herein shall remain in full force and

COMPLETION
Agency and Consultant agree that time is of the essence in this Agreement. Agency agree that Consultant's
Agreement will damage and injure
or speculative to ascertain.
agree that any failure to perform by Consultant at or within the times set forth herein shall result in liquidated damages of $250.00 per day for each and every day such performance is late or delayed. Agency and Consultant agree that such sum is e and fair. Furthermore, Agency and Consultant agree that this Agreement Government Code
with and understands the obligations of said section of the Government

Professional Service Agreement
XXIV. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that they have the authority to execute this Agreement on behalf of the Consultant and have the authority to bind Consultant to the performance of its obligations hereunder.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.

By:
(Signature)
(Typed Name)
(Title)
City of San Dimas
A Municipal Corporation
Agency Representative or Governing Body
ATTEST:

City Clerk
APPROVED AS TO FORM:

Agency Attorney
By:

Attachments: Exhibit A Scope of Services
Exhibit B Insurance Requirements
Exhibit C Request for Proposal
Exhibit D Consultant’s Proposal
Agency Representative or Governing Body

Professional Service Agreement

EXHIBIT A

SCOPE OF SERVICES
I. Consultant shall provide, when requested by the City, professional planning and hazard mitigation services (“Services”) in accordance with the scope outlined in this Agreement, the Consultant’s proposal dated May 12, 2025, and any additional tasks or requirements identified in the City’s Request for Proposals (RFP) for the General Plan Safety Element Update and Local Hazard Mitigation Plan. Services requested by the City under this Agreement may include, but are not limited to, the following and shall be provided in accordance with the following requirements:

1. Prepare a comprehensive update to the City of San Dimas Safety Element to ensure consistency with current State law, including SB 379, SB 99, SB 1035, and SB 1241, and address topics such as wildfire, flooding, seismic hazards, emergency evacuation, climate change adaptation and resilience, and vulnerable populations.

2. Prepare a new FEMA- and Cal OES-compliant Local Hazard Mitigation Plan (LHMP), to include:

Planning Team coordination
Risk and vulnerability assessments
Hazard profiles and mapping
Mitigation strategy and prioritized actions
Plan implementation, maintenance, and monitoring framework Submittal and revision process with Cal OES and FEMA

3. Prepare, if required, all required CEQA documentation in support of the Safety Element Update, including but not limited to:

Initial Study and Notice of Intent (NOI)
Negative Declaration (ND) or Mitigated Negative Declaration (MND), as applicable
Responses to public and agency comments
Mitigation Monitoring and Reporting Program (MMRP), if necessary

4. Conduct a comprehensive community engagement process including, but not limited to:

Development and administration of an online survey
Attendance and facilitation at up to five (5) focused outreach meetings Attendance at up to two (2) community events
Preparation of project web content, factsheets, and social media materials Presentation at Planning Commission and City Council meetings

5. Coordinate with outside agencies, including but not limited to, CAL FIRE, FEMA, and Cal OES to ensure timely review and compliance.

Prepare a comprehensive update to the City of San Dimas Safety Element to SB 379, SB 99, SB 1035, and SB
1241, and address topics such as wildfire, flooding, seismic hazards, emergency evacuation, climate change adaptation and resilience, and vulnerable populations. compliant Local Hazard Mitigation Plan
Risk and vulnerability assessments
Hazard profiles and mapping
Mitigation strategy and prioritized actions
Plan implementation, maintenance, and monitoring framework Submittal and revision process with Cal OES and FEMA
Prepare, if required, all required CEQA documentation in support of the Safety Element Update, including but not limited to:
nitial Study and Notice of Intent (NOI)
Negative Declaration (ND) or Mitigated Negative Declaration (MND), as Responses to public and agency comments

Professional Service Agreement

6. Participate in public hearings, Planning Commission meetings, City Council meetings, and presentations as necessary to support project adoption and LHMP approval.

7. Ensure all project deliverables are technically sound, legally adequate, and in compliance with applicable local, state, and federal requirements.

8. Provide clear, accurate, and timely communication with City staff throughout the duration of the project. Track project schedule and budget and submit invoices and status reports in accordance with City requirements.

9. Deliver all final documents in both electronic (Word and PDF) and hard copy formats, including required files for FEMA, Cal OES, and CEQA distribution.

10. The City shall be the sole owner of all work products prepared by the Consultant.

11. Provide responsive project management and a high-level of quality control of the environmental documents. At no additional cost, provide administrative services such as invoicing which shows a summary of each charge (for auditing purposes), current expenditures, remaining balance to ensure environmental documents remain on schedule. Upon request from City staff, provide current resumes, other qualifications and licenses, and any pending civil or criminal litigation or investigation; Consultant may acquire professional services of subconsultants in other fields/disciplines as may be necessary to perform work identified by Task Order(s), subject to the requirements of this Agreement for use of subconsultants.

II. Consultant shall complete all work, submit final deliverables, and obtain all necessary approvals, including FEMA approval of the Local Hazard Mitigation Plan and City Council adoption of the Safety Element and LHMP, no later than September 04, 2027. Timely completion is required to ensure compliance with the City's FEMA Hazard Mitigation Grant Program funding reimbursement requirements. Consultant shall maintain the project schedule as outlined in the Consultant’s proposal dated July 30, 2025, and shall provide regular updates on progress, milestones, and any risks to timely delivery.

III. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by the City.

Deliver all final documents in both electronic (Word and PDF) and hard copy files for FEMA, Cal OES, and CEQA distribution.

The City shall be the sole owner of all work products prepared by the Consultant.

Provide responsive project management and a high-level of quality control of the additional cost, provide administrative
as invoicing which shows a summary of each charge (for auditing purposes), current expenditures, remaining balance to ensure environmental documents remain on schedule. Upon request from City staff, provide current resumes, other qualifications and licenses, and any pending civil or criminal litigation or ultant may acquire professional services of subconsultants in other fields/disciplines as may be necessary to perform work identified by Task subject to the requirements of this Agreement for use of subconsultants.

Consultant shall complete all work, submit final deliverables, and obtain all necessary approvals, including FEMA approval of the Local Hazard Mitigation Plan and City Council adoption of the Safety Element and LHMP, no later than September 04, 2027. Timely completion is required to ensure compliance with the City's FEMA Hazard Mitigation Grant Program funding reimbursement

Professional Service Agreement

EXHIBIT B

INSURANCE REQUIREMENTS
Without limiting Consultant’s indemnification of Agency, and prior to commencement of work and/or services under this Agreement, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to Agency.

General liability insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned, or rented vehicles, in an amount not less than 1,000,000 combined single limit for each accident.

Professional liability (errors & omissions) insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.

Workers’ compensation insurance. Consultant shall maintain Workers’ Compensation Insurance (statutory limits) and Employer’s Liability insurance (with limits of at least $1,000,000).

Consultant shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees, and volunteers.

Other provisions or requirements
in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
shall maintain automobile
CA 00 01 covering bodily
damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non or rented vehicles, in an amount not less than 1,000,000 combined singl Professional liability (errors & omissions) insurance.
professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.

Professional Service Agreement
Proof of insurance. Consultant shall provide certificates of insurance and required endorsements to Agency as evidence of the insurance coverage required herein.

Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with Agency for the contract period and any additional length of time required thereafter. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.

Duration of coverage. Consultant shall procure and maintain for the contract period, and any additional length of time required thereafter, insurance against claims for injuries to persons or damages to property, or financial loss which may arise from or in connection with the performance of the Work hereunder by Consultant, their agents, representatives, employees, or subconsultants.

Primary/noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by Agency shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of Agency before the Agency’s own insurance or self- insurance shall be called upon to protect it as a named insured.

Agency’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, Agency has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by Agency will be promptly reimbursed by Consultant or Agency will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, Agency may cancel this Agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against Agency, its elected or appointed officers, agents, officials, employees, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against Agency and shall require similar written express waivers and insurance clauses from each of its subconsultants.

Coverage provided by Consultant shall be primary and any insurance procured or maintained by Agency shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall contributory basis for the benefit of Agency before the insurance shall be called upon to protect it as a named ment. In the event any policy of insurance required under comply with these specifications
Agency has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by Agency will be promptly reimbursed by Consultant or Agency will sufficient to pay premium
Agency may cancel this Agreement.

Acceptable insurers. All insurance policies shall be issued by an insurance company the Insurance
Surplus

Professional Service Agreement
Enforcement of contract provisions (non estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform Consultant of non-compliance with any requirement imposes no additional obligations on the Agency nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency.

Notice of cancellation. Consultant agrees to oblige its insurers to provide the Agency with a thirty (30) day notice of cancellation or nonrenewal (except for nonpayment for which a ten (10) day notice is required) of coverage for each required coverage. If any of the Consultant’s insurers are unwilling to provide such notice, then Consultant shall have the responsibility of notifying the Agency immediately in the event of Consultant’s failure to renew any of the required insurance coverages, or insurer’s cancellation or nonrenewal.

Additional insured status. General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that Agency and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies.

Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to Agency and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party who is brought onto or involved in the project/service by Consultant (hereinafter collectively “Subcontractor”), provide the same minimum insurance coverage and endorsements required of Consultant under this Agreement.

Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. However, in the event Consultant’s Subcontractor cannot comply with this insurance and coverage shall be
Consultant agrees to oblige its insurers to provide the Agency with a thirty (30) day notice of cancellation or nonrenewal (except for nonpayment for coverage for each required
provide such notice, then
the responsibility of notifying the Agency immediately in the event of Consultant’s failure to renew any of the required insurance coverages, or insurer’s cancellation or General liability, automobile liability, and umbrella/excess liability insurance policies shall provide or be endorsed to provide that Agency officers, officials, employees, agents, and volunteers shall be additional insureds under Prohibition of undisclosed coverage limitations.
herein will be in compliance with these requirements if they endorsement of any kind that has not been first submitted to Agency and approved of in

Professional Service Agreement
requirement, which proof must be submitted to the Agency, Consultant may still be able to utilize the Subcontractor provided Consultant shall be required to ensure that its Subcontractor provide and maintain insurance coverage and endorsements sufficient to the specific risk of exposure involved with Subcontractor’s scope of work and services, with limits less than required of the Consultant, but in all other terms consistent with the Consultant’s requirements under this Agreement. This provision does not relieve the Consultant of its contractual obligations under the Agreement and/or limit its liability to the amount of insurance coverage provided by its subcontractors. This provision is intended solely to provide Consultant with the ability to utilize a Subcontractor who may be otherwise qualified to perform the work or services but may not carry the same insurance limits as required of the Consultant under this Agreement given the limited scope of work or services provided by the subcontractor. Consultant agrees that upon request, all agreements with Subcontractors, and others engaged in the project and/or services, will be submitted to Agency for review.

Agency’s right to revise specifications. The Agency reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the Agency and Consultant may renegotiate Consultant’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by Agency. Agency reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through confirmation from the underwriter.

Timely notice of claims. Consultant shall give Agency prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

The Agency reserves the right at any time
amounts and types of insurance
giving the Consultant ninety (90) days advance written notice of such change. If such the Consultant, the Agency
compensation.
insured retentions must be declared to and approved
right to require that self-insured
lowered, or replaced by a deductible, or require proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention through underwriter.
claims. Consultant shall give
made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required Consultant shall also procure and maintain, at its own cost and

EXHIBIT C

REQUEST FOR PROPOSAL
RFP

REQUEST FOR PROPOSALS
FOR

GENERAL PLAN SAFETY ELEMENT AND LOCAL HAZARD

MITIGATION PLAN CONSULTING SERVICES
Proposals shall be delivered no later than:

MONDAY, MAY 5, 2025 12:00 PM
Please direct questions or comments to:

ANISSA LIVAS

SENIOR MANAGEMENT ANALYST

CITY OF SAN DIMAS
245 E. BONITA AVENUE
SAN DIMAS, CA 91773
[email protected]

TABLE OF CONTENTS
INTRODUCTION ...................................................................................................................4 BACKGROUND INFORMATION ..........................................................................................5 SCOPE OF REQUIRED SERVICES .....................................................................................5 PROPOSAL SCHEDULE......................................................................................................9 SERVICES & PERSONNEL .................................................................................................. 9 REQUIRED PROPOSAL FORMAT .................................................................................... 10 SUBMITTAL INSTRUCTIONS ............................................................................................ 11 EVALUATION .....................................................................................................................12 REQUESTS FOR CLARIFICATIONS .................................................................................13 GENERAL PROVISIONS .................................................................................................... 13 BIDDER’S STATEMENT OF TECHNICAL ABILITY & EXPERIENCE...............................13

CITY OF SAN DIMAS

REQUEST FOR PROPOSALS
General Plan Safety Element and Local Hazard Mitigation Plan Consulting Services
PROPOSALS MUST BE RECEIVED ON OR BEFORE: Monday, May 5, 2025 at 12:00 p.m.

PROPOSALS WILL BE ACCEPTED UNTIL: Monday, May 5, 2025 at 12:00 p.m.

PLACE OF PROPOSAL RECEIPT: Office of the City Clerk, City Hall, 245 East, Bonita Avenue, San Dimas, California 91773
PROJECT IDENTIFICATION NAME: REQUEST FOR PROPOSALS (RFP) for GENERAL PLAN

SAFETY ELEMENT AND LOCAL HAZARD MITIGATION

PLAN CONSULTING SERVICES
NOTICE IS HEREBY GIVEN that the City of San Dimas, County of Los Angeles, California, will receive up to, but not later than, the time set forth above, sealed contract proposals for the award of a contract for the above project. All proposals shall be made on the form furnished by the City and in accordance with the instructions contained herein.

DESCRIPTION OF WORK: The City of San Dimas is seeking proposals from qualified consultants to provide professional planning services to prepare an update of its General Plan Safety Element (SE), and a new Local Hazard Mitigation Plan (LHMP). The selected consultant will update the SE for incorporation into the General Plan, prepare the accompanying CEQA documents, and prepare a new LHMP.

At the time of the award of the contract, the awarded firm shall possess a valid City business license sufficient to cover all of the work performed.

The City reserves the right to reject any or all proposals and to waive any irregularities or informalities in any proposal or in the bidding and to make awards in the interest of the City. No firm may withdraw his bid for a period of ninety (90) calendar days after the opening of proposals.

For information, CITY OF SAN DIMAS
please call Administration
at (909) 394-6210 /s/ Debra Black
City Clerk of the City of San Dimas

4 INTRODUCTION
The City of San Dimas is seeking proposals from qualified consultants to provide professional planning services to prepare an update of its General Plan Safety Element (SE), and a new Local Hazard Mitigation Plan (LHMP). The selected consultant will update the SE for incorporation into the General Plan and applicable environmental documentation.

The requirement of the consultant under this scope of work is to manage, coordinate, prepare, and administer the development of a single jurisdiction LHMP for the City and its SE. This scope and contract are intended to be inclusive of the entire SE and LHMP process from initial planning through final approval by FEMA, the State and adoption by the City. The consultant shall perform all necessary planning, administration, professional analysis, supporting documentation, and work required for the preparation and adoption of the SE and LHMP in full conformance with the requirements pursuant to Government Code Section 65302(g) (SE) and the Disaster Mitigation Act of 2000, 44 CFR 201.6 (LHMP) and the most current FEMA Local Mitigation Plan Guidelines.

Respondents are required to submit 3 double-sided copies, one original and one electronic copy on a flash drive no later than Monday, MAY 5, 2025, at 12:00 p.m. at the Office of the City Clerk, located at 245 E Bonita Ave, San Dimas, CA 91773. Sealed Proposals should be labeled with: “RFP: General Plan Safety Element Update and New Local Hazard Mitigation Plan”. Proposals received after that date and time will be rejected. Questions regarding this Request for Proposals should be directed to Anissa Livas, Senior Management Analyst, in writing by email at [email protected] no later than 12:01 p.m. Monday, April 21, 2025. Addendums will be posted on the City website and emailed to the list of attendees.

RFP specifications may be obtained from the Administrative Services Department, at City Hall located at 245 East Bonita Ave, San Dimas, CA or may be accessed from the City’s website at www.sandimasca.gov.

The City of San Dimas reserves the right to reject any or all Proposals, or waive defects in same, if it deems such to be in the best interest of the City of San Dimas. The City of San Dimas is an affirmative action, equal opportunity employer.

5 BACKGROUND INFORMATION
The City of San Dimas (“The City”) is located midway (about 27 miles) between Los Angeles and San Bernardino, at the base of the San Gabriel Mountains. The San Dimas community has a population of approximately 36,000 residents. The City incorporated in 1960 and has developed into a well-balanced community offering industrial, commercial, and residential living. As part of this Request for Proposals (RFP), the Consultant will be working with multiple departments as it develops the Local Hazard Mitigation Plan and Safety Element, including but not limited to the Administration, Public Works and Community Development Departments.

SCOPE OF REQUIRED SERVICES
Proposals must address the following tasks to be completed by the consultant.

Safety Element Update

Pursuant to Government Code Section 65302(g), the City of San Dimas must update its SE. The last update to the Safety Element was completed in September 1991. Portions of the City are in designated Very High Fire Hazard severity zones. The project will update the SE to address flood hazards, fire hazards, evacuation routes, climate adaptation, and resilience strategies. The SE must be updated to comply with the following State regulations as fully enumerated in Government Code Section 65302(g):

1. Identification of flood hazards with a set of comprehensive goals, policies, and objectives for the protection of the community from the unreasonable risks of flooding.

2. Address the risk of fire for land classified as state responsibility areas, as defined in Section 4102 of the Public Resources Code, and land classified as Very High Fire Hazard severity zones, as defined in Section 51177.

3. Update the Safety Element to address climate adaptation and resiliency strategies applicable to the City.

Local Hazard Mitigation Plan

The selected consultant shall prepare a new Local Hazard Mitigation Plan (LHMP) for the City of San Dimas that fully complies with the most current FEMA requirements, including the Local Mitigation Planning Policy Guide (FP-206-21-0002, April 2022), and Title 44 of the Code of Federal Regulations (CFR) Section 201.6. The LHMP must also follow the California Governor’s Office of Emergency Services (Cal OES) LHMP Review Tool. The completed plan must be approved by Cal OES and FEMA and adopted by the City to maintain eligibility for FEMA Hazard Mitigation Assistance (HMA) programs. The LHMP shall be coordinated with the General Plan Safety Element to ensure consistency, reduce duplication, and support long-term resiliency planning efforts.

6 The selected consultant shall be responsible for submitting the draft and final LHMP to Cal OES and FEMA, coordinating directly with these agencies throughout the review process, and responding to any requests for revisions or additional information. The consultant is expected to manage the process through to the final approval by FEMA and formal adoption by the City.

REQUIRED TASKS
TASK 1. Project Administration
Tasks 1.1: Project Kick-Off: The Consultant will schedule a kick-off meeting with City staff to review the scope of work and discuss project expectations regarding coordination, reporting, deliverables, and relevant project information. Deliverables are:

Within 10 days of the kick-off meeting, the Consultant will prepare a meeting summary with project objectives, and action items. The summary memo will include the project schedule, milestones, and anticipated dates for public meetings.

Task 1.2: Project Coordination: The consultant will coordinate with staff with regular communications, and meetings, as needed over the course of the project to review the status and ensure that objectives and milestones are tracked with the project schedule.

Meetings may be conducted as a video conference or in-person at City offices. The consultant shall prepare a meeting summary, including action items, for each meeting.

The meeting summaries shall include a list of attendees, key discussion points, action items, responsible parties, and target completion dates.

TASK 2. Safety Element: Update the Safety Element to be consistent with State Law.

Task 2.1: Review and Evaluate Current Safety Element: Review and evaluate the current SE to determine compliance with State Law. Provide a summary of updates and analysis required to bring the SE into compliance with current State Law. Deliverables are:

A written summary analysis of the existing SE with recommended changes and additions to satisfy current state law and SE practices.

Task 2.2: Draft and Adopt Safety Element: Prepare an update of the SE to be consistent with other General Plan Elements, the Natural Hazard Mitigation Plan, and other planning documents. The Safety Element must be reviewed for internal consistency with all other Elements of the City’s General Plan, including but not limited to the Land Use and Housing Elements. Deliverables are:

One electronic copy (in MS Word file format and pdf format) for review by City.

Compile City comments and meet to review. Make revisions and complete Final Draft Safety Element (one electronic copy in pdf format) for Planning Commission and City Council Public Hearings.

7 Upon adoption of the updated Safety Element provide one electronic copy (in MS Word file format and pdf format) and two hard copies.

Graphics and other materials required for public outreach.

TASK 3. Local Hazard Mitigation Plan
Task 3.1: Review and Evaluate Local Hazard Mitigation Plan from 2008: The City of San Dimas currently has an outdated LHMP from 2008, but has secured funding to develop a new plan. The City requests the selected consultant to review the 2008 LHMP as a part of the evaluation process. Provide a summary of updates and analysis required to bring the LHMP into compliance with current State and Federal law/guidelines. Pursuant to FEMA regulations, the City of San Dimas must update its LHMP every five years to maintain eligibility for certain FEMA Assistance programs, including the Hazard Mitigation Grant Program, Building Resilient Infrastructure and Communities project grant, Flood Mitigation Assistance project grant, Rehabilitation of High Hazard Potential Dam grant program and for receiving non-emergency Stafford Act assistance.

The selected consultant shall prepare an LHMP, which will reflect the new State and Local Mitigation Planning Policy Guides released by FEMA on April 19, 2022, to meet California Governor's Office of Emergency Services (Cal OES) guidelines and the requirements of Title 44 Code of Federal Regulations (CFR) Section 201.6 for FEMA approval.

Deliverables are:

A written summary analysis of the existing LHMP with recommended changes and additions to satisfy current and anticipated state and federal law/guidelines and LHMP practices.

Task 3.2: Draft and Adopt a Local Hazard Mitigation Plan: Based on the findings of Task

4.1, prepare an updated LHMP consistent with State and Federal law/guidelines.

Deliverables are:

One electronic copy (in MS Word file format and pdf format) for review by City.

Compile City comments and meet to review. Make revisions and complete Final Draft LHMP one electronic copy) for Planning Commission and Council Public Hearings.

Upon adoption of the updated LHMP provide one electronic copy (in native file format and pdf format) and two hard copies.

Graphics and other materials required for public outreach including any materials needed for any technical committee meetings.

TASK 4. Community Engagement
The consultant will coordinate with City staff to develop and implement a comprehensive community engagement strategy that includes a variety of outreach methods to gather meaningful input throughout the project duration. Engagement shall be inclusive and accessible.

8 Outreach methods may include, but not limited to:

In-person community workshops at accessible locations and times.

Online surveys or interactive mapping tools.

Informational booths or pop-up events at local community gatherings.

Printed materials distributed through mail, city facilities or other public venues.

Focus groups or interviews with key stakeholders or community leaders.

Multilingual outreach materials and interpretation services.

Consultants are encouraged to include in their proposals additional recommended opportunities for public outreach and participation as optional added cost items based on their expertise and experience. The plan should include a timeline of proposed engagement activities aligned with project milestones and public review periods.

The engagement plan must satisfy federal and state requirements for public involvement, as outlined in FEMA’s Local Mitigation Planning Policy Guide and the Cal OES LHMP Review Tool.

Deliverables are:

A written community engagement plan outlining methods, timelines, and target audiences.

Planning and facilitation of engagement activities, including logistics and materials.

Documentation and summary of community input and participation metrics.

Coordination of any required technical or steering committee meetings.

TASK 5. Environmental Review/CEQA
The consultant will prepare the required environmental documents pursuant to the California Environmental Quality Act (CEQA). The City anticipates the preparation of a Negative Declaration or Mitigated Negative Declaration. The final determination for the appropriate environmental documentation will be made by City staff based on the recommendation of the consultant, and the technical analysis of project impacts.

This task includes: 1) data gathering and coordination with public agencies if needed, 2) technical analysis and technical studies if needed, 3) public notices, 4) California Native Tribes notification/consultation, and 5) preparation of a screen check draft, public review draft, and final environmental document, including responses to comments and Mitigation Monitoring Program as needed. The selected consultant will be responsible for mailing and publishing the notices.t. Deliverables are:

CEQA public notices (if required)
Technical studies (if needed).

One electronic copy (in MS Word file format and pdf format) for review by City.

One electronic copy (in MS Word file format and pdf format) of the public review draft environmental document.

9 Responses to comments (if needed)
Mitigation Monitoring Program.

One electronic copy (in MS Word file format and pdf format)

TASK 6. Public Hearings and Adoption
It is anticipated that the project will require three to five public meetings/hearings in addition to an appropriate number of meetings for any local steering/technical committee.

This includes community engagement and the Planning Commission and City Council meetings required for the adoption of the Safety Plan updates and associated CEQA document. City staff will prepare public hearing notices, staff reports, and related resolutions for amendments to the General Plan. The consultant shall participate in public meetings by making presentations and responding to questions as required. Deliverables are:

Attendance at three to five public meetings/hearings, the necessary number of steering/technical committee meetings, and additional meetings as necessary Review and provide comments on City staff reports and resolutions.

Prepare PowerPoint presentations.

Review and respond to comments/questions as required.

PROPOSAL SCHEDULE
The estimated schedule for this RFP is as follows:

RFP Release 3/31/2025
Pre-Proposal Requests for Clarification (by 12:00 p.m.) 4/21/2025 Proposal Due Date (by 12:00 p.m.) 5/5/2025
Pre-Proposal Meeting N/A
Anticipated Final Selection 5/12/2025
Council Approval 5/27/2025
Project Start 6/2/2025

SERVICES AND PERSONNEL
The Consultant shall furnish to the City all labor, materials, tools, equipment, services and incidentals, and adequately supply professional staff necessary to fully complete the proposed project with the primary purpose of ensuring City compliance with federal, state, and local regulations. The Contractor shall propose the level of staffing (hours) required to complete the scope of work. Work to the extent practicable may be completed offsite with remote access to necessary documents.

The Consultant must complete the Scope of Required Services within the time schedule submitted as part of the proposal, or as modified and agreed to in Task No. 1.

10 The Consultant will provide and complete the aforementioned tasks within the not-toexceed period, from the initial Notice to Proceed. If additional alternative, revised, amended or supplemental Scope of Required Services has been approved, the not-toexceed period of performance contained in this proposal shall apply.

SUBSTITUTION OF KEY PERSONNEL
The Project Manager and other key personnel identified in the proposal are expected to remain assigned to the project from contract negotiations through project completion.

Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence and experience upon written approval of the City, which will not be unreasonably withheld.

In the event that the Project Manager or one of the key personnel is replaced or no longer available for any reason without the written consent of the City, the contract may be cancelled.

Any personnel who fail or refuse to perform the services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City.

In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate the Contract Agreement for cause.

CONSULTANT REPRESENTATIVE
Consultant shall designate a representative who shall have full authority to represent and act on behalf of the Consultant. The Consultant’s Project Manager shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures for the satisfactory completion of the project design and bidding documents.

REQUIRED PROPOSAL FORMAT
Proposals shall include three (3) double-sided hard copies, one (1) original single sided copy, and one (1) electronic pdf version.

Proposals shall be organized, tabbed, and numbered in the order presented above.

Proposals must include page numbers for all pages in the Proposal.

11 Proposals shall not be folded or bound. Place copies in binder.

Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received. The content and sequence of the information contained in each copy of the Proposal shall be as follows:

I. Table of Contents
II. Cover Letter/Executive Summary: Include in executive summary the name, address, telephone number, title, and signature of the contact person for this proposal. The summary should also state the proposal is valid for 90 days.

III. Approach and Scope of Work
IV. Work Schedule: Include a timeframe for project completion and benchmark dates for major tasks
V. Organization Chart, Project Team Staffing Plan, Key Personnel and Resumes.

Names, qualifications and resumes of the firm’s “project manager” and support staff who will be conducting the work.

Include individual authorized to negotiate the contract on behalf of the consulting team
VI. References: Minimum of three (3) Public Agency references from similar project experience.

A listing of preferably three (3) clients and projects for whom similar work has been performed by the “Project Manager”, including contact persons, addresses and telephone numbers.

Please ensure that the individual referenced is still with the contracting agency for which the work was performed or give that person’s current telephone number.

VII. Fee Schedule
The cost of the proposal shall be submitted in a separate, sealed envelope, which shall be marked “Cost Proposal” and state Respondent’s name

SUBMITTAL INSTRUCTIONS
Proposals must be received at City Hall no later than 12:00 p.m. on the date indicated in Section 2. Proposals received in the mail after 12:00 p.m. on the date indicated in Section 2, regardless of the date of their postmarks, will be rejected.

Proposals will be received at the following address:

City of San Dimas City Hall

12 Attention: City Clerk
245 East Bonita Avenue
San Dimas, CA 91773
If hand delivered, address as above and deliver to the City Clerk receptionist at City Hall.

The envelope should clearly indicate “RFP: General Plan Safety Element Update and New Local Hazard Mitigation Plan and Respondent's name and address shall appear in the upper left-hand corner of the envelope. If more than one envelope is required, each envelope shall be legibly numbered below the name of the Respondent, e.g. Envelope 1 of 3, as required.

EVALUATION
Evaluation Criteria
A Selection Committee will evaluate and rank the proposals. Proposals will be evaluated according to the following criteria:

1. Ability, capacity and skills necessary to perform service. 0 to 40 points

2. Ability to meet time requirements imposed by project. 0 to 15 points

3. Character, integrity and reputation through a reference check. 0 to 20 points

4. Sufficiency of financial resources needed to perform services. 0 to 10 points

5. Reasonableness of cost. 0 to 15 points
Respondent Presentations/Interviews
The City may, at its discretion, invite a shortlist of Respondents to participate in a panel interview to be held at City. The City may require that Respondents prepare a presentation as part of the interview. No Respondent shall be entitled to or otherwise guaranteed an interview.

Award of Contract
If awarded, the contract will be awarded on the basis of the evaluation criteria set forth herein. The City reserves the right to reject all Proposals and to contract for services in the manner that most benefits the City including awarding more than one contract if desired. If selected, Respondent will be expected to execute a contract with the City in substantially the same form as the Agreement attached hereto as Appendix A.

Protests
Protests based on the content of the RFP shall be submitted to the City no later than ten (10) calendar days prior to the scheduled Proposal submittal deadline. Any respondent protesting the recommended award on any ground not based upon the content of RFP

13 must file a protest with the City within three (3) calendar days after the issuance of a notice of recommendation for award. Any protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Respondent for purposes of the protest.

Any matters not set forth in the protest shall be deemed waived.

The City will review and evaluate the basis of the protest provided the protest is filed in strict conformity with the foregoing. The City shall provide the Respondent submitting the protest with a written statement concurring with or denying the protest. Action by the City relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Respondent’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

REQUESTS FOR CLARIFICATIONS
Inquiries and Addenda
For inquiries regarding this RFP please contact Anissa Livas, [email protected].

Proposers must email inquiries no later than 12:00 p.m. on Monday, April 21, 2025 Inquiries received after that date and time will not be answered. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing.

The City will issue any revisions to this RFP as addenda. The City will distribute addenda to all potential proposers and post addenda on the City’s website: sandimasca.gov.

Proposers are responsible for receipt of all addenda. The City’s issuance of a written addendum is the only method whereby the City will interpret, clarify, or provide information concerning this RFP. No oral revisions to any provision in this RFP shall be binding.

GENERAL PROVISIONS
Respondent is encouraged to review this RFP carefully in its entirety prior to preparation of its Proposal. The City reserves the right to reject any or all Proposals or to select the Proposal most advantageous to the City. The City reserves the right to verify all information submitted in the Proposal. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Respondents or to allow corrections of errors or omissions.

Amendments to RFP. The City reserves the right to amend the RFP or issue to all Respondents a Notice of Amendment to answer questions for clarification.

No Commitment to Award. Issuance of this RFP and receipt of Proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all Proposals received in

14 response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP.

Amendments to Proposals. No amendment, addendum or modification will be accepted after the deadline stated herein for receiving Proposals. Respondent may modify or amend its Proposal only if the City receives the amendment prior to the deadline stated herein for receiving Proposals.

Non-Responsive Proposals. A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the Proposal.

Late Proposals. The City will not be responsible for Proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City.

Costs for Preparing. The City will not compensate any Respondent for the cost of preparing any Proposal, and all materials submitted with a Proposal shall become the property of the City. The City will retain all Proposals submitted and may use any idea in a Proposal regardless of whether that Proposal is selected.

Alternative Proposals. Only one final Proposal is to be submitted by each Respondent.

Multiple Proposals will result in rejection of all Proposals submitted by the Respondent.

Public Documents; Confidential Information. Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Respondent have completed negotiations and entered into the Agreement or City has rejected all Proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public Records Act. The City will have no liability to the Respondent or other party as a result of any public disclosure of any Proposal.

If a Respondent desires to exclude a portion of its Proposal from disclosure under the California Public Records Act, the Respondent must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Respondent submits trade secret information, the Respondent must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Respondents who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction.

Respondent shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information.

Respondent shall indemnify, defend and hold harmless the City, and its officers, directors,

15 employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the Proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

EXHIBIT D
CONSULTANT’S PROPOSAL
Proposal for Consultant

SUBMITTED TO:

City of San Dimas
Office of the City Clerk, City Hall
245 East Bonita Avenue
San Dimas, California 91773
SUBMITTED BY:

De Novo Planning Group
180 E Main Street, Suite 108
Tustin, CA 92780
Starla Barker, AICP, Principal Planner
[email protected]
RFP: General Plan Safety Element Update
and New Local Hazard Mitigation Plan
City of San Dimas | Revised July 30, 2025

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 1 I. Table of Contents
I. TABLE OF CONTENTS ................................................................................................................................................................1 II: COVER LETTER/EXECUTIVE SUMMARY ...............................................................................................................................3 III: APPROACH AND SCOPE OF WORK ...................................................................................................................................5 IV: WORK SCHEDULE .................................................................................................................................................................. 24 V: ORGANIZATION CHART, PROJECT TEAM STAFFING PLAN, KEY PERSONNEL AND RESUMES ................. 25 VI: REFERENCES .............................................................................................................................................................................. 32 VII: FEE SCHEDULE ........................................................................................................................................................................ 34

DE NOVO PLANNING GROUP
City of San Dimas
2 This page intentionally blank.

3 DE NOVO PLANNING GROUP
II: COVER LETTER/EXECUTIVE SUMMARY
July 30, 2025
City of San Dimas
Office of the City Clerk, City Hall
245 East Bonita Avenue
San Dimas, California 91773
SUBJECT: Request for Proposals (RFP) for General Plan Safety Element and Local Hazard Mitigation Plan Consulting Services
Dear Ms. Livas,
On behalf of De Novo Planning Group, thank you for the opportunity to submit this revised proposal to update the City of San Dimas's Safety Element, prepare a new Local Hazard Mitigation Plan (LHMP) and prepare the associated California Environmental Quality Act (CEQA) documentation. Together, these documents represent an opportunity for San Dimas to plan for a safe and secure future for all residents.

Our highly experienced team is looking forward to addressing local safety needs in San Dimas while ensuring compliance with State and federal
priorities.

De Novo Planning Group is a land use and environmental planning firm specializing in community and hazard mitigation planning, environmental studies, design, and development services. De Novo has had approved on-call environmental services consultant list. We look appreciate the opportunity to introduce the City to our planning services.

B
comprehensive General Plan Updates, including element-specific updates, such as Safety Elements, LHMPs, and CEQA analyses, paired with our local knowledge and familiarity with San Dimas and the San Gabriel Valley, we are confident we can successfully achieve the project objectives and complete the project on-time and within budget. We are currently providing similar General Plan Safety Element and LHMP Update services to the City of Glendora and recently completed a comprehensive update to the La Verne General Plan and EIR.

Our team is led by De Novo Principal Planner, Starla Barker, AICP, who will serve as the primary point of contact for the City, and Principal Planner Perry Banner and Associate Planner Erik Anderson, AICP, who will manage the individual work tasks. We have a 100% track-record of Safety Element and LHMP project approval and we encourage you to learn more about our commitment to our clients from our references.

The offer contained in this proposal is valid for a minimum of 90 days. We trust that the enclosed information is adequate for your evaluation, but should you need anything else, please do not hesitate to contact me at (949) 396-8193 or [email protected].

Sincerely,

DE NOVO PLANNING GROUP
Starla Barker, AICP, Principal Planner

DE NOVO PLANNING GROUP
City of San Dimas
4 Financial Capacity
Since its inception in 2008, De Novo Planning Group has remained fiscally stable. The firm has never incurred debt, and we do not carry any lines of credit or debt obligations. We maintain adequate cash reserves at all times, and we have realized profit in every year of our existence. We own our corporate headquarters office building outright, and we have no pending plans for any financially significant endeavors in the next 2-3 years (mergers, acquisitions, etc.).

As President and CEO of De Novo Planning Group, I attest to the accuracy of the statement above.

If additional supporting materials or documentation is required, please reach out to me directly to discuss.

Regards,
Ben Ritchie
President, De Novo Planning Group

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 5 III: APPROACH AND SCOPE OF WORK

PROJECT UNDERSTANDING
De Novo Planning Group understands that the City of San Dimas is interested in preparing an update to its 1991 General Plan Safety Element and a new Local Hazard Mitigation Plan (LHMP). The City seeks a qualified consultant to prepare these documents, along with the required environmental review, and to oversee the process in its entirety through public participation and approval. The Safety Element will be updated to, at a minimum, comply with the most current State requirements related to flooding, fire hazard planning, climate change, and resiliency. The Safety Element will be reviewed for internal to the Land Use
and Housing Elements. The LHMP will identify risks and vulnerabilities from natural disasters and develop long term strategies for protecting people and property from future hazardous events. In order to maintain eligibility for certain FEMA assistance programs, the City is required to maintain a current FEMAapproved LHMP and update its LHMP every five years. The City is seeking a FEMA-approved LHMP that is and the most
recent Local Mitigation Planning Policy Guide (effective April 11, 2025). The LHMP will also follow the Additionally, the LHMP
will incorporate applicable sections from the California State Hazard Mitigation Plan and be incorporated liance with AB 2140 and comply with the requirements
of SB 379 and SB 1000 in addressing climate change. Coordinating preparation of the Safety Element -term
resiliency planning efforts. De Novo has extensive experience preparing LHMPs and General Plan Safety Elements and is primed to assist the City with this effort.

THE DE NOVO APPROACH
De Novo will work side-by-side with City staff and provide principal-level attention to ensure the General Plan Safety Element Update and LHMP process is conducted in a comprehensive manner and will consider local issues and priorities, while meeting applicable federal and State requirements. Our approach is grounded in creative problem-solving, a solid quality control process, and strict adherence to the project schedule and budget.

Experience Working in the Region
De Novo Planning Group has extensive experience working with communities in Los Angeles County. We continue to actively work throughout the San Gabriel Valley region, including on the Glendora Safety Element and LHMP Update, the recently completed comprehensive update to the La Verne General Plan and EIR, and the Bradbury Health and Safety Element. Our on-going work with cities facing similar opportunities and challenges, in addition to our staff's expertise in preparing and implementing Safety Elements and LHMPs, and preparing CEQA compliance documentation, provides us with a unique opportunity to provide efficiencies to both the timeline and budget.

Creative Problem Solving
Planners are creative problem-solvers, and we consider ourselves particularly well-suited to this part of the practices but recognize that
we work on projects with localized issues and priorities. We believe that you know your city best and local agencies, stakeholders, and community members are best suited to plan for their own needs. We will work

DE NOVO PLANNING GROUP
City of San Dimas
6 with you to identify and address local issues and concerns in creative ways that maximize local input to the extent feasible while also achieving State and federal objectives and requirements.

Understanding of the Interrelatedness of Hazards
Our extensive experience preparing CEQA compliance documents, LHMPs, Safety Elements, and other General Plan updates has given us a comprehensive understanding of the interrelatedness of hazards. We are adept at addressing natural and manmade hazards and conducting vulnerability assessments as part of the planning process, as well as establishing policies and mitigation measures to reduce the impacts and vulnerabilities associated with those hazards.

Principal Attention to Every Aspect of the Project
We do not identify principal staff in our proposal, then hand your project out to junior staff members to complete for our review. Rather, our Principal staff identified in this proposal as the Project Manager and Task Managers will work on every aspect of the project and will write and review each document we provide to the City. This senior-level attention to each detail of the project ensures a high-quality work product as well as continuity throughout each project.

Dedicated Project Management
All proposed work will be completed by De Novo Planning Group. The overall Project Manager will be Principal Planner Starla Barker, AICP, who will serve as the primary point of contact for the City. Starla is supported by Principal Planner Perry Banner, who will lead the Safety Element, and Associate Planner Erik Anderson, AICP, who will lead preparation of the LHMP and assist with preparation of the Safety Element and CEQA compliance. This team has worked together on several Safety Elements and FEMA-approved LHMPs. Although the overall Project Manager will serve as the primary point of contact, we feel that the direct involvement of Co-Project Managers/Team Leads will ensure that all members of our team are constantly up to speed regarding changes in project direction, staff preferences, and all of the other nuances of the project. Additionally, we have found this provides an exceptional level of quality control so that products reviewed by the City are technically accurate and complete.

Strict Adherence to Schedule and Budget/Project Controls Our project team is fully committed to bringing our projects to public hearings as quickly and effectively as possible while always delivering products of exceptional quality. We thrive under deadlines, and we have a track record of meeting or exceeding our project schedules. Our use of Principal-level staff throughout all stages of the project allows us to work quickly, efficiently, and produce preliminary draft documents of superior quality. Our project managers take a very active and hands-on role, and we diligently manage our team and coordinate with City staff to ensure that all parties are continuously aware of pending deadlines, outstanding tasks, and draft work products that will require staff review.

Our team serves as an extension of City staff to ensure the projects are delivered in a timely manner.

Working closely with City staff throughout the project will ensure early identification and resolution of critical issues. Our approach of Principal Planner/Project Manager and Co-Project Managers/Team Leads ensures consistent and regular interaction and communication between City staff and the De Novo team.

This allows for frequent exchange of information without a loss of time or resources and will provide all parties with advanced
Project Manager and between the De Novo Project Manager maintains the flow of data and allows for timely response to any issues and ensures the work program stays on track.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 7 We take tremendous pride in our ability to adhere to our project budgets. Our project managers are also principals and senior managers of the firm, and to this end, we have the authority to take any steps necessary to ensure that our projects remain on budget. We manage our project budgets using sophisticated budget tracking software and all members of the team log and record hours-worked by task to provide a transparent accounting process. Project Manager, Starla Barker, will manage all monthly billing reports and will provide the City with a corresponding monthly status report identifying work completed, upcoming work efforts, and outstanding action items. We are also familiar with the quarterly reports required for FEMA grant reporting and will provide t preparation of the reports.

We strongly encourage the City to call our references and specifically inquire about the extraordinary steps we take to ensure we do not modify or exceed our budgets.

Quality Assurance and Quality Control
Coordinating closely with City
address technical requirements and are completed in a timely and professional manner. Our internal quality control includes review of our deliverables by a Principal Planner. This review involves senior staff not directly involved in the project to provide a clean set of eyes and encompasses all sections of the document and also ensures that the document is written in a clear and understandable manner.

SCOPE OF WORK
TASK 1: PROJECT ADMINISTRATION
Task 1.1 Project Kickoff
Upon receiving notice to proceed, the De Novo team will conduct a kick-off meeting with City staff to refine the project work scope and to discuss roles and responsibilities, project schedule, data collection needs, document review procedures, and other relevant project information. The scope will be refined based on our discussions and critical project milestones, and a clear project schedule will be established.

The Project Manager and Co-Project Managers will attend the kick-off meeting. We will prepare the meeting agenda, as well as a meeting summary identifying project goals and follow-up action items within 10 days of the kick-off meeting. The summary memo will include the project schedule, milestones, and anticipated dates for public meetings.

Task 1.1 Deliverables:

Kick-off meeting agenda (electronic copy in PDF format) Meeting summary with action items, project schedule identifying key milestones, and anticipated dates for public outreach/meetings (electronic copy in PDF format) Task 1.2 Project Coordination
For the duration of the project, the Project Manager will coordinate regular communications and meetings with City staff, as needed, to review the project status and ensure that objectives and milestones are in line with the project schedule. Meetings may be conducted virtually or in-person at City offices depending on the nature of the agenda topics and will be attended by the Task Leads as needed. De Novo will prepare meeting summaries, including action items, list of attendees, key discussion points, responsible parties,

DE NOVO PLANNING GROUP
City of San Dimas
8 and target task completion dates. This task also involves the time necessary for management and administration of the project, including invoicing.

Task 1.2 Deliverables:

Ongoing project coordination lead by the De Novo Project Manager with participation by Task Leads, as needed
Meeting summaries (electronic copy in PDF format)
TASK 2: SAFETY ELEMENT UPDATE
The Safety Element will be updated for consistency with State law, including the requirements of Senate Plan or LHMP, the Safety Element is to be updated as necessary to address climate adaptation and resilience strategies applicable to the City. This review and update is to include all of the following:

1. geographic areas at risk from climate change impacts.

2. A set of adaptation and resilience goals, policies, and objectives based on the information

3. A set of feasible implementation measures designed to carry out the goals and pursuant to the adaptation objectives, including but not limited to the following:

Feasible methods to avoid or minimize climate change impacts associated with new uses of land;
The location, when feasible, of new essential public facilities outside of at-risk areas, including but not limited to hospitals and health care facilities, emergency shelters, emergency command centers, and emergency communications facilities, or identifying construction methods or other methods to minimize damage if these facilities are located in at-risk areas; The designation of adequate and feasible infrastructure located in an at-risk area; Guidelines for working cooperatively with relevant local, regional, state, and federal agencies; and
feasible (e.g., urban tree planting to mitigate high heat days).

SB 99 requires the City to review and update the Safety Element to include information identifying residential developments in hazard areas that do not have at least two emergency evacuation routes. SB 1241 requires that the Safety Element be reviewed and updated as necessary to address the risk State Responsibility Areas and Very High Fire Hazard Severity Zones. SB 1035 requires the Safety Element to be reviewed and revised as necessary to address climate adaptation and resiliency strategies and would require the planning agency to review and, if necessary, revise the Safety Element upon each revision of the housing element or LHMP, but not less than once every eight years. In addition, De Novo will include recommendations related to extreme heat to proactively align with the anticipated State requirements under AB 2684.

Task 2.1 Review and Evaluate Current Safety Element
Government Code
Section 65302(g), which requires local jurisdictions to update the Safety Element to address flood hazards,

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 9 fire hazards, climate change, and emergency evacuation Safety Element that must be updated to comply with State law.

Task 2.1 Deliverables:

Written summary analysis of the existing Safety Element with recommended changes and additions to satisfy State law and safety element best practices (electronic copy in PDF format) Task 2.2 Climate Vulnerability Assessment
In accordance with SB 379, De Novo will prepare a Climate Vulnerability City. The purpose of the CVA is to inform City policies, plans, programs, and guidance to promote effective and integrated action to safeguard from climate change. This CVA will describe vulnerabilities in terms of social vulnerabilities and physical vulnerabilities. Social vulnerabilities examine how populations, communities, and social systems are affected by climate change. Physical vulnerabilities examine how infrastructure, critical facilities, and land are affected by climate change. The analysis will be qualitative in nature and based on existing available information. No new air quality modeling is included in this task. The CVA will also be used to inform the LHMP. Additionally, as part of this task De Novo will identify necessary updates to address the hazard of extreme heat pursuant to AB 2684. This includes identifying extreme heat hazards applicable to the San Dimas community.

Task 2.2 Deliverables:

Climate Vulnerability Assessment including one (1) round of review (electronic copy in MS Word and PDF formats)
Task 2.3 Residential Emergency Evacuation Route Analysis De Novo will prepare an analysis consistent with Senate Bill 99 to identify residential developments in high hazard zones that do not have at least two emergency evacuation routes. High hazard zones Fire Hazard Severity Zone maps (updated
March 24, 2025) and Earthquake
Zones of Required Investigation (seismic hazard zone maps). A GIS map and layers will be prepared identifying access for residential areas in high hazard zones.

Task 2.3 Deliverables:

Residential Emergency Evacuation Route Analysis including one (1) round of review (electronic copy in MS Word and PDF formats)
Task 2.4 Administrative Draft Safety Element
De Novo will prepare an Administrative Draft Safety Element incorporating the components described above. Due to the age of the existing Safety Element, we anticipate working with City staff to create a new

DE NOVO PLANNING GROUP
City of San Dimas
10 format with updated text and graphics. We request that we receive one consolidated set of City comments on the Administrative Draft Safety Element.
staff to discuss the comments and receive any additional direction. Following the meeting, De Novo will revise the Administrative Draft and prepare the Screencheck Draft Safety Element for final City review.

Given that there are Very High Fire Hazard Severity Zones in San Dimas Element must be reviewed by the State Board of Forestry and Fire Protection. De Novo will work closely with the California Department of Forestry and Fire Protection (CAL FIRE) Land Use Planning Manager for Safety Element Assessment checklist. Based on our experience in coordinating with CAL FIRE, we recommend that CAL FIRE be provided the revised Administrative Draft (Screencheck Draft) Safety Element for informal review and comment; any revisions necessary to comply with the California Government Code as they relate to fire protection planning will be made prior to releasing the Public Review Draft.

Task 2.4 Deliverables:

Administrative Draft Safety Element (electronic copy in MS Word and PDF formats) One (1) meeting with City staff to discuss comments (virtual) Screencheck Draft Safety Element (electronic copy in MS Word and PDF formats) Coordination with CAL FIRE for review of the Screencheck Draft Safety Element Task 2.5 Public Review Draft Safety Element/Final Safety Element Review Draft for public review. We expect that De Novo and City staff will work collaboratively to facilitate review by the public.

The Public Review Draft will also be formally reviewed by the Board of Forestry and Fire Protection for consistency with the California Government Code requirements related to fire protection planning. As is standard practice, the regional CAL FIRE Land Use Planning Manager will review the element for consistency with the Government Code, complete the CAL FIRE General Plan Safety Element Assessment, and make a presentation to the Board at a regularly scheduled Board meeting (the Board typically meets monthly). The Board must review and consider the Draft Safety Element before the City Council can adopt Along
with De Novo, a representative from the City should be available to participate in the Board meeting (virtual) to answer any City-specific questions the Board may have.

During the public hearing process, the Planning Commission and City Council may direct revisions to the Safety Element. Following the final City Council hearing, De Novo will make the directed revisions. Since the extent of the revisions cannot be known at this time, we have provided an allowance that assumes revisions will be minor (based on our prior experience with such documents).

Task 2.5 Deliverables:

Public Review Draft Safety Element (electronic copy in MS Word and PDF formats) Coordination with the Board of Forestry and Fire Protection, including provision of support materials and virtual participation in the Board meeting

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 11 Final Safety Element adopted by City Council (electronic copy in MS Word and PDF formats and two hardcopies)
TASK 3: LOCAL HAZARD MITIGATION PLAN
The Local Hazard Mitigation Plan (LHMP) will be prepared -
gency Services (Cal OES) and the Federal Emergency
Management Agency (FEMA). The LHMP will identify risks
and vulnerabilities from natural disasters and develop long term strategies for protecting people and property from future hazardous events. Based on our initial evaluation, potential natural hazards in the City include dam/reservoir failure, flood hazards, seismic and geologic hazards, severe weather, and wildfire. We will work with the planning team and community to confirm and identify the natural hazards to be addressed in the LHMP.

LHMP establishes eligibility for participation in federal mitigation grant programs. Mitigation grant programs fund projects that lessen the impact of disasters.

The LHMP will be prepared for compliance with
the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act) as amended and Title Local Mitigation Planning Policy Guide
(effective April 11, 2025). The LHMP will also follow the Cal OES LHMP guidelines and checklist. If the City is interested in accessing FEMA funding for dam rehabilitation, the LHMP is required to address risks posed by high-hazard potential dams (HHPD). If requested, De Novo will identify these dams and incorporate the requirements within the tasks identified below.

Task 3.1 Review and Evaluate Current Local Hazard Mitigation Plan 2008 LHMP and provide a summary of updates and analysis required to bring the LHMP into compliance with current State and federal law/guidelines. Pursuant to FEMA regulations, the City of San Dimas must update its LHMP every five years to maintain eligibility for certain FEMA Public Assistance programs.

Task 3.1 Deliverables:

Written summary analysis of the existing LHMP with recommended changes and additions to satisfy current and anticipated state and federal law/guidelines and LHMP best practices (electronic copy in PDF format)
Task 3.2 Prepare Local Hazard Mitigation Plan
This task is organized into the following subtasks in accordance with the Disaster Mitigation Act planning process.

DE NOVO PLANNING GROUP
City of San Dimas
12 Task 3.2.1 Develop Planning Process and Organize Resources A. Hazard Mitigation Planning Team Development and Meetings To effectively conduct a planning process that meets FEMA requirements, the City will need to create a Hazard Mitigation Planning Team, i.e., local steering/technical committee. The planning team will be an ongoing working group that is a major contributor to the process and a provider of information used to create the LHMP. The planning team will guide the development of the San Dimas LHMP and ensure that as its resources. De Novo will work with City staff to identify recommended stakeholders for the City to invite to participate in the process. Potential stakeholders to invite for participation will be confirmed during the kick-off meeting, but may include:

Emergency operations staff and/or other representatives from local public agencies, the County, and school districts
Representatives from local critical facilities, such as hospitals and utility companies Appropriate state and federal representatives, such as staff from Cal OES and FEMA Representatives from community groups and nonprofit organizations Representatives from a cross-section of the community, including residents, neighborhood leaders, and businessowners
Based on our experience, we have found that three LHMP Planning Team meetings are effective for discussing the information necessary to comply with FEMA requirements. De Novo will facilitate up to three meetings, including preparation of agendas, summary notes, and action items. These meetings are anticipated to require two hours of participation time and are expected to cover the following topics:

Meeting 1: Introduction, roles and responsibilities, discussion of plan goals/objectives, community outreach approach, identification of hazards of concern, prioritization of hazards of concern, and identification of data/information.

Meeting 2: Review of hazard profiles and hazards mapping, inventory of community assets, review of risk assessment and loss estimations, and discussion of capabilities assessment.

Meeting 3: Identification and discussion of mitigation actions and action prioritization, and plan maintenance.

We will provide all necessary materials needed to conduct the LHMP Planning Team meetings, and City staff will be responsible for securing all meeting locations and coordinating with the planning team, including formally inviting stakeholders.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 13 B. Community Engagement
Community engagement is a major and required component of the LHMP planning process. Federal regulations for mitigation plan approval require that stakeholders and the general public are given De Novo will work with City staff to
develop an outreach strategy that is responsive to the participation needs of the community. The outreach approach is described under Task 4.

C. Evaluate and Incorporate Community Input
De Novo will record and incorporate public comments and input received through the outreach efforts and on-line survey to further inform the LHMP Update. Comments may be recorded directly into the LHMP Update, as appropriate. The public will also be invited to review and provide comments on the Public Review Draft LHMP, described in Task 3.2.3.

D. Document the Hazard Mitigation Planning Process
De Novo will ensure the City of San Dimas LHMP thoroughly documents the hazard mitigation planning process, including but not limited to:

A narrative description of how the plan was prepared and the process followed An outline of plan development meeting dates, attendees, and agendas Identification of agencies and organizations that participated in the plan development Coordination with existing planning mechanisms
Description of how the public was involved and strategy for public outreach/meetings Task 3.2.1 Deliverables:

Three (3) LHMP Planning Team meetings including agendas, rosters and documentation of attendance, summary notes, and action items
Task 3.2.2 Risk Assessment
The analysis of risks is a comprehensive review of the potential impacts of hazards on assets in the City of San Dimas including people, the built environment, natural environment, and the economy. Results from the risk assessment will form the foundation for the subsequent identification of appropriate mitigation actions for reducing losses. We will conduct the risk assessment in a step-by-step manner, starting with the development of hazard profiles and concluding with an analysis of vulnerabilities and capabilities.

A. Hazard Identification and Profiles
Based on previously identified hazards in the 2008 LHMP and the planning team ranking of hazards, De Novo will determine whether any of the existing hazards should be removed and if new hazards should be included within the new LHMP. Recent hazard events will be identified.

Discussions with the planning team and community input will further inform and confirm the hazards. The hazard profiles will be prepared to include a discussion of the hazards of concern and identify the location, extent, previous occurrences, probability of future events, and climate change considerations.

DE NOVO PLANNING GROUP
City of San Dimas
14 B. Hazard Mapping
Preparation of the hazard profiles and risk assessment will include preparation of high-resolution maps of relevant hazards and analysis to determine areas of potential susceptibility within the City. This task will also identify critical facilities based on an approved list (by APNs) provided/updated by the City, which will also be used as part of the GIS analysis, to identify facilities most susceptible to hazards within the City. This information will inform the mitigation actions.

C. Vulnerability Assessment
The assets at risk to hazards will be identified and analyzed. Assets are broadly defined by FEMA to include people; structures; systems; natural, historic, and cultural resources; and/or activities that have value to the community. The analysis will include reviewing the risks, describing asset vulnerabilities, and describing the potential impacts, which may include loss estimates, if available from the City, for each profiled hazard. The impacts will be discussed qualitatively and quantitatively based upon discussion and input from the planning team and stakeholders. This includes describing how development may or may not affect vulnerability and consideration of any future development and any repetitive and severe repetitive loss properties will be identified. Impacts related to climate change will also be discussed in the risk assessment. The information the planning team, problem statements will be developed to inform the mitigation strategy.

D. Capabilities Assessment
A capabilities assessment is a comprehensive review and evaluation of all the various policies, plans, programs, procedures, staff, funding, and other resources that assist in hazard mitigation activities and increasing resilience. We will work with the planning team to hazard mitigation capabilities. Any gaps in capabilities identified through development of the risk assessment, review of capabilities, outreach efforts, and development of the mitigation strategy will be identified. Opportunities to expand on and improve capabilities will also be discussed and identified.

Task 3.2.2 Deliverables:

Draft hazard profiles (electronic copy in MS Word and PDF formats) Draft hazard and asset maps (electronic copy in MS Word and PDF formats) Draft vulnerability assessment (electronic copy in MS Word and PDF formats) Draft capabilities assessment (electronic copy in MS Word and PDF formats)

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 15 Task 3.2.3 Hazard Mitigation Strategy
Drawing on the hazard identification, analysis, and assessment of vulnerability and capabilities in the community, De Novo will prepare a LHMP for the City of San Dimas to mitigate exposure to potential hazards. We will engage the LHMP Planning Team and City staff in development and review of goals, mitigation actions, and the Draft LHMP. A comprehensive mitigation strategy analyzes a wide range of actions from multiple forms of mitigation techniques, including structural projects (buyouts, elevations, retrofits, etc.), nonstructural projects (policies, land use regulations, floodplain management ordinances, etc.), natural systems protection projects (sediment/erosion control, stream corridor restoration, wetland restoration/preservation, conservation easements, etc.), and educational/awareness programs (real estate disclosures, websites with hazard information/maps, mailings to those in hazard-prone areas, etc.).

A. Develop Mitigation Goal Statements
De Novo will coordinate with the planning team to develop mitigation goals and ensure the goals adequately communicate desired end states and provide a foundation for meaningful hazard mitigation actions.

B. Develop and Prioritize Mitigation Actions
The purpose of the mitigation actions is to reduce or eliminate current and future vulnerabilities described in the risk assessment. Emphasis is placed on the impacts or vulnerabilities identified in the risk assessment, not the hazards themselves. Relying on information obtained from the previous tasks, including the hazard profiles, risk assessment, capabilities assessment, and community outreach, mitigation actions will be identified. Through coordination with the planning team, criteria to analyze the mitigation actions will be determined. Any mitigation actions considered, but not included in the final action plan will be documented. After the mitigation actions are finalized, a process to prioritize identified mitigation actions will be developed.

Task 3.2.3 Deliverables:

Mitigation goal statements (electronic copy in MS Word and PDF formats) Mitigation Actions Prioritization Table (electronic copy in MS Word and PDF formats) Task 3.2.4 Hazard Mitigation Plan Implementation and Maintenance Process The LHMP is required to address how the Plan, once adopted, will be implemented and maintained. The following components will be developed and discussed with the planning team and integrated into the Draft LHMP.

A. Monitor, Evaluate, Implement, and Update
The plan maintenance process will be discussed with the planning team, including how the City will monitor, evaluate, implement, and update the LHMP. De Novo will prepare a chapter that identifies LHMP maintenance and implementation steps to ensure the LHMP is implemented and maintained over a fiveyear plan period in accordance with the requirements of the Disaster Mitigation Act of 2000. This chapter will describe the methods and schedule for monitoring, evaluation, and updating of the LHMP.

DE NOVO PLANNING GROUP
City of San Dimas
16 B. Incorporation into Existing Planning Mechanisms
The chapter will also describe how the City will implement and incorporate hazard mitigation plan goals and actions into other local planning documents, such as the local Emergency Operations Plan (EOP), community wildfire protection plans, etc. De Novo will ensure that the LHMP is compatible with and incorporates the EOP and Safety Element of the General Plan.

C. Implementation Schedule
implementation schedule for each action item.

D. Continued Public Involvement
The chapter will include a description of continued public involvement activities in LHMP maintenance and future updates.

Task 3.2.4 Deliverables:

Plan maintenance chapter (electronic copy in MS Word and PDF formats) Task 3.2.5 Administrative Draft and Public Review Draft LHMP A. Prepare Administrative Draft LHMP
We will compile the information prepared in the preceding tasks into an Administrative Draft version of the LHMP to be shared internally with City staff and the planning team. Our approach of working closely with the planning team has shown to expedite the review process, since planning team members have already seen each part of the LHMP by the time the Administrative Draft document is complete, and a majority of their comments have been addressed.
staff to discuss the comments and receive any additional direction. Following the meeting, De Novo will revise the Administrative Draft and prepare the Screencheck Draft LHMP for City review.

B. Prepare Public Review Draft LHMP
We will incorporate one consolidated set of City staff comments/revisions on the Screencheck Draft version of the LHMP and prepare the Public Review Draft LHMP. The draft document will be made available to the public for any comment and feedback to be incorporated into the LHMP prior to submitting to Cal OES and FEMA for review. We anticipate a 30-day public review period with the LHMP Task 3.2.5 Deliverables:

Administrative Draft LHMP (electronic copy in MS Word and PDF formats) One (1) meeting with City staff to discuss comments (virtual) Screencheck Draft LHMP (electronic copy in MS Word and PDF formats) Public Review Draft LHMP (electronic copy in MS Word and PDF formats and two hardcopies)

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 17 Task 3.2.6 Final Plan Approval and Adoption
Final approval and adoption of the LHMP will consist of the following tasks:

A. Prepare LHMP Submittal to Cal OES and FEMA
De Novo will compile all comments received on the Public Review Draft LHMP for inclusion as an appendix item and revise the LHMP, as necessary. The LHMP will then be submitted to Cal OES for initial review; the De Novo team will address any comments/concerns from Cal OES before it is submitted to FEMA for formal review. We will also prepare the Hazard Mitigation Plan Review Tool that will accompany the Cal OES and FEMA submissions.

B. Complete Corrections Received from Cal OES and/or FEMA If comments are provided by Cal OES and/or FEMA, requiring plan revisions, the De Novo team will revise the LHMP prior to adoption by the City Council. In the past, De Novo team members have successfully completed plans that did not require revisions or required only minor revisions by FEMA prior to adoption, which is our goal for the San Dimas LHMP. If revisions are necessary, we will work with FEMA to address C. City Council Adoption of Final LHMP Approved by Cal OES and FEMA Once the LHMP has received an APA determination, the De Novo team will present the Final LHMP to City Council for adoption. After adoption, we will submit proof of adoption to FEMA for final adoption, via the be transmitted to the City.

Task 3.2.6 Deliverables:

Submittal of Draft LHMP to Cal OES and FEMA (electronic copy in PDF format) Hazard Mitigation Plan Review Tool (electronic copy in MS Word format) Cal OES and FEMA required revisions to LHMP, as necessary (electronic copy in PDF format) Final LHMP (electronic copy in MS Word and pdf formats and two hardcopies) TASK 4: COMMUNITY ENGAGEMENT
De Novo will prepare a Community Engagement Plan identifying all outreach methods to be used, the schedule of events, specific groups to be contacted, and the activities planned to solicit input. The specific community outreach activities, to be determined by City staff and De Novo, could include focused outreach meetings, online community surveys, community events, and Planning Commission and City Council updates. For efficiency and budgeting purposes, we anticipate the outreach events will serve to educate, inform, and gather information needed for both the Safety Element and the LHMP. However, to meet the requirements for the LHMP, the outreach efforts may involve different areas of focus specific to the LHMP. We have provided a budget allocation for the Community Engagement Plan based on our experience in similar projects and the types of activities that have generated the most involvement and feedback. This provides flexibility

DE NOVO PLANNING GROUP
City of San Dimas
18 in conducting the engagement and capitalizing on the most effective opportunities. During the kick-off meeting, City staff and De Novo will determine the most appropriate engagement activities for the General Plan Safety Element Update and LHMP project. At a minimum, the budget allocation provides for the following outreach activities:

Task 4.1 Webpage, Social Media, and Advertisements
We will develop content about the Safety Element Update and the LHMP that can be used on the City's website, City Newsletter, and social media accounts.
existing Community Development Department webpage (as opposed to a new stand-alone website media pla X (formerly Twitter), and Instagram accounts. De Novo will prepare graphics and text for posting information about engagement activities, as well as the availability of draft documents, to existing City accounts and platforms. We will also prepare a project factsheet (assumed to be provided in English and Spanish) for posting online and to have available at future in-person activities. The City will be responsible for printing the fact sheet to provide at City facilities.

Task 4.1 Deliverables:

Website and social media content; bilingual project factsheet Task 4.2 Online Surveys
Working with the City, we will develop an online survey pertaining to the Safety Element and LHMP, compile survey results, and provide a detailed summary of input received. The survey will be provided in English and Spanish and include multiple-choice questions, ranking/rating scales, and open-ended questions, all specifically designed to inform the Safety Element and LHMP planning processes. We will coordinate with staff to make the survey links available on the City website. The City will be responsible for distributing and promoting the surveys through its website, email lists, and/or social media. We anticipate the online survey will be advertised/shared at focused outreach meetings and community events. De Novo will provide materials to advertise the survey, including a business-size card with a QR code and a large format poster board advertising the survey. These cards will also be made available to the City to provide at City Hall.

Task 4.2 Deliverables:

One (1) online survey and summary of results related to the Safety Element and LHMP (electronic copy in pdf format)
Survey advertisement materials

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 19 Task 4.3 Focused Outreach Meetings
De Novo proposes up to five (5) focused outreach meetings with the community regarding public safety and hazard mitigation planning.

Rather than large-scale community meetings or open houses that can be resource intensive and have a low turnout, we propose smaller, focused outreach meetings that can occur with targeted audiences and/or in conjunction with already scheduled community events. We will work with City staff to identify targeted audiences and community events that would be appropriate. We have also found great success in identifying audiences and contacts through input and connections of the planning team. For example, our team conducted a quick and focused multi-lingual survey as part of a regular drive-thru food distribution program that provided over 80 responses. We recommend these outreach meetings/activities include representatives from the following groups: youth/teens, seniors, business community, and social service providers. We will also work with City staff to develop materials for the focused outreach meetings. We anticipate that each meeting will require two hours of participation time and for budgeting purposes that multiple meetings can occur on the same day.

Task 4.3 Deliverables:

Preparation and facilitation for up to five (5) focused outreach meetings, including presentation materials
Task 4.4 Community Events
We recognize that already scheduled
community events, such as the San Dimas
Farmers Market and Music in the Park Concert
Series, may provide additional opportunities to
inform the public of the Safety Element Update
and LHMP, obtain feedback on the risk
assessment, and garner input on the mitigation
actions. We also use these opportunities to
provide attendees with a chance to win hazard
mitigation-focused raffles prizes. Opportunities
will vary depending upon the schedule and
progress of the Safety Element Update and
LHMP and the timing of such events. We will
work with City staff to identify community
events that would be appropriate and provide materials in English and Spanish. For budgeting purposes, De Novo proposes attendance at up to two (2) community events. We will work with City staff to develop materials for the events. We anticipate attendance of two (2) De Novo staff members with up to three (3) hours of participation time.

DE NOVO PLANNING GROUP
City of San Dimas
20 Task 4.4 Deliverables:

Preparation and attendance at two (2) community events, including materials Task 4.5 Planning Commission and City Council Meetings
De Novo will attend one (1) Planning Commission and one (1) City Council meeting early in the work program to provide an overview of the work program for the Safety Element Update and LHMP, reasons for the update, opportunities for community involvement, and obtain initial input and considerations.

Since the meetings are open to the public, this provides an additional avenue for public input. De Novo will prepare a PowerPoint presentation.

Task 4.5 Deliverables:

Presentation of work program at one (1) Planning Commission meeting and one (1) City Council meeting
TASK 5: ENVIRONMENTAL CLEARANCE
Task 5.1 Draft and Final Notice of Exemption
It is assumed the update to the General Plan Safety Element will likely qualify for an exemption pursuant to CEQA as we anticipate that the update to the Safety Element will not include any policies and/or action items that would result in physical improvements, increased growth, or new facilities when compared to existing conditions. The purpose of the Safety Element update is to provide for more current conditions within the City and region and respond to current State and federal requirements. The LHMP qualifies for an exemption under CEQA. De Novo will prepare a Notice of Exemption for the City s review. De Novo will make any necessary revisions and provide a final Notice of Exemption to the City.

Task 5.1 Deliverables:

Draft and Final CEQA Notice of Exemption
Task 5.2 SB 18 Consultation and Environmental Noticing and Filing An amendment to the General Plan requires SB 18 consultation; AB 52 is not required for a Notice of Exemption. De Novo will assist the City of San Dimas with Native American government-to-government consultation in accordance with SB 18. The De Novo team will request a SB 18 tribal consultation list from the NAHC. De Novo will draft the tribal consultation letters for City review and mail the letters via Certified Mail. As Lead Agency, the City will be responsible for coordinating and responding to any requests for consultation. De Novo will participate in consultation meetings along with the City, if requested. These meetings are assumed to take place via conference call and a maximum of two (2) hours have been assumed for budgeting purposes.

De Novo will be responsible for posting the Notice of Exemption with the County Clerk and State Clearinghouse. Our budget includes the filing fees for the County Clerk. This scope of work excludes radius mailing and newspaper notice.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 21 Task 5.2 Deliverables:

SB 18 consultation letters in MS Word format for De Novo to mail on City letterhead via certified mail, NOE filed with the County Clerk and submittal to the State Clearinghouse TASK 6: PUBLIC HEARINGS AND ADOPTION
Task 6.1 Public Hearings and Adoption
In addition to the Planning Commission meeting and City Council meeting identified in Task 4.5, Principal and Project/Task Managers will attend and present at up to three (3) additional meetings with Planning Commission and/or City Council assumed to be for project approval and adoption.

For FEMA to approve the LHMP, the City must formally adopt the LHMP within one calendar year of receipt of FEMA APA designation. After adoption, we will submit proof of adoption to FEMA for final will be transmitted to the City.

Should our participation in additional meetings be requested, De Novo would be happy to accommodate -and-materials basis.

Task 6.1 Deliverables:

Preparation, attendance, presentation, and responding to questions and up to three (3) meetings with the Planning Commission and/or City Council, including presentation materials Review of City staff reports and resolutions
Final LHMP (electronic copy in MS Word and pdf formats and two hardcopies) Submit proof of adoption to FEMA
OPTIONAL TASK 5
While it is assumed the update to the General Plan Safety Element will likely qualify for an exemption pursuant to CEQA, we have provided an optional task for preparation of an Initial Study (IS) resulting in either a Negative Declaration (ND) or Mitigated Negative Declaration (MND) if through the Safety Element preparation process it is determined to be the appropriate environmental compliance documentation.

Optional Task 5 would replace Task 5 in the Scope of Work.

5.1 Administrative Draft Initial Study
De Novo will prepare an Initial Study (IS) for the Safety Element. The IS will provide a detailed description of the proposed project. The IS will include a discussion of the setting, anticipated impact analysis, and the means by which existing policies or programs will fully address the impact. The IS will include detailed explanations of all checklist determinations and discussions of potential environmental impacts. The analysis will be in accordance with Public Resources Code Section 21080(c) and CEQA Guidelines Section 15063. The impact analysis will be in a consistent order of environmental factors, as presented in Appendix G of the CEQA Guidelines (e.g., Aesthetics, Agricultural and Forest Resources, Air Quality, etc.). We assume preparation of technical studies will not be required and impacts will be less than significant or less than significant with the implementation of mitigation measures. However, if through preparation of the IS, it is determined technical studies will be required, we will work with the City to identify the appropriate technical studies.

DE NOVO PLANNING GROUP
City of San Dimas
22 De Novo will prepare an ND or MND based on the findings of the IS. As stated previously, we expect this to be the appropriate level of environmental review required to support the adoption of the Safety Element. One (1) electronic copy of the Administrative Draft IS will be provided to City staff for review and ence call to
discuss the document if requested.

Task 5.1 Deliverables:

Administrative Draft IS (electronic copy in MS Word and PDF formats) Task 5.2 Screencheck Draft IS/ND or MND
Upon receipt of consolidated comments from City staff, De Novo will revise the IS/ND or MND and prepare the Screencheck Draft for City review. The revisions will be provided in redline/track changes for ease of review.

Task 5.2 Deliverables:

Screencheck Draft IS/ND or MND (electronic copy in MS Word and PDF formats) Task 5.3 Public Review Draft IS/ND or MND
Upon receiving any additional comments on the Draft IS/ND or MND, De Novo will respond to a second review of the Draft and prepare the document for Public Review. This document will be publicly circulated for 30 days in accordance with the noticing requirements under CEQA. This scope of work assumes distribution of the Notice of Intent (NOI) to Adopt a Negative Declaration or Mitigated Negative Declaration to a City-provided distribution list of up to 30 agencies/interested parties.

Task 5.3 Deliverables:

Up to thirty (30) copies of the NOI with Draft IS/ND or MND on USB mailed to individuals on the staff in MS Word and PDF formats
Task 5.4 Environmental Noticing, Outreach, and Filing
An amendment to the General Plan requires SB 18 consultation. Additionally, AB 52 is required as part of the CEQA process when a ND or MND are prepared. De Novo will assist the City of San Dimas with Native American government-to-government consultation in accordance with SB 18 and AB 52. The De Novo team will request a SB 18 tribal consultation list from the NAHC. De Novo assumes the City will provide a consultation letters for City review and mail the letters via Certified Mail. As Lead Agency, the City will be responsible for coordinating and responding to any requests for consultation. De Novo will participate in consultation meetings along with the City, if requested. These meetings are assumed to take place via conference call and a maximum of two (2) hours have been assumed for budgeting purposes.

If applicable, De Novo will prepare and file a No Effect Determination (NED) form to the appropriate CDFW office.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 23 De Novo will be responsible for posting all necessary notices with the County Clerk and State Clearinghouse, includ
fees for the County Clerk. This scope of work
excludes radius mailing, newspaper notice, and any applicable CDFW fees.

Task 5.4 Deliverables:

SB 18 and AB 52 consultation letters in MS Word format for De Novo to mail on City letterhead via certified mail, one CDFW NED submittal, NOI and NOD filed with the County Clerk, NOI and Public Review Draft IS/ND or MND submittal package to the State Clearinghouse, and NOD submittal to the State Clearinghouse
Task 5.5 Final ND or MND
At the conclusion of the Draft ND or MND public review period, the De Novo team will respond to written comments received by the City. The Draft Responses to Comments will be prepared for review by City staff. De Novo will address one complete set of comments from City staff on the Draft Responses to Comments and will provide the revisions in track changes for ease of review. De Novo will respond to a second set of comments and finalize this section for inclusion in the Administrative Final ND or MND.

At this time, the extent of public and agency comments that will result from the review process is unknown. We have provided an estimated hour-based budget of staff time for the preparation of responses by De Novo based on our experience with similar projects. Should the level of comments and responses exceed our budgeted estimate, De Novo will submit additional funding requests to the City.

The scope of work does not assume supplemental analysis will be required to provide responses to comments. If it is determined that supplemental technical studies or additional analysis are needed, De Novo will work with the City to determine the associated scope of work and additional funding necessary.

If necessary, based on the responses to comments, revisions to the ND or MND text will be identified. Any additional text will be marked in underline format and any deleted text will be marked in strikeout format.

If necessary, a Mitigation Monitoring and Reporting Program (MMRP) will be prepared to identify appropriate monitoring steps/procedures and provide a basis for monitoring such measures during and upon project implementation. The Mitigation Monitoring and Reporting Checklist will serve as the foundation of the MMRP. The checklist will identify the mitigation measure outlined in the IS, the Mitigation Measure, the Monitoring Milestone (what agency/department is responsible for verifying implementation of the measure), Method of Verification (documentation, field checks, etc.), and a verification section for the initials of the verifying individual, date of verification, and pertinent remarks.

A draft MMRP will be prepared for review by City staff.

We will make any additional revisions as directed by the City and prepare a Final ND or MND for consideration by the Planning Commission and City Council.

Task 5.5 Deliverables:

Final ND or MND (one electronic copy in MS Word and PDF formats)

Schedule - San Dimas General Plan Safety Element Update and New Local Hazard Mitigation Plan TASK/ACTIVITY September October November December January February March April May June July August September October November Issuance of Notice to Proceed Anticipated in June 2025 1.1 Project Kickoff 1.2 Project Coodination 2.1 Review and Evaluate Current Safety Element 2.2 Climate Vulnerability Assessment 2.3 Residential Emergency Evacuation Route Analysis 2.4 Administrative Draft Safety Element 2.5 Public Review Draft Safety Element / Final Safety Element 3.1 Review and Evaluate Current Local Hazard Mitigation Plan A. Hazard Mitigation Planning Team Meeting 1 Meeting 2 Meeting 3 B. Community Engagement C. Evaluate and Incorporate Community Input D. Document the Hazard Mitigation Planning Process A. Hazard Identification and Profiles B. Hazard Mapping C. Vulnerability Assessment D. Capabilities Assessment A. Develop Mitigation Goal Statements B. Develop and Prioritize Mitigation Actions A. Monitor, Evaluate, Implement, and Update B. Incorporation into Existing Planning Mechanisms C. Implementation Schedule D. Continued Public Involvement A. Prepare Admininstrative Draft B. Prepare Public Review Draft A. Prepare LHMP Submittal to Cal OES & FEMA B. Complete Corrections Received from Cal OES & FEMA C. City Council Adoption of Final LHMP 4.1 Webpage, Social Media, and Advertisements 4.2 Online Surveys 4.3 Focused Outreach Meetings 4.4 Community Events 4.5 Planning Commission and City Council Meetings 5.1 Administrative Draft Initial Study 5.2 Screencheck Draft IS/ND or MND 5.3 Public Review Draft IS/ND or MND 5.4 Environmental Noticing, Outreach, and Filing 5.5 Final ND or MND 6.1 Public Hearings and Adoption Legend De Novo Agency Review Public Review TASK 1 PROJECT ADMINISTRATION TASK 2 SAFETY ELEMENT UPDATE TASK 3 LOCAL HAZARD MITIGIATION PLAN 2026 2025 3.2.1: Develop Planning Process and Organize Resources 3.2.2: Risk Assessment 3.2.3: Hazard Mitigation Strategy 3.2.4: Hazard Mitigation Plan Implementation and Maintenance Process 3.2.5: Administrative Draft and Public Review Draft LHMP 3.2.6: Final Plan Approval and Adoption TASK 4 COMMUNITY ENGAGEMENT TASK 5 ENVIRONMENTAL REVIEW/CEQA COMPLIANCE TASK 6 PUBLIC HEARINGS/ADOPTION Note: Completion of the project will require approval by Cal OES/FEMA of the LHMP. At this time there is no clear understanding or guarantee on the timeline of their review. Our proposed schedule anticipates delivery of the Final LHMP based on an assumption of timing for Cal OES/FEMA plan review. However, this period can be longer depending on the plan review backlog at Cal OES/FEMA Region IX at the time of LHMP submittal.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 25 V: ORGANIZATION CHART, PROJECT TEAM STAFFING PLAN, KEY PERSONNEL AND

RESUMES
The De Novo team will be organized as shown in the organization chart below, with Starla Barker serving as the overall Project Manager and Perry Banner and Erik Anderson serving as Co-Project Managers/Task Lead. Starla Barker will be responsible for supervising and directing all services related to the work program. De Novo brings to the table key personnel with deep experience not only in General Plans and Local Hazard Mitigation Plans, but also in the fields of city planning, environmental planning, climate planning, and GIS. If there are any proposed changes to key personnel during the term of the agreement that are outside of our control or if the City requests such a change, we will present a transition plan to the City. While no change to key personnel is expected, should this situation arise, key personnel will be replaced with an equally qualified team member at or above the staff level being replaced (i.e., a Principal Planner would be replaced by a Principal or another Principal Planner, but not a Senior Planner).

While Starla Barker is authorized to negotiate the contract on behalf of De Novo, Ben Ritchie, Principal and President/CEO of De Novo Planning Group would be the signatory for a professional service agreement.

Following the organization chart are resumes for key De Novo staff.

CITY OF SAN DIMAS
De Novo Planning Group
Management Team/Key Personnel
Starla Barker, AICP
Project Manager Principal Planner
Perry Banner
General Plan Lead/Co-PM Principal Planner
Erik Anderson, AICP
LHMP and CEQA Lead/Co-PM Associate Planner
Abdul Jama
Assistant Planner
Mia Yuen
Assistant Planner
Jennifer DeMartino
GIS Manager

Starla Barker, AICP, is a principal planner with De Novo Planning Group and is primarily responsible for the management and preparation of Hazard Mitigation Plans, as well as environmental documents (Initial Studies, Negative Declaration, Environmental Impact Reports, and Environmental Assessments). With over 20 years of professional planning experience, Starla has successfully managed a wide range of projects with particular emphasis in hazard mitigation planning and urban infill, transit-oriented development, downtown, redevelopment, and General Plan projects. Utilizing her vast background and understanding of the interrelatedness of comprehensive planning, hazard mitigation, and environmental compliance, Starla develops and integrates context-sensitive mitigation strategies that contribute to and improve the resiliency and safety of communities throughout California. Starla is also regularly involved in land use and policy planning, including the development and implementation of community outreach programs, typically leading community engagement and facilitation activities for her projects.

Local Hazard Mitigation Plan,
City of Laguna Hills
Safety Element Update,
Environmental Justice and Local
Hazard Mitigation Plan,
City of Glendora
Local Hazard Mitigation Plan,
Elsinore Valley Municipal Water District
Local Hazard Mitigation Plan,
Irvine Ranch Water District
Housing Element and Safety Element
Update
City of Rancho Santa Margarita
Environmental Justice Element and
Public Safety Element Update and
General Plan Amendment and Zone
Change EIR
City of Gardena
General Plan Update, Zoning Update,
& EIR
City of San Jacinto
General Plan Update, Hawthorne
Boulevard Specific Plan Update & EIR
City of Lawndale
General Plan Update & EIR
City of Laguna Niguel
General Plan Update, Zoning Code
Update & EIR
City of Lomita
Safety Element Update
City of Camarillo*
Local Hazard Mitigation Plan,
City of Rancho Santa Margarita*
Received the 2020 Award of Excellence
from the American Planning Association,
Orange Section and 2020 Award of Merit
from the American Planning Association,
California Chapter
General Plan Update and EIR,
City of Rancho Santa Margarita*
Orange County Regional Water and
Wastewater Multi-Jurisdictional
Hazard Mitigation Plan
Municipal Water District of Orange
County*
Culver City and Culver City Unified
School District Multi-Jurisdictional
Hazard Mitigation Plan,
City of Culver City and Culver City
Unified School District*
Hazard Mitigation Plan
City of Laguna Woods*
General Plan Safety Element, Local
Hazard Mitigation Plan, and
Emergency Operations Plan,
City of Lawndale*
General Plan Safety Element, Local
Hazard Mitigation Plan, and Master
Plan of Drainage,
City of McFarland*
General Plan Update and EIR,
City of Murrieta*

EDUCATION RELEVANT PROJECT EXPERIENCE
Masters, Urban and Regional
Planning, California State Polytechnic
University, Pomona
BA, Business Economics, University
of California, Riverside

ORGANIZATIONS
American Planning Association

LICENSES/CERTIFICATIONS
American institute of Certified
Planners, 2009, No. 024079
* Project was completed by Ms. Barker while she was employed at another planning firm

EDUCATION
BA, Economics
University of Western Ontario, London,
Canada
Diploma, Urban and Regional
Planning Technology
Fanshawe College, London, Canada
Ross Minority Program in Real
Estate
University of Southern California, Los
Angeles

ORGANIZATIONS
American Planning Association
Congress for New Urbanism
Perry Banner brings a combined 20 years of experience in local government and private practice planning to the firm with work in both the United States and Canada. Perry possesses a diverse range of skills, including project management, land use analysis, and policy development. His capabilities also include economic development and real estate development.

Perry has successfully managed a wide variety of urban planning projects, including general plans, community plans, specific plans, transit-oriented development plans, zoning documents, and public outreach programs. His passion lies in helping communities, neighborhoods, and their residents visualize the future and giving them the tools to make well-informed decisions. He believes in questioning conventional wisdom and always looking at problems from multiple angles and viewpoints to find effective and innovative solutions to develop plans that create results. Perry also supports private sector clients in navigating public agency approval processes.

Perry A. Banner

PRINCIPAL PLANNER
General Plan Update, Zoning Code
Update and EIR
City of Lomita
General Plan Update and EIR
City of San Marcos
General Plan Update and EIR
City of San Jacinto
General Plan Update and EIR
City of Lawndale
General Plan Update and EIR
City of Rolling Hills Estates*
Community Plans Continuum Project
County of San Bernardino*
Housing Element Update (6th Cycle)
City of Stanton
Housing Element Update (6th Cycle)
City of Hawthorne
Housing Element Update (6th Cycle)
City of Westminster
Housing Element Update (6th Cycle)
City of Sausalito
Housing Element Update (6th Cycle)
City of Sonoma
Housing Element Update (6th Cycle)
City of Matinez
Local Hazard Mitigation Plan, Safety
Element Update and EJ Element
City of Glendora
Local Hazard Mitigation Plan and
Safety Element Update
City of Lawndale*
Meredith International Centre Specific
Plan Amendment
Craig Development Corp/City of Ontario*
Pueblo Viejo Implementation Strategy
Plan and Design Guidelines
City of Coachella*
One Metro West Specific Plan and
EIR (Peer Review)
City of Costa Mesa*
Small Lot Subdivision Ordinance
City of Orange
TOD Overlay – Marine Avenue Green
Line Station
Cities of Lawndale, Hawthorne and
Redondo Beach*
Commercial Cannabis Program
City of Pasadena*
Short-term Rental Program
City of Pasadena*
SOMO Village Development Project
City of Rohnert Park
Pilot Travel Center (Palmdale)
Pilot Company
141st and Normandie Townhomes
Project IS/MND
The Olson Company

RELEVANT PROJECT EXPERIENCE
* Project was completed by Mr. Banner while he was employed at another agency or planning firm.

EDUCATION
Master of City and Regional
Planning,
Cal Poly, San Luis Obispo
BA, Political Science,
University of California, Los Angeles

ORGANIZATIONS
American Planning Association
Association of Environmental
Professionals
Congress for the New Urbanism

LICENSES/CERTIFICATIONS
American Institute of Certified
Planners, 2023, No. 343661
Erik has worked on a diverse range of projects for public and private sector clients, with a focus on land-use planning, policy development, and environmental and sustainability planning. Erik provides project support in the preparation of CEQA documentation and long-range planning documents, including General Plans, Housing Elements, Zoning updates, and Local Hazard Mitigation Plans. His background experience includes grassroots lobbying with a non-profit environmental organization and work in the legal field. Erik is passionate about serving communities and creating innovative work through place-based development strategies.

Erik Anderson, AICP
Local Hazard Mitigation Plan
Laguna Hills, CA
Safety Element Update, Environmental
Justice, and Local Hazard Mitigation
Plan
City of Glendora
Housing and Safety Element Update
City of Rancho Santa Margarita
General Plan Update, Zoning Update,
and EIR,
City of Lomita
General Plan Update, Zoning Update,
and EIR
City of San Jacinto
General Plan Update, Hawthorne Blvd
Specific Plan Update, and EIR
City of Lawndale
Zoning Update and Addendum to
General Plan EIR
City of Westminster
General Plan Land Use and Zoning
Amendments EIR
City of Gardena
General Plan Update and EIR
City of Red Bluff
Downtown Core EIR
City of Fontana
Mountain House Incorporation IS/ND
San Joaquin County
SR-120 Interchange IS/MND
City of Lathrop/Caltrans
1941 White Avenue Mixed-Use CEQA
Exemption
City of La Verne
Circulation Element Update IS/ND
City of Bell Gardens
U-Haul Expansion IS/MND
City of Gardena
2354 San Clemente IS/MND
City of Laguna Beach
16800 Magnolia Addendum
City of Fountain Valley
1500 Raymond Ave Industrial IS/MND
City of Fullerton
1901 Via Burton Industrial CEQA
City of Fullerton
2500 North Hollywood Way Hotel EIR
City of Burbank
The Harper Mixed Use Project EIR
City of West Hollywood
The Commons at Aliso Viejo IS/MND
City of Aliso Viejo
Paradise Chevrolet IS/MND
City of Temecula
Focused General Plan Update
City of Glendale
Housing Element Update (6th Cycle)
Cities of Lawndale, Glendale,
Hawthorne, La Verne, Avalon, Lake
Forest, Rancho Santa Margarita,
Westminster, Martinez, Temecula, and
San Jacinto

RELEVANT PROJECT EXPERIENCE

EDUCATION
BA, Political Science,
University of California, San Diego
Master of City and Regional
Planning,
Cal Poly, San Luis Obispo

ORGANIZATIONS
American Planning Association
Association of Environmental
Professionals
AWARDS
2023 City and Regional Planning
Outstanding Student Award
2023 Academic Award of Excellence,
APA Central Coast Division
Abdul holds a Master’s Degree in City and Regional Planning from Cal Poly, San Luis Obispo. He brings a strong interest and comprehensive experience in environmental and long-range planning. Abdul has contributed to a wide range of public and private sector projects, focusing on environmental review, land use planning, and policy development. His work includes CEQA document preparation such as initial studies, environmental impact reports, and mitigated negative declaration documents. His long-range planning efforts includes General Plan Update, Zoning Code Update, and Local Hazard Mitigation Plan preparation. Abdul is excited to provide top quality environmental, land use and policy development to all communities and individuals.

Abdul Jama

ASSISTANT PLANNER
General Plan Update and EIR
City of Lomita
General Plan Update and EIR
City of Laguna Niguel
General Plan Update
City of Brea
General Plan Update
County of Orange
General Plan Update
Town of San Anselmo
General Plan Update EIR
City of Glendale
Dixon 257 EIR
City of Dixon
Housing Rezones EIR
City of Tracy
UC Villages EIR
City of Merced
Vineyard One EIR
City of Saratoga
Sustainability Implementation Program
City of Lake Forest
Local Hazard Mitigation Plan
City of Glendora
Grevillea-Imperial Hotel CE
City of Hawthorne
Riddle Field Park CE
City of Laguna Beach
The Commons IS/MND
City of Aliso Viejo
385 Nyes Place IS/MND
City of Laguna Beach
820 Gainsborough Drive IS/MND
City of Laguna Beach
Paradise Chevrolet IS/MND
City of Temecula

RELEVANT PROJECT EXPERIENCE

EDUCATION
Master of Urban and Regional
Planning,
University of California, Irvine
BA, Urban Studies,
University of California, Irvine

ORGANIZATIONS
American Planning Association
AWARDS
2024 Emerging Planning Leader
Award, American Planning Association
- Orange Section
2024 MURP Community Builder
Award, University of California, Irvine
Mia earned a Master’s Degree in Urban and Regional Planning from the University of California, Irvine. Prior to joining De Novo, Mia gained experience in the public sector at the City of Rancho Santa Margarita. At De Novo, Mia provides project support including preparation of zoning code updates and research and policy development for General Plans and Local Hazard Mitigation Plans. She also prepares environmental analysis in support of CEQA documentation for a variety of policy and development projects. Mia is passionate about community engagement, equity, and facilitating sustainable cities. Mia currently serves as the Marketing Chair for the APA Orange Section and has been involved with the APA since 2021.

Mia Yuen

ASSISTANT PLANNER
* Ms. Yuen was involved with these projects while enrolled as a Graduate Student in Urban and Regional Planning at the University of California, Irvine General Plan Update, Development
Code Update
County of Glenn
General Plan Update, Zoning Code
Update
City of La Verne
General Plan Update and EIR
City of Laguna Niguel
General Plan Update and EIR
City of Glendale
General Plan Update
County of Orange
General Plan Update
City of Brea
1404 Royal Oaks IS/MND
City of Duarte
Grevillea-Imperial Hotel CE
City of Hawthorne
2500 N Hollywood Way EIR
City of Burbank
Vineyard One EIR
City of Saratoga
Seraphina Residential CEQA
City of Temecula
Local Hazard Mitigation Plan
City of Laguna Hills
Local Hazard Mitigation Plan
City of Rancho Santa Margarita*
Comprehensive Zoning Code Update
City of Eastvale*

RELEVANT PROJECT EXPERIENCE

EDUCATION
MA, Geography
California State University, Northridge
BA, Geography
California State University, Northridge

Jennifer is an accomplished Geographic Information Systems Specialist with diverse experience using GIS to support planning and decisionmaking processes. Since receiving her master’s degree in Geography, she has served as a GIS analyst, project manager, technical marketer, corporate trainer, college educator, and contractor. At De Novo, Jennifer oversees all aspects of GIS, including data development and maintenance, spatial analysis, cartography and map production, and web mapping application design. She takes pride in her work, approaches each and every project with thoughtful attention and detail, and aims to produce the highest-caliber mapping products. Jennifer has successfully supported hundreds of land use, environmental, and planning projects for both public and private sector clients across California and Nevada.

Jennifer DeMartino
General Plan Update and EIR,
City of Lake Forest
General Plan Update and EIR,
City of Laguna Niguel
General Plan Update and EIR,
City of Manteca
General Plan Update and EIR,
City of Lathrop
General Plan Update and EIR,
City of Sonoma
Focus General Plan Update, Brea Core
Specific Plan, and EIR,
City of Brea
West Area Specific Plan EIR,
City of Salinas
River Walk Specific Plan,
City of Riverbank
Springs Specific Plan and EIR,
Sonoma County
Sunrise Tomorrow Specific Plan EIR,
City of Citrus Heights
The Campus Master Plan EIR,
City of Dixon
UC Villages EIR,
City of Merced
Vineyard One EIR,
City of Saratoga
College Park EIR,
City of Rocklin
Environmental Justice Element,
City of Goleta
Housing Element Update,
City of Hawthorne
Housing Element Update,
City of Glendale
Housing Element Update,
City of Manteca
Housing Element Update,
City of Sausalito
Housing Element Update,
Amador County
Legacy Trail NEPA and CEQA,
Town of Truckee

RELEVANT PROJECT EXPERIENCE

DE NOVO PLANNING GROUP
City of San Dimas
32 VI: REFERENCES
Pursuant to the RFP, below are three references and brief descriptions of services provided by De Novo within the last five years.

Local Hazard Mitigation Plan, City of Laguna Hills
De Novo Planning Group successfully prepared a Local Hazard Mitigation Plan (LHMP) for the City of Laguna Hills. FEMA approval was received in April 2025.

Hazard Mitigation Planning Team, an LHMP was prepared identifying the natural and human-induced hazards that could impact the Laguna Hills community or surrounding area, and the vulnerabilities associated with the hazards. The LHMP includes mitigation actions to reduce the effects of these hazards and to improve overall capabilities. Development of the LHMP included organization of a LHMP Planning Team and extensive public outreach stakeholder concerns
regarding hazards, resources, and overall ability to reduce the damage and impact resulting from hazards. The Planning Team included members of city staff, neighboring cities, local emergency service providers, utilities service providers, hospitals and health care agencies, and local school districts. Three planning team meetings were held to identify hazard profiles and critical facilities, set goals and objectives, and develop mitigation actions. Outreach efforts included a project webpage, community survey, and four focus group meetings with the Laguna Hills Chamber of Commerce, service providers and community partners, associations, and Age Well Senior Services. The LHMP process was also presented Commission and Parks and Recreation Commission to obtain additional input into areas of concern and provide the opportunity for public input. The LHMP received approval from Cal OES and FEMA.

Contact: Joe Ames, P.E., T.E., Public Works Director/City Engineer, City of Laguna Hills Phone: (949) 707-2655 Email: [email protected]
Safety Element, Environmental Justice Report, and Local Hazard Mitigation Plan Update, City of Glendora
De Novo Planning Group is currently updating the General Plan Safety Element, preparing an Environmental Justice white paper, and preparing an update to the LHMP for the City of Glendora. The Safety Element Update has been drafted, received CAL FIRE approval, and is currently in the process of being finalized for consideration by the Planning Commission and City Council. Development of the update to the LHMP has included organization of the technical planning team and three planning team meetings to review the current plan hazards, identify issues, and review the status of previously identified mitigation actions. Outreach efforts included a social media strategy, community survey, six focus group meetings, and participation at an Earth Day and Prepare Fair events. The focus group meetings were conducted with a diverse set of groups and organizations, including the La Fetra Center for senior services, representatives from Homeless Outreach, Housing Navigator, and the Glendora Police Department, the Glendora Youth Advisory Board, the Glendora Chamber of Commerce, and the Charter Oak Unified School District and the Safety Committee, and provided an opportunity for input from populations deemed more vulnerable to natural hazards. A Public Review Draft of the LHMP was posted on March 5, 2025, and the public review period concluded on April 4, 2025. The Public Review Draft is being revised to incorporate information received during the public comment period and is anticipated to be sent to Cal OES for review in May 2025.

Contact: LHMP Julie Linger, Business Services Manager, Glendora Police Department Phone: (626) 852-4880 Email: [email protected]

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 33 Contact: Safety Element/Environmental Justice Hans Friedel, AICP, Principal Planner, City of Glendora
Phone: (626) 852-4818 Email: [email protected] Hazard Mitigation Plan Update, City of Rancho Santa Margarita De Novo Planning Group prepared an update to the Local Hazard Mitigation Plan (LHMP) for the City of Rancho Santa Margarita. The LHMP has received approval pending adoption (APA) from FEMA and is scheduled to be considered by the Planning Commission in June 2025 and by the City Council in July 2025. The LHMP is an update to a previous iteration of the LHMP that was managed by Starla Barker while at her previous firm in 2019. The LHMP Update work program included the organization of the technical planning team, which included several members from the 2019 LHMP, and two planning team meetings to review the 2019 LHMP hazards, identify issues, and review the status of previously identified mitigation actions. Outreach efforts included a project webpage, e-newsletter distribution, social media strategy, community survey, four focus group meetings, and participation at Splash Pad and Concert Series events. The focus group meetings included engagement with Age Well Senior Services
partners (Rotary, RSM Cares, and South County Outreach), as well as a focused multi-lingual survey conducted during a RSM Cares Food Pantry food distribution event. An overview of the draft LHMP update was provided to the Planning Commission and City Council as part of their regularly scheduled meetings providing additional opportunities for input.

Additionally, in 2020-2022, prior to the LHMP Update effort, De Novo prepared an update to the City of Rancho Addendum to the General Plan EIR. The Safety
Element Update received CAL FIRE approval and the Safety Element and Housing Element Update and Addendum to the General Plan EIR was adopted in February 2022.

Contact: Wendy Starks, AICP, Principal Planner, City of Rancho Santa Margarita Phone: (949) 635-1807 Email: [email protected]

DE NOVO PLANNING GROUP
City of San Dimas
34 VII: FEE SCHEDULE
Pursuant to the RFP, the cost of the proposal is
Proposal.

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 35 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM NO. 1

Director of Administrative
Services
Michael O’Brien
Director of Community
Development
Luis Torrico
Director of Parks and
Recreation
Scott Wasserman
Director of Public Works
Shari Garwick
- - - sandimasca.gov
City Council
Emmett Badar, Mayor
Eric Nakano, Mayor Pro Tem – trict 2
Rachel Bratakos -
Ryan A. Vienna, -
Eric Weber -
City Manager
Brad McKinney
Assistant City Manager
Travis Sais
City Attorney
General Plan Safety Element and Local Hazard Mitigation Plan Consulting Services ADDENDUM NO. 1
MAY 2, 2025

1. Proposal Due Date Extended:

Monday, May 12 at 5:00pm. Proposers who have already submitted their proposals prior recent complete submi

2. Responses to Submitted Questions

1. Can the City disclose the budget allocated for the preparation of the Hazard Mitigation Plan and the Safety Element?
cost- -

2. Given the presence of four high hazard dams in the City, does the City anticipate the LHMP needing to meet FEMA's requirements for High Hazard Potential Dams (HHPDs)?
-
ess whether

3. What is the anticipated timeline for completing the LHMP and Safety Element?
must propose a detailed schedule aligned with these milestones.

4. Can the City provide a sample professional services agreement?

2 May 2
- - - sandimasca.gov
A nts

5. Can the City provide the existing San Dimas Local Hazard Mitigation Plan? [email protected].

6. Should each individual copy be in its own binder and tabbed according to the RFP? Should the cost proposal be submitted in three copies? - single-sided copy, and

7. What are the full contract period dates?
in June , and may -

8. Can references be provided for both the company and the project manager?

9. What should be submitted to demonstrate “sufficiency of financial resources”?
supporting documentation demonstrating ability to complete the project.

10. Is Task 5 (Environmental Review/CEQA) required?
ion.

11. Is a Hazus analysis required?
it into the plan
development process.

12. Should the cost proposal be Firm-Fixed-Price or Time-and-Materials?A Firm- - - -andprovide a clear not-to3. Assembly Bill 2684 – Extreme Heat Requirements:

May 2
- - - sandimasca.gov
incorporating
Acknowledgment of receipt of Addendum No. 1 is required by signing below and returning a copy of this addendum with the bid proposal no later than the time they are due (Tuesday, April 15, 2025). This Addendum No. 1 consists of two (2) pages. -62 .

De Novo Planning Group
Starla Barker, AICP, Principal Planner
May 7, 2025

DE NOVO PLANNING GROUP
General Plan Safety Element Update and New Local Hazard Mitigation Plan 39 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM NO. 2

Director of Administrative
Services
Michael O’Brien
Director of Community
Development
Luis Torrico
Director of Parks and
Recreation
Scott Wasserman
Director of Public Works
Shari Garwick
- - - sandimasca.gov
City Council
Emmett Badar, Mayor
Eric Nakano, Mayor Pro Tem – trict 2
Rachel Bratakos -
Ryan A. Vienna, -
Eric Weber -
City Manager
Brad McKinney
Assistant City Manager
Travis Sais
City Attorney
General Plan Safety Element and Local Hazard Mitigation Plan Consulting Services ADDENDUM NO.

MAY 2, 2025

1. Proposal Due Date Extended:

Monday, May 12 at 5:00pm. Proposers who have already submitted their proposals prior recent complete submi

2. Responses to Submitted Questions

1. Can the City disclose the budget allocated for the preparation of the Hazard Mitigation Plan and the Safety Element?
cost- -

2. Given the presence of four high hazard dams in the City, does the City anticipate the LHMP needing to meet FEMA's requirements for High Hazard Potential Dams (HHPDs)?
-
ess whether

3. What is the anticipated timeline for completing the LHMP and Safety Element?
must propose a detailed schedule aligned with these milestones.

4. Can the City provide a sample professional services agreement?

2 May 2
- - - sandimasca.gov
A nts
Can the City provide the existing San Dimas Local Hazard Mitigation Plan? [email protected].

Should each individual copy be in its own binder and tabbed according to the RFP? Should the cost proposal be submitted in three copies? - single-sided copy, and
What are the full contract period dates?
in June , and may -
Can references be provided for both the company and the project manager? What should be submitted to demonstrate “sufficiency of financial resources”?
supporting documentation demonstrating ability to complete the project.

Is Task 5 (Environmental Review/CEQA) required?
ion.

Is a Hazus analysis required?
it into the plan
development process.

Should the cost proposal be Firm-Fixed-Price or Time-and-Materials? - - -andprovide a clear not-to3. Assembly Bill 2684 – Extreme Heat Requirements:

May 2
- - - sandimasca.gov
incorporating
Acknowledgment of receipt of Addendum No. is required by signing below and returning a copy of this addendum with the bid proposal no later than the time they are due ( ). This Addendum No. consists of ( ) pages.
-62 .

De Novo Planning Group
Starla Barker, AICP, Principal Planner
May 7, 2025

DE NOVO PLANNING GROUP 1
SUBMITTED TO:

City of San Dimas
Office of the City Clerk, City Hall
245 East Bonita Avenue
San Dimas, California 91773
SUBMITTED BY:

De Novo Planning Group
180 E Main Street, Suite 108
Tustin, CA 92780
Starla Barker, AICP, Principal Planner
[email protected]
RFP: General Plan Safety Element Update
and New Local Hazard Mitigation Plan
Cost Proposal
City of San Dimas | , 2025

2 DE NOVO PLANNING GROUP
VII: FEE SCHEDULE
Pursuant to the RFP, the cost proposal has been submitted separately and is provided on the following page.

LOCAL HAZARD MITIGATION PLAN AND SAFETY ELEMENT UPDATE

PROPOSAL EVALUATION SCORING
Firm Reviewer 1 Reviewer 2 Average Score
De Novo Planning Group 94 97 95.5
Interwest Consulting 96 94 95
Dynamic Planning and Science 88 72 80
Black & Veatch 91 63 77
IEM 78 67 72.5
Michael Baker International 80 58 69
Emergency Planning Consultants 82 49 65.5
Jacob Green & Associates 83 48 65.5
Chloeta 69 48 58.5
ATTACHMENT 2 Page 129 of 360
Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of August 12, 2025
From: Brad McKinney, City Manager
Prepared by: Scott Wasserman, Director of Parks & Recreation Subject: Approve the Second Amendment to the Joint Use Agreement Between the City of San Dimas and Bonita Unified School District to Convert the Easterly-Most Tennis Court at the San Dimas Sports Plex into Four Dedicated Pickleball Courts, and to Jointly Manage and Operate the New Pickleball Courts ____________________________________________________________________________

SUMMARY
The City Council will review draft language for the proposed Second Amendment to the Joint Use Agreement between the City of San Dimas and the Bonita Unified School District (BUSD) to convert the easterly-most tennis court at the San Dimas Sports Plex into four dedicated pickleball courts, and to jointly manage and operate the new pickleball courts.

RECOMMENDATION
Staff recommends the City Council:
• Approve the Second Amendment to the Joint Use Agreement between the City of San Dimas and the Bonita Unified School District to convert the easterly-most tennis court at the San Dimas Sports Plex into four dedicated pickleball courts, and to jointly manage and operate the new pickleball courts.

GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No

FISCAL IMPACT
The estimated cost to convert one tennis court into four pickleball courts is between $29,500 and $49,500, contingent on contractor bids and equipment choices. The project will be bid after

Proposed Draft Language for Agreement Between the City of San Dimas and Bonita Unified School District to Jointly Manage and Operate Four Pickleball Courts at the San Dimas Sports Plex Page 2
For the Meeting of August 12, 2025
the City and the Bonita Unified School District approve the Second Amendment to the Joint Use Agreement. At its May 27, 2025 meeting, the City Council appropriated $49,500 for the conversion of one tennis court into four dedicated pickleball courts at the Sports Plex. The Council also directed staff to hold off on installing acoustic paneling until it can be determined if there are noise issues. This funding, originally allocated in Fiscal Year 2024-25, was rolled over into the Fiscal Year 2025-26 budget.

BACKGROUND
At its meeting of May 27, 2025, the City Council expressed its interest in converting the easterlymost tennis court at the San Dimas Sports Plex into four (4) pickleball courts. The Bonita Unified Schools District (BUSD) has indicated that it is amenable to the conversion of one tennis court at the Sports Plex, provided that the two entities work together to address any legal concerns the BUSD may have regarding the construction of the pickleball courts on its property. The City Council directed staff to work with the BUSD to develop a legal agreement between the two entities to address any concerns that the BUSD may have relative to the construction and operation of pickleball courts on its property.

The City of San Dimas and Bonita Unified School District maintain a Joint Use Agreement that dates back to 1987 to facilitate the cooperative development, operation and maintenance of recreation amenities at the Sports Plex for community use. Amenities constructed at the Sports Plex under this agreement include tennis courts, ball fields, dugouts, batting cages and restrooms.

Under the terms of the agreement, the City has continued to maintain these amenities over the past 38 years.

In 2024, the two entities approved the First Amendment to the Joint Use Agreement to make the BUSD responsible for the maintenance and pest control of the varsity baseball field, which the City does not use. The First Amendment also reverted the Joint Use Agreement to an annual term beginning July 1, 2024 and ending June 30, 2025, with the Agreement automatically renewing on July 1 of each year for successive additional one-year terms unless either party terminates the agreement by providing written notice to the other party prior to April 1st of each year. Termination shall be effective the following June 30th from the date of written notice by either party. Upon termination, all improvements installed or constructed by the City pursuant to this Agreement shall be left in place.

DISCUSSION/ANALYSIS
City staff met with BUSD officials on June 2, 2025, to discuss the BUSD’s concerns regarding the conversion of one tennis court into four (4) pickleball courts. In this meeting, both parties agreed to develop an amendment to the existing Joint Use Agreement to address the following: 1) Adding pickleball courts as an approved joint use; 2) Establishing a complaint resolution process; and 3) Clarifying financial responsibility regarding ongoing maintenance and other potential future costs.

All other elements of the Joint Use Agreement will remain unchanged. Since that meeting, City and BUSD staff have collaborated on the contract language. The proposed Second Contract Amendment has been reviewed by both teams and now awaits approval from the City Council

Proposed Draft Language for Agreement Between the City of San Dimas and Bonita Unified School District to Jointly Manage and Operate Four Pickleball Courts at the San Dimas Sports Plex Page 3
For the Meeting of August 12, 2025
and the BUSD Board. Some highlights of the proposed Second Amendment to the Joint Use Agreement between the City and BUSD include:

Pickleball Court Conversion Construction (Section 3.1)– The City is authorized to access and enter the SPLEX in order to perform, at its sole cost and expense, the Pickleball Court Conversion which will include, among other things, court resurfacing, the purchase and installation of net posts and a chain link fence. The City will have the full discretion to select the contractor to complete the work.

Pickleball Courts Maintenance (Section 3.3) – The City and BUSD will split equally the cost of maintenance of the pickle ball courts.

Noise Complaints (Section 3.4) - Currently, the City is responsible for addressing noise or other complaints related to any public use of recreation amenities at the Sports Plex that occurs when school is not in session. Under the proposed Second Amendment to the Joint Use Agreement between the two entities, the City will continue to receive and address any complaints related to public use of the proposed pickleball courts in consultation with the BUSD.

Mutual Indemnification (Section 3.5)– The City and BUSD will continue to mutually indemnify each other, per the terms of the original joint use agreement between the two entities.

Amendment of Term (Section 4) - Beginning July 1, 2025, the term of the Agreement shall be an annual term ending June 30, 2026. The Agreement shall renew automatically on July 1st of each year for successive additional one-year terms unless either BUSD or City terminate the Agreement by providing written notice to the other party prior to April 1st of that year. Termination by the BUSD prior to July 1, 2030 shall not be effective unless concurrently with its written notice to terminate, District pays to City the total cost of the Pickleball Court Conversion Construction.

ALTERNATIVES
The City Council could decide not to approve the proposed amendment with the Bonita Unified School District and to provide additional direction to City staff. Under this scenario, City staff would not proceed with the conversion of the easterly-most tennis court at the Sports Plex into four (4) pickleball courts.

ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.

Respectfully submitted,

Proposed Draft Language for Agreement Between the City of San Dimas and Bonita Unified School District to Jointly Manage and Operate Four Pickleball Courts at the San Dimas Sports Plex Page 4
For the Meeting of August 12, 2025
Scott Wasserman
Director of Parks & Recreation
Attachments:

1. Second Amendment to the Joint Use Agreement

01171.0020 2013657.2 1
54001744.1/005221.00151

SECOND AMENDMENT TO

THE AGREEMENT FOR JOINT USE, MAINTENANCE AND OPERATION OF SAN

DIMAS SPORTSPLEX BETWEEN THE BONITA UNIFIED SCHOOL DISTRICT AND

THE CITY OF SAN DIMAS
The AGREEMENT FOR JOINT USE, MAINTENANCE AND OPERATION OF SAN

DIMAS SPORTSPLEX BETWEEN THE BONITA UNIFIED SCHOOL DISTRICT AND THE CITY OF SAN DIMAS (“Restated Agreement”) is amended by this Second Amendment (“Second Amendment”) which is entered into on August 12, 2025, by and between the CITY OF SAN DIMAS, a municipal corporation (“City”), and the BONITA UNIFIED SCHOOL DISTRICT, a public-school district (“District”).

RECITALS
A. In 1987, City and District entered into that certain AGREEMENT FOR JOINT USE,

MAINTENANCE AND OPERATION OF SAN DIMAS SPORTSPLEX BETWEEN THE BONITA UNIFIED SCHOOL DISTRICT AND THE CITY OF SAN DIMAS (“1987 Agreement”) to cooperatively maintain a sports facility center on real property owned by the District for joint educational and community recreation purposes to ensure the maximum use for District’s pupils and City’s residents. Pursuant to the 1987 Agreement, City agreed to maintain and split the maintenance costs for certain areas of the Sports Plex ("SPLEX").

The purpose of the arrangement between City and District was to facilitate the SPLEX's use by the community, with coordination and administration by the City.

B. In 2012, City and District executed that certain AGREEMENT FOR JOINT USE,

MAINTENANCE AND OPERATION OF SAN DIMAS SPORTSPLEX BETWEEN THE BONITA UNIFIED SCHOOL DISTRICT AND THE CITY OF SAN DIMAS (“Restated Agreement”), which restated and superseded the 1987 Agreement and acknowledged the term was extended by ten (10) years to 2022.

C. In 2023, the Restated Agreement was amended by that certain FIRST

AMENDMENT TO AGREEMENT FOR JOINT USE, MAINTENANCE AND OPERATION OF

SAN DIMAS SPORTSPLEX BETWEEN THE BONITA UNIFIED SCHOOL DISTRICT AND THE CITY OF SAN DIMAS dated December 12, 2023 (“First Amendment”). The First Amendment, among other things, (i) modified Section 4(a) of the Agreement requiring that the City shall be responsible for maintenance of the SPLEX, except for the maintenance and pest control of the varsity baseball field; and (ii) amended Section 7 of the Agreement to (a) extend the Term of the Agreement from July 1, 2024 to June 30, 2025; and (ii) provided for automatic annual renewal of the term unless either party elected to notify the other party of termination by written notice prior to April 1st of each year. The Restated Agreement as amended by the First Amendment is hereinafter referred to as the “Agreement.” D. Pickleball has emerged as the fastest-growing sport in the nation, characterized by its accessibility, intergenerational appeal, and numerous benefits for physical, mental, and social well-being, making it an ideal recreational activity for a community. Accordingly, City and District mutually desire to convert the easterly-most tennis court (as depicted in ATTACHMENT 1 Page 134 of 360
01171.0020 2013657.2 2
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Exhibit A attached hereto and incorporated by this reference) at the SPLEX into four (4) dedicated pickleball courts (“Pickleball Court Conversion”), which will be mutually beneficial for San Dimas residents and District students, contributing to the overall wellbeing of the community.

E. Accordingly, pursuant to the terms of this Second Amendment, District and City desire to amend the Agreement to, among other things, (i) further extend the term of the Agreement; (ii) authorize City to perform the Pickleball Court Conversion at its cost, and (iii) after construction specify the use and maintenance responsibilities for the four (4) dedicated pickleball courts (individually and collectively, the “Pickleball Courts”) between the parties.

NOW, THEREFORE, in consideration of the mutual promises set forth in this Second Amendment and for other good and valuable consideration, the receipt and sufficiency of which are acknowledged, City and District hereby agree to amend the Agreement as follows:

1. Recitals. The foregoing above recitals are hereby fully incorporated by reference.

2. Effective Date. This Second Amendment shall be effective on the date that the last party executes this Second Amendment as showing on the signature page (“Effective Date”).

3. Pickleball Court Conversion and Pickleball Courts. Notwithstanding anything else to the contrary in the Agreement, this Section 3 is intended to address the Pickleball Court Conversion and Pickleball Courts and anything arising out of or related to the Pickleball Court Conversion and/or the Pickleball Courts. To the extent that an inconsistency or conflict arises between this Section 3 and provisions in the Agreement, this Section 3 shall prevail.

3.1 Pickleball Court Conversion Construction. City is authorized to access and enter the SPLEX in order to perform, at its sole cost and expense, the Pickleball Court Conversion which will include, among other things, court resurfacing, the purchase and installation of net posts, and chain link fence. City shall be responsible for requesting and processing bids for the work and shall have the sole discretion over the choice of the contractor and the form of the contract provided that the contract shall include insurance and indemnification of both City and District. District shall receive the same insurance coverage provided to City by the primary contractor and shall be named as an additional insured on all liability insurance provided by the contractor, and such insurance shall include or be endorsed to provide that the contractor’s insurance is primary and that any insurance and/or self-insurance maintained by District shall be excess to the insurance maintained by the contractor and any subcontractor(s) and shall not contribute to it. District shall provide the contractor and any subcontractor(s) with access to the SPLEX as necessary for the work, provided, however, that all access and work shall be scheduled and performed so as to minimize disruption of any activities of District on the SportsPlex. City shall be solely responsible for supervision of the contractor and any subcontractor(s). City shall promptly commence the Pickleball Court Conversion and diligently prosecute the same to completion. Upon completion of the work, City shall notify District and advise District of the total costs of the Pickleball Court Conversion. Proof of insurance required herein and under the Agreement shall be provided to District before access

01171.0020 2013657.2 3
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to the SPLEX is provided by District and before the work may commence on the Pickleball Court Conversion.

3.1.1 Plans and Inspection. City shall prepare plans for development of the Pickleball Court Conversion (the “Plans”) and shall take all actions necessary to obtain all applicable and required approvals.

3.1.2 Background Clearance. Pursuant to Education Code section 45125.1, City shall require all Contractors conduct criminal background checks of ALL employees assigned to the any work provided on the Pickleball Court, and shall certify that no employees who have been convicted of serious or violent felonies, as specified in Education Code Section 45125.1. City shall not allow any person who has not been cleared pursuant to this Section to provide any work on the Pickleball Court.

3.2 Use of the Pickleball Courts. Use of the Pickleball Court shall comply with Section 3 of the Agreement entitled “SportsPlex Use” and Section 4(c) of the Agreement.

3.3 Pickleball Courts Maintenance. Upon completion of the Pickleball Court Conversion, all costs of maintenance shall be equally split between City and District pursuant to Section 5(a)(2) of the Agreement.

3.4 Noise Complaints. City and District agree that, in the event of a noise complaint regarding the pickleball courts, complainants will be directed to the City's Parks and Recreation Department, which will work to address any issues mutually with District.

The implementation of any noise mitigation measures must be mutually agreed upon by both City and District.

3.5 Pickleball Courts – Indemnification. In addition to the indemnification discussed above in Section 3.1 and in the Agreement, and to avoid any confusion to the contrary, the following indemnification shall apply to the Pickleball Court Conversion and the Pickleball Courts:
(i) City hereby agrees to indemnify, defend, and hold harmless District and its directors, officers, administrators, employees, volunteers, and agents against and from any liability, including for damage to property and injury or death of any person, and any claim, action, or proceeding against the District, arising in whole or in part out of i) any acts or omissions of City in the performance of this Agreement, ii) any act or omission of City, its officers, agents or employees arising out of or relating to the Pickleball Court Conversion or the Pickleball Courts, iii) the design and/or construction of the Pickleball Courts, iv) the City’s use or maintenance of the Pickleball Courts or v) the exercise of any other right or privilege granted to City pursuant to this Agreement, unless caused by the sole negligence or willful misconduct of the District. In its sole discretion and at its own cost and expense, District may participate in the defense of any such claim, action, or proceeding, utilizing legal counsel of its choice. However, such participation shall not relieve City of any obligation imposed pursuant to this Agreement. District shall promptly notify

01171.0020 2013657.2 4
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City of any such claim, action, or proceeding and shall cooperate fully in the defense of same. The indemnification provided in this Section 3.5(i) shall include any legal action or lawsuit relating to the California Environmental Quality Act or otherwise, in whole or in part, objecting to the use of the SportsPlex for pickleball. (ii) District agrees to indemnify, defend, and hold harmless City and its directors, officers, administrators, employees, volunteers, and agents against and from any liability, including for damage to property and injury or death of any person, and any claim, action, or proceeding against the District, arising out of relating to i) any act or omission of District, its officers, agents or employees arising out of or relating to the Pickleball Court Conversion or Pickleball Courts, ii) District’s use or maintenance of the Pickleball Courts or iii) in the exercise of any other right or privilege granted to District pursuant to this Agreement, unless caused by the sole negligence or willful misconduct of City. In its sole discretion and at its own cost and expense, City may participate in the defense of any such claim, action, or proceeding, utilizing legal counsel of its choice. However, such participation shall not relieve District of any obligation imposed pursuant to this Agreement. City shall promptly notify District of any such claim, action, or proceeding and shall cooperate fully in the defense of same.
(iii) Each party shall provide its own defense with respect to any claims, action, or proceeding arising out of the joint acts or omissions of the parties. In such cases, each party shall retain its own legal counsel and bear its own defense costs, and each party shall waive any right to reimbursement of such defense costs from the other party.

4. Amendment of Term. On the Effective Date, Section 7 (Term) of the Agreement is deleted in its entirety and the following is substituted in its entirety:
“Beginning July 1, 2025, the term of the Agreement shall be an annual term ending June 30, 2026. The Agreement shall renew automatically on July 1st of each year for successive additional one-year terms unless either District or City terminate the Agreement by providing written notice to the other party prior to April 1st of that year.

Termination shall be effective the following June 30th from the date of the written notice. Termination by the District prior to July 1, 2030 shall not be effective unless, concurrently with its written notice to terminate, District pays to City the total cost of the Pickleball Court Conversion Construction.

In the event that this Agreement is terminated by either party, both parties will work together to accommodate the District’s annual sports schedules. Upon termination, (i) all improvements installed or constructed by the City pursuant to this Agreement shall be left in place without compensation to City, and (ii) District shall thereafter be solely responsible for the maintenance and cost of maintenance of SPLEX” provided, however, that City shall be responsible for any damage caused by its use and not repaired by City prior to termination.

5. Amendment to General Provisions. On the Effective Date, Section 10 (General Provisions) of the Agreement is amended to add the following provisions:

01171.0020 2013657.2 5
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“(e) Attorney Fees. In any action between the parties hereto, seeking enforcement of any of the terms and provisions of this Agreement, the prevailing party in such action shall be entitled, to have and to recover from the other party its reasonable attorneys' fees and other reasonable expenses in connection with such action or proceeding, in addition to its recoverable court costs. (f) Interpretation; Governing Law. This Agreement shall be construed according to its fair meaning and as if prepared by both parties hereto. This Agreement shall be construed in accordance with the laws of the State of California. Titles and captions are for convenience only and shall not constitute a portion of this Second Amendment.
(g) Modifications. Any modification, amendment or alteration of the Agreement must be made by written instrument executed by both parties. (h) Severability. If any term of this Agreement is held by a court of competent jurisdiction to be invalid or unenforceable, then this Agreement, including all of the remaining terms, will remain in full force and effect as if such invalid or unenforceable term had never been included.”

6. Full Force and Effect. Except as modified by this Second Amendment, the Agreement shall remain in full force and effect.

7. Execution in Counterparts. This Second Amendment may be executed in several counterparts, and all so executed shall constitute one agreement binding on both parties.

8. Electronic Execution. This Second Amendment may be executed electronically in accordance with UETA and ESIGN using a qualified third-party provider such DocuSign or AdobeSign.

9. Exhibits. Exhibit A attached hereto is incorporated herein by reference.

This Second Amendment has been approved and authorized to be executed by:

Action of the Board of Education taken at its meeting of _________________, 2025.

Action of the City Council taken at its meeting of August 12, 2025.

IN WITNESS WHEREOF, the City of San Dimas has authorized this Second Amendment to be executed by its City Manager and the District has authorized this Second Amendment to be executed by its Superintendent.

CITY DISTRICT

01171.0020 2013657.2 6
54001744.1/005221.00151
CITY OF SAN DIMAS, a municipal
corporation
By:______________________
Brad McKinney, City Manager
Dated: ____________, 2025
ATTEST
_______________________
Debra Black, MMC, City Clerk

APPROVED AS TO FORM

ALESHIRE & WYNDER, LLP
By_______________________
Jeff Malawy, City Attorney
BONITA UNIFIED SCHOOL DISTRICT, a
public school district
By:________________________
Matt Wien, Superintendent
Dated: ____________, 2025

01171.0020 2013657.2 1
54001744.1/005221.00151

EXHIBIT A
Aerial Map of Sports Plex Showing Easterly-Most Tennis Court to be Converted into 4 Pickleball Courts

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of August 12, 2025
From: Brad McKinney, City Manager
Prepared by: Scott Wasserman, Director of Parks & Recreation Subject: Approve and Ratify Revisions to the City of San Dimas Field Allocation Policy ____________________________________________________________________________

SUMMARY
City staff is requesting the City Council’s approval and ratification of revisions to the City’s Field Allocation Policy. The Field Allocation Policy promulgates policies and procedures used to allocate City sports fields in an equitable manner.

RECOMMENDATION
City staff recommends that the City Council:
• Approve and ratify revisions to the Field Allocation Policy GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No

FISCAL IMPACT
There is no fiscal impact for the recommended action.

BACKGROUND
The Parks and Recreation Department allocates 2 full soccer fields and 8 ballfields to youth sports organizations to promote organized youth sports in the City. The City Council approved a Field Allocation Policy in 2019 to promulgate policies and procedures that are used to allocate City fields to youth sports organizations in an equitable manner. The Parks and Recreation Department facilitates the field allocation process for a spring sports season (January – June) and a fall sports season (August – November). The City provided field allocations to 22 youth sports organizations in the spring, 2025 season.

Revisions to the City of San Dimas Field Allocation Policy Page 2 For the Meeting of August 12, 2025
Since the policy was approved in 2019, the City Council made the following revisions on two separate occasions:

1. On April 26, 2022, City Council approved revisions to the policy that simplified the user group categories, provided a streamlined application process, allowed for seven-day field usage during open seasons and provided a payment schedule for each season.

2. On August 13, 2024, City council approved the ”No call/No Show Fee” to be assessed to user groups that reserve ballfields through the City’s Field Allocation Policy but do not use them.

A group of residents near Lone Hill Park recently expressed concerns about traffic, noise and parking that is associated with youth sports at the park. Through investigating the residents’ concerns, staff determined that revisions to the Field Allocation Policy are necessary. The revisions clarify the City’s policies related to:

1. (Section 2.2) Previously approved verbiage enabling the Director of Parks and Recreation to make administrative changes and revisions to the Policy, as needed.

2. (Section 7.7) Not scheduling field use on Federal Holidays.

3. (Section 7.8) Clarifying that the use of amplified sound must comply with the SDMC.

4. (Section 7.9) Making user groups aware of their obligations to screen staff, board members and volunteers under California State law.

5. (Section 7.10) Requiring scheduling changes to be submitted in writing; and

6. (Section 13.1) Revising the summer field dormancy period to the month of July instead of June and July.

DISCUSSION/ANALYSIS
The revised Field Allocation Policy is attached for the City Council’s review. The Parks and Recreation Department recommends the following additions to the Field Allocation Policy:

Section 2.2 The Director of Parks and Recreation and/or his designated staff representative shall, at their sole discretion, provide the interpretation of the language in the Athletic Field Allocation Policy. In the event there is a need to make administrative changes to address facility use, City staff shall have the Authority to make the necessary revisions. The Parks and Recreation Commission shall evaluate the effectiveness of these policies and procedures and make recommendations for revisions as needed.

The verbiage in Section 2.2. that appears in bold font was included in the original version of the Field Allocation Policy that the City Council approved in 2019. Staff inadvertently removed the verbiage when the City Council approved revisions to the Field allocation Policy in 2022. Staff now wishes to restore the verbiage to improve transparency.

Revisions to the City of San Dimas Field Allocation Policy Page 3 For the Meeting of August 12, 2025
The City Council adopted the Field Allocation policy in 2019 with a motion to, “authorize staff to administratively incorporate the necessary notifications, additions and revisions to the policy which do not have impact on the Fee Schedule.” The language that staff seeks to restore was previously approved by the City Council in 2019 and is consistent with the intent of the City Council’s motion that was approved to adopt the Field Allocation Policy.

Section 7.7 Field rentals are not permitted on the following Federal holidays each year as part of a holiday closure policy:
• Fall Closures: Labor Day, Veterans Day, Thanksgiving Break • Spring Closures: Presidents’ Day, Dr. Martin Luther King Jr. Day, Easter Sunday, Memorial Day and Juneteenth
This section was added to clarify that fields will not be allocated on specific Federal holidays during the fall sports season.

Section 7.8 Use of amplified Sound is permitted daily between the hours of 8:00 a.m. and 9:00 p.m. All amplified sound must comply with the noise level limits established in Section 8.36.040 of the San Dimas Municipal Code.

If a complaint regarding the volume of amplified sound is received, City staff may monitor the volume and determine whether adjustments or modifications are necessary. In the absence of City staff, the Los Angeles County Sheriff’s Department is authorized to address noise complaints. Deputies may require the permit holder to reduce the volume or cease the use of amplified sound as deemed appropriate.

Previously, the Field Allocation Policy did not offer any guidance on the use of amplified sound.

This section was added to ensure that any use of amplified sound at ballfields complies with noise level limits established in Section 8.36.040 of the SDMC. Additionally, the Parks and Recreation Department included the guidance regarding amplified sound in the Fall Field Allocation packet in response to a specific complaint that amplified sound was being used at Lone Hill Park as early as 7:00 a.m.

Section 7.9 Under California Law AB 506, all youth organizations must ensure that staff, board members, and volunteers complete a Live Scan background check and Mandated Reporter Training (MRT). Starting April 30, 2025, all AB 506 compliance will be managed through the Golden Gate Area Council (GGAC) at goldengatescouting.org/youth protection. Each organization is responsible for ensuring coaches and volunteers meet these requirements and for maintaining records. New volunteers should follow the updated GGAC process for completing their Live Scan and MRT.

This section was added to ensure that sports user groups are aware of their obligations to screen staff, board members and volunteers under California State law.

Section 7.10 Scheduled dates, times and any associated add-ons cannot be modified once the scheduled date has passed. All changes must be requested prior to the allocated time slot.

Revisions to the City of San Dimas Field Allocation Policy Page 4 For the Meeting of August 12, 2025
All scheduling update requests must be submitted via email. If a request is submitted outside or regular business hours, the time the email was received will be noted and considered as the official time of request.

This section was added to ensure that all requests to modify approved schedules are submitted in writing and to clarify that scheduling changes may not be made retroactively for dates that have passed. This section also clarifies that the time stamp on the email request will be used to determine when the request was submitted, in the event that multiple user groups request the same fields and staff must determine which group made the request first. With 22 sports user groups, it is important to standardize how scheduling changes are made to ensure equity for all user groups.

Section 13.1
Dormancy periods have been established to allow for field maintenance and recovery following seasonal use by sports user groups and are subject to revision when deemed necessary by the Director of Parks and Recreation. For the spring sports season, the month of July will remain dormant. For the fall season, the months of December and January will remain dormant.

The Field Allocation Policy was drafted in 2019 when there were approximately seven sports user organizations. At the time, the Parks and Recreation Department maintained a dormancy period on all ballfields during the periods of June-July and December-January. The dormancy period is used to complete seasonal field maintenance and allow the fields to recover.

The Department now accommodates as many as 22 sports user groups and the user groups are asking the City to keep the fields open through July to accommodate teams that qualify for post season play. Post season play includes participation in All Stars, playoffs or local tournaments.

For this reason, staff is requesting that the City Council modify the summer field dormancy period from June-July to only the month of July, in recognition that regular season games continue through June and some organizations may require continued access to the ballfields through July for post season play.

ALTERNATIVES
The City Council could reject a portion or all of the revisions. Under this scenario, sports user groups may have to contend with policies that are outdated or unclear, which presents challenges to staff in the enforcement of the Field Allocation Policy.

ENVIRONMENTAL REVIEW
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.

Respectfully submitted,

Revisions to the City of San Dimas Field Allocation Policy Page 5 For the Meeting of August 12, 2025
Scott Wasserman
Director of Parks & Recreation
Attachments:

1. 2025 Field Allocation Policy with Revisions

CITY OF SAN DIMAS

FIELD ALLOCATION POLICY
Fall 2025 (August - November)
Recreation Division
(909)394-6230
ATTACHMENT 1

1 Table of Contents
1 Policy Statement .............................................................................................................2 2 Department Authority to Coordinate and Terminate Use..........................................3 3 Qualifying User Groups- Descending Order of Priority ..............................................3 4 Application, Allocation & Payment Schedule Procedure.........................................5 5 Subletting Prohibited.......................................................................................................8 6 Field Ambassador...........................................................................................................8 7 Rules and Regulations of Facility Use...........................................................................9 8 Traffic and Parking ........................................................................................................10 9 Personal Vehicle and Motorized Cart Use.................................................................11 10 Sponsorship Banners.....................................................................................................11 11 Field Maintenance........................................................................................................11 12 Field Modifications........................................................................................................12 13 Facility and Inclement Weather Policy ......................................................................13 14 Tournaments ..................................................................................................................13 15 Cancellation/Processing Fee Policy ..........................................................................14 16 Violation Policy Procedure ..........................................................................................14 17 Non-Discrimination Policy............................................................................................14

2 1 Policy Statement

1.1 1.2

1.3 1.4

1.5 The City of San Dimas parks shall be made available for activities which contribute to the best recreational, social, cultural, civic, and educational interest of the citizens of San Dimas. The City makes the following fields available for use:

Sportsplex – NW Softball, SW Softball, SE Baseball, JV Baseball, S Soccer, Football Practice Field, Outdoor Basketball Courts, and Outdoor Tennis Courts Marchant Park – South Youth Baseball, North Youth Baseball, 1 Full Outdoor Basketball Court
Lone Hill Park – Softball Field and 2 Tennis Courts
Pioneer Park – Baseball, 2 Basketball Courts, and 2 Tennis Court Horsethief Canyon Park – Full Soccer & Practice Field
Sports facilities in the parks shall be made available for the recreational use and enjoyment of the residents of the City of San Dimas, San Dimas-based non-profit youth organizations, as well as non-residents and groups from surrounding communities. The City shall establish the appropriate priority of use and access based upon the best recreational, social, cultural, civic, and educational interest of the citizens of San Dimas.

While City-managed sports facilities are open to the general public, organized use or private use by individuals and groups require a valid field/court permit issued by the Parks and Recreation Department. Organized use is considered any group over 7 participants with an instructor/coach in attendance.

The City may charge fees to recover costs associated with the operation, maintenance, supervision, and/or administration of the policies and procedures which govern the Field Allocation Policy. Fee increases will be reviewed by the Parks and Recreation Commission and approved by the City Council.

While the City encourages full use of all athletic fields and parks, it will take into consideration the impacts of use on safety and maintenance and will schedule use and maintenance to ensure the highest standards of field play.

3 This document sets forth the policies and procedures for the City to facilitate the allocation of all available athletic fields and parks under its ownership. 2 Department Authority to Coordinate and Terminate Use
3 Qualifying User Groups- Descending Order of Priority
Facility/Field Priority Allocation
The City receives more requests for field usage than it can accommodate. The City of San Dimas Parks & Recreation Department issues field use permits to maximize the usage of all fields and to accommodate as many user groups as possible. The priority for athletic facilities and field allocations is given first to official games, followed by field maintenance, and then practices. However, the City may, at its sole discretion, change those priorities when deemed necessary.

The Department attempts to accommodate to as many groups as possible.

However, there is no guarantee that any user group will receive a permit to use specific fields or facilities during specific times or dates requested. The Department’s goal in allocating fields is to provide enough fields for as many user groups as possible to operate their leagues.

In determining what sports are “in-season” for non-profit youth organizations, the following sport seasons will be used. A non-profit youth organization user group that requests field use out of season is considered a secondary user group and will be accommodated to the extent possible.

The Parks and Recreation Department is charged with coordinating the use and allocation of City athletic fields and parks.

The Director of Parks and Recreation and/or his designated staff representative shall, at their sole discretion provide the interpretation of the language in the Athletic Field Allocation Policy and Procedure. The Parks and Recreation Commission shall evaluate the effectiveness of these policies and procedures and make recommendations for revisions as needed.

The City reserves the right to revoke or terminate a Use Permit of any individual or organization for any violation of park rules, regulations or of these policies and procedures. Termination of Use Permits shall be provided in writing to the responsible party listed on the Rental Application & Agreement.

All fees listed within this policy can only be superseded by a specific written agreement between the City of San Dimas and another entity.

2.1 2.2

2.3 2.4

4 Fall/Winter Spring/Summer
Basketball/Football/Soccer
Baseball/Softball/Other
Baseball/Softball
Football/Soccer/Other
Applicant Categories:

GROUP 1: Programs and activities of the City of San Dimas or City cosponsored events.

GROUP 2: Bonita Unified School District.

GROUP 3: Programs/Teams with 51% or more San Dimas residents, serving youth under the age of 18. Non-profit groups must provide documentation of current 501(C)3 status at the time of application. A complete roster, including player addresses and parent or guardian contact phone numbers, is also required for residency and eligibility verification.

OR
A single day use for residents of San Dimas.

GROUP 4: Programs/teams having less than 51% of their members or participants residing in San Dimas, serving youth under the age of 18. Nonprofit groups must provide proof of current 501(C)3 status at the time of application.

OR
A single day use for non-residents.

GROUP 5: Programs/Teams with 51% or more San Dimas residents, serving youth under the age of 18.

OR
Non-Profit adult sports organization (18 & over) providing valid proof of current 501(c)3 status at the time of application.

GROUP 6: All other non-resident uses or strictly commercial individuals or groups.

3.1 3.2

3.3 3.4

3.5 3.6

5 4.1

4.2 Group 3: Upon approval of an application and participation in a Field User Representative Meeting, a signed Use Agreement(s) will be issued authorizing the requested use of the athletic fields and parks. City staff may attach such conditions to the permit as determined necessary for the protection of public health, safety, and welfare of City facilities.

Applications for semi-annual use agreements are restricted to Group 3. Adult, commercial, or private groups/individuals cannot apply for semi- annual use agreements for sports fields.

Each organization requesting the use of City athletic fields and parks for semiannual use will be required to submit the following information to the Parks and Recreation Department:

A. Sport user groups are required to have the City pre-authorize the use of any motorized utility unit and will provide a description of and if applicable, license plate number of the unit prior to the start of season.

Additionally, each group shall ensure that no one under the age of 18 shall operate a motorized utility unit and that all necessary training and safety precautions will be taken to ensure its safe operation.

B. Proof of current non-profit status with the Internal Revenue Service and State of California (ID number).

C. An original Certificate of Insurance with the limits as stated below and an Additional Insured Endorsement, naming the City as an additional insured.

4.3 The City requires any group applying for use of City facilities to maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $1,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without All groups must sign a copy of the City’s Code of Conduct and Youth Sports League Standards and must enforce the Code of Conduct for all coaches, parents and participants. The Code of Conduct shall outline the principles of sportsmanship, fair play, and other ethical issues that relate to team sports.

3.7 4 Application, Allocation & Payment Schedule Procedure The City may develop additional criteria as it deems necessary

6 limitation, blanket contractual liability. The City of San Dimas, its officers, officials, agents, and employees shall be included as insured on the policy, for acts of insured, and such insurance shall be primary to any insurance of the City.

A. Additionally, the cancellation paragraph must state: “Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named on this certificate.”
B. The original certificate (no copies) must be filed with the Park and Recreation Department at the time the application is submitted.

Refer to the chart in Section 4.8, for the application due dates.

C. As per the written agreement completed by each Group, in consideration of the use of the facility, the user shall indemnify, defend, and hold harmless the City, its officers, employees and agents from any and all losses, costs, expenses, claims, liabilities, actions, or damages including liabilities for injuries to any person or persons or damage to property arising at any time during and/or arising out of or in any way connected with Users authorized activities under the terms of this agreement and occupancy of the facility and adjoining property, unless solely caused by the gross negligence or willful misconduct of the City, its officers, employees, or agents.

4.4 A Master Calendar of Events must be submitted by each organization, which includes, but is not limited to:

A. Registration and tryout dates (date, time and locations) B. Date practice begins, practice slot schedules
C. Opening Day schedule/Closing Ceremonies
D. Date/times league games (start/finish)
E. Tournament dates (required to host)
F. Dates of any other activities which may require assistance by City staff or use of City facility.

4.5 Complete team rosters that contain name, address, zip code and school attended by each registered player must be submitted upon request. The team roster needs to include the age division that team represents. P.O.

Boxes are not acceptable and will be considered a non-resident.

7 4.6 All User Groups:

Each qualifying group or individual requesting the use of City athletic fields will be required to submit the following information to the Department (City staff may attach such conditions to the use as determined necessary for the protection of public health, safety, and welfare of City facilities):

A. A Sports Facility Request and Agreement form.

B. An original Certificate of insurance with the limits as stated below and an additional insured endorsement naming the City of San Dimas as an additional insured (such one-time insurance can be purchased through the City’s Risk Management Department) for all multiple uses of 3 dates or more and tournament or leagues.

The City requires any group or individual applying for use of City facilities to maintain general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $1,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability.

The City, its officers, officials, agents, and employees shall be included as insured on the policy, for acts of insured, and such insurance shall be primary to any insurance of the City.

C. Additionally, the cancellation paragraph must state: “Should any of the above described policies be cancelled before the expiration date thereof, the issuing company will mail 30 days written notice to the certificate holder named on this certificate.” D. The original certificate (no copies) must be filed with the Department 30 days prior to usage of any fields or facilities, and must be dated within the last seven (7) days of receipt.

E. A finished application consists of a completed and signed application form, code of conduct, certificate of insurance, and any waivers the Parks & Recreation Director finds appropriate.

Application will not be accepted until all documents are submitted together.

If applicable, proof of current non-profit status with the Internal Revenue Service and State of California (ID number).

8 4.8 Refer to this schedule below for due dates, meetings, and payment schedule. If payment is late, you will be subject to a violation and/or permit suspension. All applications must be submitted in accordance with the schedule below. Late applications will be subject to availability.

Group # Application
Due 1st Payment 2nd Payment 3rd Payment 4th Payment
Group 2 7/7/25
8/29/25 9/30/25 10/31/25 11/26/25
Group 3 7/7/25
Group 4 7/10/25
Group 5 7/10/25
Group 6 7/10/25
5 Subletting Prohibited
Applicants shall not transfer, assign, or sublet use of the permits, facility, or fields or apply for use on behalf of another person or organization. All facility uses and field allocation modifications created after the allocation meeting must be approved by City staff and a revised Use Permit will then be issued. Any infractions of this policy will result in the loss of use of all City parks, fields or facilities immediately.
6 Field Ambassador

6.1 6.2

6.3 6.4
Field Ambassador will monitor field usage and usage patterns as well as meet and greet the public. He/she will be visiting parks during the duration of your rental. Any issues with the field or lights can be addressed by the Field Ambassador.

Field Ambassador will monitor City and School District fields as they relate to field allocations by retaining written records documenting field usage. The Field Ambassador has the authority to resolve any field disputes that arise on the field and his/her decision will be final.

Organizations refusing to adhere to the decision of the Field Ambassador may jeopardize future use of City facilities or may result in a violation strike.

The Field Ambassador has the authority to turn off lights at any field that is not in use. A field will be deemed “not in use” when there is no team on a field for one half hours and no team is scheduled to be on the fields for up to 30 minutes.

The Field Ambassador has the authority to cancel previously scheduled

9 6.5
games or practices if he/she deems a field to be unsafe, unplayable due to weather or if use of the field could potentially cause undue damage to turf.

The Field Ambassador is not responsible for the creation of field permits. Questions and/or concerns revolving around schedule must be submitted to the Parks and Recreation Manager during regular business hours.
7 Rules and Regulations of Facility Use

7.1 7.2

7.3 A user group adult representative must be present at all times during any user group’s use of the City facilities.

Games and practices can begin no earlier than 8:00 am and must end no later than 10:00 pm on lighted fields and at dusk on nonlighted fields, unless written permission is granted from the Parks and Recreation Department for extended use. It is the responsibility of the user group to determine the safe level of light needed for safe play on non-lighted fields.

Field and Light Use
Based on user group status, all groups will be required to pay the hourly light fee as listed in the Sports Field Fee Schedule.

Group 1 Group 2 Group 3 Group 4 Group 5 Group 6
Field Activities
conducted
and/or
sponsored by
the City of
San Dimas.

Bonita Unified
School District

1.Resident (the
total number of
members/participa
nts is 51% or more
San Dimas
residents)

2.Non-Profit

3.Youth Focused
Program/Team(s)
OR
Single Day use for
Residents of San
Dimas

1.Non-Resident (the
total number of
members/participants
is less than 51% San
Dimas residents)

2. Non-Profit

3. Youth Focused
Program/Team(s)

1.Resident (the total
number of
members/participants
is 51% or more San
Dimas residents)

2. Youth Focused
Program/Travel
Team(s)
All other nonresident uses or
strictly commercial
individuals or
groups.

OR OR
Single Day use for
Non-Residents of San
Dimas
Non-Profit Adult
Leagues/Teams
Field Rentals No Charge No Charge $30/hour $35/ hour per field $30/hour per field $55/hour per field With Lights No Charge $20/hour $20/hour $30/hour $20/hour $35/hour Facility Deposit No Charge No Charge No Charge $200 per event $200 per event $200 per event Tournament No Charge No Charge No Charge $350 per event $400 per event $400 per event Field Prep No Charge $55/hour $75/per field $65/per field $65/per field $80/per field Cancellation No Charge No Charge $10/per date $10/per date $10/per date $10/per date Processing Fee
(Adding Dates) No Charge No Charge $25/per request $25/per request $25/per request $40/per request

10 PRACTICES TOURNAMENTS/LEAGUES

RESIDENTS NON-RESIDENTS RESIDENTS NON-RESIDENTS
Day w/Lights Day w/Lights Day w/Lights Day w/Lights
Tennis Courts $8/hr/crt $8/hr/crt $10/hr/crt $10/hr/crt $10/hr/crt $10/hr/crt $15/hr/crt $15/hr/crt Basketball Courts
(Outdoor) $8/hr/crt NA $10/hr/crt NA $10/hr/crt NA $15/hr/crt NA Cancellation Fee $10/per date

7.4 7.5
*The City reserves the right to adjust all user fees as needed.

In addition to field and light fees, a security/damage deposit of $200 will be required for groups 4, 5, and 6. If a group’s use of a facility results in damaged, broken or missing equipment or damage to the turf or any area of the facility, the user group’s deposit shall be used to pay for any repairs. The group will endure any fees that exceed their $200 deposit. A user group may choose to leave its full field deposit on file with the Parks and Recreation Department for the duration of a sports season. In this case, the full deposit will be returned at the conclusion of the season if no field or facility damage is noted.

Groups can contact the after-hours staff at the Recreation Center at (909-394-6283) for any after-hours park or light issues. Lights are scheduled according to the following chart. If groups desire an earlier start for lights, must be requested prior to date of request.

Light Schedule 2025:

Month Light Start
February 5:30 pm
March (Before Daylight Savings) 6:00 pm
March (After Daylight Savings) 7:00 pm
April 7:30 pm
May 8:00 pm

7.6 All City Parks and joint use school grounds are non-smoking. No alcoholic beverages will be allowed in the snack bars or park grounds. It is the responsibility of the permitted organization to ensure that its participants comply with this requirement. Failure to do so may result in field rental privileges being revoked.

Field rentals are not permitted on the following federal holidays each year as part of our recurring holiday closure policy:
• Fall Closures: Labor Day, veterans Day, and Thanksgiving Break • Spring Closures: Presidents Day, Easter Sunday, and Memorial Day Month Light Start
August 8:00 pm
September 7:00 pm
October 6:00 pm
November 5:30 pm

7.7

11 User groups shall adhere to City parking regulations and shall provide "parking monitors" when large attendance is anticipated.

During tournaments, the user group is required to monitor the parking on adjacent streets to make sure no one is blocking private driveways. If vehicles are found to be blocking private driveways, the monitor will make a public announcement to notify the driver to move the vehicle or that it is

8.1 8.2
8 Traffic and Parking
Use of amplified sound is permitted daily between the hours of 8:00am and 9:00pm. All amplified sound must comply with the noise level limits established in Section 8.36.040 of the San Dimas Municipal Code.

If a complaint regarding the volume of amplified sound is received, City staff may monitor the volume and determine whether adjustments or modifications are necessary. In the absence of City staff, the Los Angeles County Sheriff’s Department is authorized to address noise complaints.

Deputies may require the permit holder to reduce the volume or cease the use of amplified sound as deemed appropriate.

Under California law AB 506, all youth organizations must ensure staff, board members, and regular volunteers complete a Live Scan background check and Mandated Reporter Training (MRT). Starting April 30, 2025, all AB 506 compliance will be managed through the Golden Gate Area Council (GGAC) at goldengatescouting.org/youthprotection. Each organization is responsible for ensuring coaches and volunteers meet these requirements and for maintaining records. New volunteers should follow the updated GGAC process for completing their Live Scan and MRT.

Scheduled dates, times, and any associated add-ons cannot be modified once the scheduled date has passed. All changes must be requested prior to the allocated time slot.

All scheduling update requests must be submitted via email. Verbal requests will not be accepted and must be followed up in writing via email. If a request is submitted outside of regular business hours, the time of the email was received will be noted and considered as the official time of request.

7.8 7.9

7.10

11 8.3
at risk of being towed at the owner’s expense. The user group will encourage that it is participant’s responsibility to observe all parking regulations near City facilities and in residential neighborhoods.

The user group must assure that participants and spectators are considerate and respectful of the residents that live adjacent to the athletic facilities and fields by utilizing public parking areas to the greatest extent possible.

No vehicles are allowed on City parks or outside designated parking areas. 9 Personal Vehicle and Motorized Cart Use

9.1 9.2

9.3 9.4
No unauthorized personal vehicles or motorized carts may be driven onto City parks for any reason.

Sport user groups are required to have the City pre-authorize the use of any motorized utility unit. This includes the use of golf carts to support sports tournament or snack bar operations.

Each user group is allowed to drag the fields with a motorized field grooming unit or approved motorized unit. The user group must water down the brick dust in order to keep the dust to a minimum.

Failure to comply with any part of the personal vehicle and motorized unit use policy may result in the termination of the user group’s privilege to use any or all City parks, fields, or facilities.

Sports organizations shall submit a special event application to the City in advance of large special events that are in addition to Opening Day and sports tournaments. The City may apply Conditions of Use as it deems appropriate when approving special event applications. A tournament or event that is more than one day will need a special event permit in addition to the field application. 10 Sponsorship Banners

10.1 10.2
Notices/banners/posters/fixtures/signs to be posted in City parks must receive prior approval from the City. All requests shall include dimensions, approximate design, location to be posted and quality of the banners to be displayed for approval by the Parks and Recreation Department.

Organizations must submit a list of any private vendors with which they are contracting for on-site services to the City at least 30 days prior to the scheduled use. Vendors must obtain a Business License from the City of San Dimas. A photocopy of the Business License and vendor’s insurance, if they are not under the user group’s insurance policy, for each vendor must be submitted with list of vendors.

8.4

12 11 Field Maintenance

11.1 11.2
The user accepts the facilities applied for in an “AS IS” condition.

All maintenance including, but not limited to, field preparation, lining of the fields, marking of the fields, setting of base stakes, installation of goal posts is to be performed by the user g r o u p assigned to the facility as per written agreement between the City and the user.

A. All lining/marking of athletic fields must be done with waterbased paint.

B. The burning of fields with the use of weed killer, diesel fuel or any other like method is prohibited on City athletic fields.

C. Prior to dragging the softball and baseball brick dust to prepare the fields, user groups must water down the brick dust to keep the dust to a minimum.

D. Each user group is responsible for the facility being free of any and all trash or debris upon conclusion of each facility use, regardless if the trash or debris was deposited by their group or not. The cost associated with any post-use cleanup performed by City staff will be deducted from the group’s security deposit.

E. Users are required to report any damage or acts of vandalism to the Department (909)394-6230 Monday through Thursday from 8:00 am to 5:00 pm or Sheriff's Department (909)450-2700 immediately. It is the policy of the City to prosecute to the fullest extent possible any individual committing acts of vandalism. In cases of emergency, call 911 and report to the staff liaison first working day following the incident.
12 Field Modifications

12.1 12.2

12.3 Any requests to modify or improve City park or field facilities shall be submitted for approval to the City.

No permanent structures or equipment shall be placed and/or erected on City park or field facilities unless reviewed and recommended by the Parks and Recreation Commission and approved by the City Council. Any such modifications must be dedicated for community use and may become the property of the City of San Dimas.

User groups are not permitted to relocate tables or bleachers at any City facility.

13 13 Facility and Inclement Weather Policy

13.1 13.2

13.3 13.4
Dormancy schedules have been established for the City's athletic fields, to allow time for the fields to be restored following seasonal use by sports groups, subject to revision when deemed necessary by the Director of Parks and Recreation. The dormancy schedule is generally twice a year: December 1st – January 31st & July 1st-July 31st .

Failure to comply with the rain policy may also result in the termination of the user group’s Facility Use Permit.

There shall be no use of City athletic fields when facilities are deemed by City staff to be unplayable due to rain and/or other potentially hazardous conditions beyond the City’s control. The City’s Hotline regarding field updates and playing conditions will be updated by 2pm, Monday - Friday. The Hotline number is (909)542-2503.

Fields may be closed at the discretion of the Parks and Recreation Department to complete scheduled or unscheduled maintenance or to complete seasonal field renovation. Closures shall be kept to a minimum when fields are in playable condition.
14 Tournaments

14.1 14.2

14.3 Sports organizations with approved Facility Use Permits are limited to three tournaments per year at any one park.

All rules and regulations of field use set forth in this policy apply to tournaments.

Private vendors participating in such tournaments shall be limited to a total of five (5) per tournament. Organizations must submit a list of vendors to the City at least 30 days prior to the scheduled use.

Vendors must obtain a Business License from the City. A photocopy of the must obtain a Business License from the City. A photocopy of the Business License and vendor’s insurance, if they are not under the user group’s insurance policy, for each vendor must be submitted with list of vendors.

Group 4 user groups will be charged a flat fee of $350 per tournament in City parks. Groups 5 & 6 will be charged a flat fee of $400 per tournament. The fee must be paid at least thirty (30) days in advance of the tournament.

14.4

14 15 Cancellation/Processing Fee Policy

15.1 15.2
Cancellation of reservations five (5) or more working days prior to a scheduled use will receive a full refund of fees paid.

Requests to add additional dates to an existing field use permit are subject to a processing fee of $25 per request for Groups 3-5 and $45 for Group 6.

No Call/No Show Policy
Field users that considered in Group 3 through Group 6 must arrive within the first 15 minutes of their allocated time slot for the permitted use. There must be some type of field user representative, such as a coach, on site to be considered proper attendance. Failure to meet these requirements may result in forfeiture of the reserved time, and the opportunity may be given to another field user or group waiting to use the facility. This policy ensures that the facility is utilized efficiently and fairly by all field users.

First Offence: $30 Fine with a Warning & Field Use Fees Second Offence: $60 Fine with a Notice & Field Use Fees Third Offence: $90 Fine and a Director’s discretion for penalty moving forward & Field Use Fees
Consequences include but not limited to:
• Revoked Permit for the Season
• Suspension of Permit
• A Significant Fine
• Demotion of Priority Group for the following Season
16 Violation Policy Procedure
The City utilizes a “three-strike” policy for violations of the Field Use Allocation Policy that within one calendar year of the first violation. Violations deemed by the City to be a serious nature may result in immediate termination of permits and field use. For example, subletting the fields to other users.

Any expenditure incurred by the City as a result of the tournament, including the cost of any personnel and/or custodial supplies, will be withheld from the security deposit. In the case of any expenses beyond the security deposit, the sports organizations or user groups will be invoiced by the City for the difference beyond the deposit. Reimbursement for those expenses is due in full to the City within 60 days after the tournament date.

15.3

15 16.1

16.2 16.3
First Violation: Verbal or written warning to the user group/individual and restitution for damages/costs if applicable.

Second Violation: Verbal and written notice of three-day suspension and restitution for damages/costs if applicable.

Third Offense: Verbal and written notice of termination of any existing permits, loss of future rental/allocation privileges and restitution for damages/costs if applicable. Any field deposit will be forfeited.

Violation examples include, but are not limited to:
• Any action deemed unsafe.
• Violation of Municipal Code.
• Field use outside of permitted time and location.
• Failure to remove excessive trash.
• Driving vehicles on fields without written permission. • Failure to comply with instructions from City Staff.
• Failure to follow facility rules.
• Failure to follow to State & local laws.
• Modify fields without written permission.
18 Non-Discrimination Policy
The City does not discriminate on the basis of sex, color, national origin or ancestry, age, marital status, sexual orientation, religion or disability. The equal protection clauses of the United States and California Constitutions prohibit a public agency such as the City from engaging in racial or ethnic discrimination.

Over many years this prohibition has been interpreted to include active participation or support by the City of other individuals or groups who engage in discrimination.

Based on State and Federal constitutional and case law it is the policy of the City to prohibit and discourage discrimination in all the activities, facilities and services of the City. It is further the policy of the City to prohibit and discourage discrimination by other individuals or organizations actively supported by or participating with the City in such activities, facilities or services.

16

Agenda Item Staff Report
To: Honorable Mayor and Members of City Council
For the Meeting of August 12, 2025
From: Brad McKinney, City Manager
Prepared by: Anissa Livas, Sr. Management Analyst
Subject: Approve the Appropriation of Funds for the Security Camera Project at the San Dimas Senior Center; and Approval of an Agreement with Netsync Network Solutions (Netsync) in an Amount not to Exceed $66,058.01 for the Purchase and Installation of Security Cameras.
____________________________________________________________________________

SUMMARY
This item requests approval to appropriate Public Safety Grant funds and enter into an agreement with Netsync Network Solutions (Netsync) for the installation and configuration of Verkada video surveillance cameras at the San Dimas Senior Center. The project includes the deployment of sixteen (16) IP surveillance cameras and network switch configuration. The total project cost will not exceed $66,058.01.

RECOMMENDATION
Staff recommends the City Council:
 Approve the appropriation of Public Safety Grant funds for the security camera and access control project at the San Dimas Senior Center.
 Authorize the City Manager, or designee, to execute an agreement with Netsync Network Solutions (Netsync) in an amount not to exceed $66,058.01 for the purchase and installation of Verkada security cameras and door access control systems.  Authorize the City Manager, or designee, to execute the agreement and any necessary documents to complete the project.
 Authorize the City Manager, or designee, to make any non-substantive changes to the agreement if needed.

GOVERNMENT CODE §84308 APPLIES:
https://leginfo.legislature.ca.gov
No

FISCAL IMPACT

Approve Appropriation of Funds for the Security Camera Project at the San Dimas Senior Center For the Meeting of August 12, 2025 Page 2
The quote provided by Netsync totals $60,052.74, which includes all labor, equipment, taxes, and one year of software licensing. Staff recommends including a 10% contingency to cover any unforeseen needs during installation, bringing the total not-to-exceed amount to $66,058.01. This expenditure will be reimbursed through the Public Safety Grant. No General Fund resources are required.

BACKGROUND
On May 14, 2024, the City Council adopted Resolution 2024-32, approving the acceptance of a $200,000 Public Safety Grant awarded by the San Gabriel Valley Council of Governments (SGVCOG). The grant, made possible through Assembly Bill 106, supports local public safety initiatives. The funds are administered on a reimbursement basis and must be fully expended and invoiced by December 31, 2025.

To date, the City has utilized a portion of the grant to purchase drones and related equipment to support public works field surveillance and emergency management operations. These tools enhance situational awareness and improve staff response to public safety incidents.

A portion of the funds is now proposed for use at the San Dimas Senior Center to improve building security and enhance the safety of senior visitors and staff. The proposed project includes the installation of Verkada security cameras at key locations within the Senior Center.

DISCUSSION/ANALYSIS
Staff worked with Netsync to develop a comprehensive scope of work tailored to the security needs of the Senior Center. The project will include:
• Installation of sixteen (16) Verkada IP surveillance cameras, including five (5) indoor dome cameras, nine (9) outdoor dome cameras, and two (2) fisheye cameras • Configuration of two (2) City-provided Aruba switches to support the new camera and access control network
• Installation of one (1) new CAT6 cable run between MDF and IDF • Mounting and setup of all hardware, validation testing, and knowledge transfer to City staff
All hardware will integrate with the City's existing Verkada cloud-based management platform.

Procurement will be completed using the State of California CMAS contract (3-23-01-1017), under which Netsync is an authorized reseller. This allows the City to proceed without additional competitive bidding. The agreement includes fixed milestone billing upon project completion.

ALTERNATIVES
Council may choose not to proceed with the agreement. This would delay the project and may result in underutilization of the Public Safety Grant before the reimbursement deadline of December 31, 2025.

ENVIRONMENTAL REVIEW

Approve Appropriation of Funds for the Security Camera Project at the San Dimas Senior Center For the Meeting of August 12, 2025 Page 3
Pursuant to CEQA guidelines Section 15061 (b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Therefore, no additional environmental review is needed at this time.

Respectfully submitted,
Anissa Livas
Sr. Management Analyst
Attachments:

1. Draft Vendor Agreement with Netsync Network Solutions

2. California Multiple Award Schedule – Verdaka Inc.

3. Proposed Security Camera Layout

Vendor Agreement

VENDOR AGREEMENT
This vendor agreement (“Agreement”) is made and effective as of August 12, 2025 (the “Effective Date”), by and between the City of San Dimas (“Agency”), a municipal corporation, and Netsync Network Solutions, Inc. (“Vendor” or “Consultant”).

RECITALS
Agency wishes to retain the services of an experienced and qualified Vendor to provide security camera upgrades and installation solutions.

Vendor represents and warrants that it is qualified to perform those services.

I. TERM
Unless terminated earlier as provided herein below, the Agreement will continue in full force and effect from the Effective Date through January 1, 202 . Upon mutual written agreement, the term of this Agreement can be extended for an additional one (1) year period as the parties agree.

II. SERVICES
Vendor will provide the work and services listed in the Quote AAAQ460478-03 attached as Exhibit A and the statement of work in Exhibit B. Vendor warrants that all work and services set forth in Exhibits A and B will be performed in competent, professional and satisfactory manner.

III. COMPENSATION
A. Vendor’s Fee
For services rendered pursuant to this Agreement, Vendor will be paid in accordance with the terms attached hereto as Exhibit A, provided, however, that in no event will the total amount of money paid to Vendor, for services initially contemplated by this Agreement, exceed the sum of $66,058.01 (“Agreement Sum”), unless otherwise first approved in writing by Agency. Should this Agreement be renewed, the Vendor’s fee may be adjusted upon the written agreement of the parties.

B. Schedule of Payment
Provided the Vendor is not in default under the terms of this Agreement, upon presentation of an invoice, Vendor will be paid the fees described as provided herein above. Payment will be due within thirty (30) days after the date of the invoice.

IV. TERMINATION OF AGREEMENT
Unless terminated earlier as provided herein below, the Agreement will continue in full tive Date through January 1, 202
this Agreement can be extended for an additional one
Vendor will provide the work and services listed in the Quote and the statement of work in Exhibit B
work and services set forth in Exhibits A and B will be performed in competent, professional and satisfactory manner.
or’s Fee
services rendered pursuant to this Agreement, Vendor will be paid in accordance with the terms attached hereto as Exhibit A, provided, however, that ATTACHMENT 1

Vendor Agreement
A. Agency may, at any time, for any reason, with or without cause, terminate this Agreement, or any portion hereof, by serving written notice of termination upon the Vendor at least ten (10) days prior to the date of termination. Upon receipt of said notice, the Vendor shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the Agency terminates a portion of this Agreement, such termination shall not make void or invalidate the remainder of this Agreement.

B. In the event this Agreement is terminated pursuant to this section, the Agency shall pay to Consultant the actual value of the work performed up to the time of termination, less any disputed amounts. Upon termination of the Agreement pursuant to this section, the Consultant will submit an invoice to the Agency as provided herein above.

V. FORCE MAJEURE
If either party fails to perform its obligations because of strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental control, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond the reasonable control of the party obligated to perform, then that party’s performance shall be excused for a period equal to the period of such cause for failure to perform.

VI. AGENCY REPRESENTATIVE
Agency’s City Manager shall represent Agency in all matters pertaining to the administration of this Agreement, with respect to the work and services specified in this Agreement and to make all decisions in connection with this Agreement.

Whenever approval, directions, or other actions are required by Agency under this Agreement, those actions will be taken by the Agency Legal Representative, unless otherwise stated. The Agency’s Chief Executive has the right to designate another Agency Representative at any time, by providing notice to Vendor.

VII. VENDOR REPRESENTATIVE(S)
Vendor’s Contracts Manager, Jeff Barker, Account Manager is designated as being the principal(s) and representative(s) of Vendor authorized to act on its behalf with respect to the work specified in this Agreement and make all decisions in connection with this Agreement. Vendor shall not change the designated representatives without prior written consent of the Agency.

VIII. BUSINESS LICENSE
The Vendor must obtain an Agency business license prior to the start of work under this Agreement, unless Vendor is qualified for an exemption. either party fails to perform its obligations because of strikes, lockouts, labor disputes, embargoes, acts of God, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations governmental control, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond the reasonable control of the party obligated to perform, then that party’s performance shall be excused for a riod equal to the period of such cause for failure to perform.

AGENCY REPRESENTATIVE
Agency’s City Manager shall represent Agency in all matters pertaining to the administration of this Agreement, with respect to the work and services specified in greement and to make all decisions in connection with this Agreement.

Whenever approval, directions, or other actions are required by Agency under this Agreement, those actions will be taken by the Agency Legal Representative, unless otherwise stated. The Agency’s Chief Executive has the right to designate another Agency Representative at any time, by providing notice to Vendor.

Vendor Agreement
IX. OTHER LICENSES AND PERMITS
Vendor warrants that it has all professional, contracting, and other permits and licenses required to undertake the work contemplated by this Agreement.

X. PREVAILING WAGE REQUIREMENTS
The following requirements shall apply to all portions of the work performed under this Agreement that constitute “public work” as defined in California Labor Code section 1720 or “maintenance” as defined in 8 CCR Section 16000. Consultant shall pay prevailing wages for the work performed under this Agreement and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws, as they pertain to such work, including the following requirements:
(a) DIR Monitoring and Enforcement. The public work and/or maintenance work performed under this Agreement shall be subject to compliance monitoring and enforcement by the Department of Industrial Relations (“DIR”). Consultant shall post job site notices, as prescribed by regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request.

By initiating any work under this Agreement, Consultant acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem wages, and Consultant shall post a copy of the same at each job site where work is performed under this Agreement. (c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Consultant shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Consultant or by any subcontractor.
(d) Payroll Records. Consultant shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Consultant and each subcontractor to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform the City of the location of the records.
(e) Apprentices. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations.

Prior to commencing work under this Agreement, Consultant shall provide City with a copy of the information submitted to any applicable apprenticeship program. Within sixty (60) days after work performed under this Agreement and comply with the requirements in California Labor Code on 1770 et seq. and 1810 et seq., and all other applicable laws, as they pertain to such work, DIR Monitoring and Enforcement. The public work and/or maintenance work performed under this Agreement shall be subject to compliance monitoring and enforcement by the Department of Industrial Relations (“DIR”). Consultant shall post job site notices, as prescribed by Prevailing Wages. Consultant shall pay prevailing wages to the extent required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request.

By initiating any work under this Agreement, Consultant acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem wages, and Consultant shall post a copy of the same at each job site where work is performed under this Agreement.

Penalty for Failure to Pay Prevailing Wages. Consultant sha be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Consultant shall, as a penalty to the City, forfeit
portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the

Vendor Agreement
concluding work pursuant to this Agreement, Consultant and each of its subcontractors shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that eight (8) hours labor constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section 1810.
(g) Penalties for Excess Hours. Consultant shall comply with and be bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work excess hours. The Consultant shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by the Consultant or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of 8 hours per day at not less than one and one-half (1½) times the basic rate of pay. (h) Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees if it has employees. By executing this Agreement, and in accordance with the provisions of California Labor Code Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake selfinsurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.” (i) Consultant’s Responsibility for Subcontractors. For every subcontractor who will perform work under this Agreement, Consultant shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code, and shall make such compliance a requirement in any contract with any subcontractor for work under this Agreement. Consultant shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a review of the certified payroll records of the subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or rectify any such failure by any subcontractor.

XI. VENDOR’S RECORDS
Records of the Vendor’s time pertaining to the services and records of accounts between the Agency and the Vendor will be kept on a generally recognized accounting basis. Vendor will also maintain all other records, including without limitation invoices, correspondence, specifications, drawings, progress reports, and the like, relating to the Vendor’s services. All records will be available to Agency during normal working hours. Vendor will maintain these records for three (3) years after final payment. calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in half (1½) times the basic rate of pay.

Workers’ Compensation. California Labor Code Sections 18 that every employer will be required to secure the payment of compensation to its employees if it has employees. By executing this Agreement, and in accordance with the provisions of California Labor Code Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.” Consultant’s Responsibility for Subcontract
perform work under this Agreement, Consultant shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor h compliance a requirement in any contract with any subcontractor for work under this Agreement. Consultant shall be required to take all actions necessary to enforce such