City Council and Authorities Concurrent
September 24, 2024

This Agreement, including the Exhibits set forth above, contains all the agreements, representations and understandings of the Parties, and supersedes and replaces any previous agreements, representations and understandings, whether oral or written. In the event of any inconsistency between the provisions of any of the Exhibits and the Terms and Conditions, the Terms and Conditions shall govern and control.

2. TERM OF AGREEMENT
A. Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on November 16, 2022 and terminate on November 30, 2025.

8. After the Initial Term, the City reserves the right, at its sole discretion, to extend the term of this Agreement for up to one (1) additional one-year term through November 30, 2026 ("Option Period"), subject to the appropriation of funds. See Exhibit D for Notice of Exercise to Option to Extend Agreement Form.

3. SCOPE OF SERVICES & PERFORMANCE SCHEDULE
Consultant shall perform those Services specified in Exhibit A within the time stated in Exhibit A. Time is of the essence.

4. WARRANTY
Consultant expressly warrants that all materials and services covered by this Agreement shall be fit for the purpose intended, shall be free from defect and shall conform to the specifications, requirements and instructions upon which this Agreement is based. Consultant agrees to promptly replace or correct any incomplete, inaccurate or defective Services at no further cost to City when defects are due to the negligence, errors or omissions of Consultant. If Consultant fails to promptly correct or replace materials or services, City may make corrections or replace materials or services and charge Consultant for the cost incurred by City.

5. QUALIFICATIONS OF CONSULT ANT - STANDARD OF CARE
Consultant represents and maintains that it has the expertise in the professional calling necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and City expressly relies upon Consultant's representations regarding its skills and knowledge. Consultant shall perform such Services and duties in conformance to and consistent with the professional standards of a specialist in the same discipline in the State of California .

Agreement with Safe Moves, Inc.

Rev. 07-01-18

6. COMPENSATION AND PAYMENT
. In consideration for Consultant's complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Exhibit B1, entitled "SCHEDULE OF FEES." The maximum compensation of this Agreement is Six Hundred Thousand Dollars ($600,000), subject to budget appropriations, which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment required to perform the Services. All work performed or materials provided in excess of the maximum compensation shall be at Consultant's expense.

Consultant shall not be entitled to any payment above the maximum compensation under any circumstance.

7. TERMINATION
A. Termination for Convenience. City shall have the right to terminate this Agreement, without cause or penalty, by giving not less than Thirty (30) days' prior written notice to Consultant.

B. Termination for Default. If Consultant fails to .perform any of its material obligations under this Agreement, in addition to all other remedies provided by law, City may terminate this Agreement immediately upon written notice to Consultant.

C. Upon termination, each Party shall assist the other in arranging an orderly transfer and close-out of services. As soon as possible following the notice of termination, but no later than ten (10) days after the notice of termination, Consultant will deliver to City all City information or material that Consultant has in its possession. •

8. ASSIGNMENT AND SUBCONTRACTING
City and Consultant bind themselves, their successors and assigns to all covenants of this Agreement. This Agreement shall not be assigned or transferred without the prior written approval of City. Consultant shall not hire subconsultants without express written permission from City.

Consultant shall be as fully responsible to City for the acts and omissions of its subconsultants, and of persons either directly or indirectly employed by them, as Consultant is for the acts and omissions of persons directly employed by it.

9. NO THIRD PARTY BENEFICIARY
This Agreement shall not be construed to be an agreement for the benefit of any third party or parties and no third party or parties shall have any claim or right of action under this Agreement for any cause whatsoever.

Agreement with Safe Moves, Inc.

Rev. 07-01-18

10. INDEPENDENT CONSULT ANT
Consultant and all person(s) employed by or contracted with Consultant to furnish labor and/or materials under this Agreement are independent Consultants and do not act as agent(s) or employee(s) of City. Consultant has full rights to manage its employees in their performance of Services under this Agreement.

11. CONFIDENTIALITY OF MATERIAL
All ideas, memoranda, specifications, plans, manufacturing procedures, data, drawings, descriptions, documents, discussions or other information developed or received by or for Consultant and all other written information submitted to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant and shall not, without the prior written consent of City, be used for any purposes other than the performance of the Services nor be disclosed to an entity not connected with performance of the Services. Nothing furnished to Consultant which is otherwise known to Consultant or becomes generally known to the related industry shall be deemed confidential.

12. OWNERSHIP OF MATERIAL
All material, which shall include, but not be limited to, data, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports, designs, technology, programming, works of authorship and other material developed, collected, prepared or caused to be prepared under this Agreement shall be the property of City but Consultant may retain and use copies thereof. City shall not be limited in any way or at any time in its use of said material. However, Consultant shall not be responsible for damages resulting from the use of said material for work other than Project, including, but not limited to, the release of this material to third parties.

13. RIGHT OF CITY TO INSPECT RECORDS OF CONSULT ANT
City, through its authorized employees, representatives or agents shall have the right during the term of this Agreement and for four (4) years from the date of final payment for goods or services provided under this Agreement, to audit the books and records of Consultant for the purpose of verifying any and all charges made by Consultant in connection with Consultant compensation under this Agreement, including termination of Consultant. Consultant agrees to maintain sufficient books and records in accordance with generally accepted accounting principles to establish the correctness of all charges submitted to City. Any expenses not so recorded shall be disallowed by City. Consultant shall bear the cost of the audit if the audit determines that there has been a substantial billing deviation in excess of five (5) percent adverse to the City.

Consultant shall submit to City any and all reports concerning its performance under this Agreement that may be requested by City in writing. Consultant Agreement with Safe Moves, Inc.

Rev. 07-01-18

agrees to assist City in meeting City's reporting requirements to the State and other agencies with respect to Consultant's Services hereunder.

14. HOLD HARMLESS/INDEMNIFICATION
A. To the extent permitted by law, Consultant agrees to protect, defend, hold harmless and indemnify City, its City Council, commissions, officers, employees, volunteers and agents from and against any claim, injury, liability, loss, cost, and/or expense or damage, including all costs and attorney's fees in providing a defense to any such claim or other action, and whether sounding in law, contract, tort, or equity, in any manner arising from, or alleged to arise in whole or in part from, or in any way connected with the Services performed by Consultant pursuant to this Agreement- including claims of any kind by Consultant's employees or persons contracting with Consultant to perform any portion of the Scope of Services - and shall expressly include passive or active negligence by City connected with the Services. However, the obligation to indemnify shall not apply if such liability is ultimately adjudicated to have arisen through the sole active negligence or sole willful misconduct of City; the obligation to defend is not similarly limited.

B. Consultant's obligation to protect, defend, indemnify, and hold harmless in full City and City's employees, shall specifically extend to any and all employment-related claims of any type brought by employees, Consultants, subconsultants or other agents of Consultant, against City (either alone, or jointly with Consultant), regardless of venue/jurisdiction in which the claim is brought and the manner of relief sought.

C. To the extent Consultant is obligated to provide health insurance coverage to its employees pursuant to the Affordable Care Act ("Act") and/or any other similar federal or state law, Consultant warrants that it is meeting its obligations under the Act and will fully indemnify and hold harmless City · for any penalties, fines, adverse rulings, or tax payments associated with Consultant's responsibilities under the Act.

15. INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth in Exhibit C, Consultant shall provide and maintain in full force and effect, at no cost to City, insurance policies as set forth in Exhibit C.

16. WAIVER
Consultant agrees that waiver by City of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Neither City's review, acceptance nor payments for any of the Services required under this Agreement Agreement with Safe Moves, Inc.

Rev. 07-01-18

shall be constructed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement.

17. NOTICES
All notices to the Parties shall, unless otherwise requested in writing, be sent to City addressed as follows:

City of Santa Clara
Attention: Department of Public Works, Carol Shariat
1500 Warburton Avenue
Santa Clara, CA 95050
and by e-mail at cshariat@santaclaraca .gov
And to Consultant addressed as follows:

Pat Hines
Safe Moves
15500 Erwin Street #2457
Van Nuys, CA 91411
and by e-mail at [email protected]
The workday the e-mail was sent shall control the date notice was deemed given.

An e-mail transmitted after 1 :00 p.m. on a Friday shall be deemed to have been transmitted on the following business day.

18. COMPLIANCE WITH LAWS
Consultant shall comply with all applicable laws and regulations of the federal, state and local government, including but not limited to "The Code of the City of Santa Clara, California" ("SCCC"). In particular, Consultant's attention is called to the regulations regarding Campaign Contributions (SCCC Chapter 2.130), Lobbying (SCCC Chapter 2.155), Minimum Wage (SCCC Chapter 3.20), Business Tax Certificate (SCCC section 3.40.060), and Food and Beverage Service Worker Retention (SCCC Chapter 9.60), as such Chapters or Sections may be amended from time to time or renumbered. Additionally Consultant has read and agrees to comply with City's Ethical Standards (http://santaclaraca.gov/home/showdocument?id=58299).

19. CONFLICTS OF INTEREST
Consultant certifies that to the best of its knowledge, no City officer, employee or authorized representative has any financial interest in the business of Consultant and that no person associated with Consultant has any interest, direct or indirect, which could conflict with the faithful performance of this Agreement. Consultant is familiar with the provisions of California Government Code section 87100 and Agreement with Safe Moves, Inc.

Rev. 07-01-18

following, and certifies that it does not know of any facts which would violate these code provisions. Consultant will advise City if a conflict arises.

20. FAIR EMPLOYMENT
Consultant shall not discriminate against any employee or applicant for employment because of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law.

21. NO USE OF CITY NAME OR EMBLEM
Consultant shall not use City's name, insignia, or emblem, or distribute any information related to services under this Agreement in any magazine, trade paper, newspaper or other medium without express written consent of City.

22. GOVERNING LAW AND VENUE
This Agreement shall be governed and construed in accordance with the statutes and laws of the State of California. The venue of any suit filed by either Party shall be vested in the state courts of the County of Santa Clara, or if appropriate, in the United States District Court, Northern District of California, San Jose, California.

23. SEVERABILITY CLAUSE
In case any one or more of the provisions in this Agreement shall, for any reason, be held invalid, illegal or unenforceable in any respect, it shall not affect the validity of the other provisions, which shall remain in full force and effect.

24. AMENDMENTS
This Agreement may only be modified by a written amendment duly authorized and executed by the Parties to this Agreement.

25. COUNTERPARTS
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but both of which shall constitute one and the same instrument.

Agreement with Safe Moves, Inc.

Rev. 07-01-18

The Parties acknowledge and accept the terms and conditions of this Agreement as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
~ orm
Office of the City Attorney
City of Santa Clara
Dated:
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"CITY"
aj
City anager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: ( 408) 241-6771
SAFE MOVES, INC.
a California corporation
11/10/2022
---~--------------~ J ~ By (Signature): r, YM
------------------Name: Pat Hines
Title: Founder/Executive Director
Principal Place of 15500 Erwin Street, #2457
Business Address: Van Nuys, CA 91411
Email Address: [email protected]
Telephone: (408) 374-8991
Fax: N/A
Agreement with Safe Moves, Inc.

Rev. 07-01-18
"CONSULTANT"

EXHIBIT A

SCOPE OF SERVICES
This Scope of Services defines the services and responsibilities of Consultant to provide professional services continuation of the City's Safe Routes to School program.

In addition to this Exhibit A, the Consultant's proposal in response to SOQ #22-23-10 dated August 12, 2022 and Consultant's Best and Final Offer dated September 2, 2022 provide context, supplemental information, and are incorporated by reference to the extent not inconsistent with the Agreement.

1. GENERAL

1.1. Consultant will provide professional services to implement Phase 3 of the City's Safe Routes to School (SRTS) program which encourages students to walk , bike, or scooter to and from school. Services will include education, encouragement, and evaluation aspects of the SRTS program. During Phase 3, additional schools will be added to the program and maps will be updated.

1.2. For Phase 3, the Consultant will provide services to expand the number of schools from the Santa Clara Unified School District (School District) participating in the City's existing program from twelve to seventeen. Services provided by Consultant will include developing SRTS maps, updating existing SRTS maps, outreach to schools, parents, Parent Teacher Associations (PTAs), neighbors, and students, and before and after surveys.

2. SCHOOLS

2.1. Phase 3 of the SRTS program will include the 12 schools already participating, plus five (5) additional schools as indicated in the table below. Phase 3 will continue through June 30, 2025.

Participating Schools in the SRTS Program
Bowers Elementary Hughes Elementary
Bracher Elementary Montague Elementary
Briarwood Elementary Scott Lane Elementary
Cabrillo Middle School Sutter Elementary
Don Callejon (K-8) Washington Elementary
Haman Elementary Westwood Elementary
Additional Schools to Add to the SRTS Program
Buchser Middle School Milliken Elementary
Central Park Elementary Pomeroy Elementary
Laurelwood Elementary
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

2.2. In addition, Consultant shall review and be familiar with the following documents for successful completion of this project:

2.2.1. Pedestrian Master Plan - https://www.santaclaraca.gov/our­ city/departments-g-z/public-works/engineering/traffic­
engineering/pedestrian-master-plan

2.2.2. Bicycle Master Plan - https://www.santaclaraca.gov/our­ city/departments-g-z/public-works/engineering/traffic­
engineering/bicycle-master-plan-update-2018 .

2.2.3. Safe Routes to School Phase 1 Final Report - City will provide

2.2.4. Safe Routes to School Phase 2 Final Report- City will provide

3. TASKS

3.1. The Consultant's general scope of work includes the implementation of the City's SRTS program; organize, facilitate, promote events and activities relating to the program and facilitate and document before and after surveys.

The program must include the training of teachers/PTA/volunteers to continue the program beyond this third phase of the project.

3.2. TASK 1: PROJECT INITIATION/MANAGEMENT
Task 1.1 Project Kick-off Meeting:

3.2.1. Upon receipt of a written "Authorization to Proceed" from the City, the City will hold a kick-off meeting with the Consultant team to review project scope, data requests, progress reports, deliverables, and timeline. City staff requires three (3) weeks for review and comment on administrative draft deliverables.

3.2.2. Consultant will provide an agenda for the project kick-off meeting with action items for review, and upon approval, distribute the final agenda.

3.2.3. Consultant will produce a short, informative PowerPoint to outline the work plan and strategies to be used to accomplish the project goals and objectives.

3.2.4. Consultant will provide a draft of the post-meeting notes, with action items, no later than seventy-two (72) hours after the meeting. A final draft will be provided within forty-eight (48) hours after receiving feedback from City project Manager.

Task 1.2 Staff Coordination with Consultant:

3.2.5. Biweekly face-to-face or conference call project team meetings with Consultant will be held to ensure good communication on upcoming tasks and to make sure the project remains on time and within budget.

Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

Task 1.3 Project Invoicing:

3.2.6. Consultant will prepare monthly invoices broken down by tasks with project reports that will be a concise summary status of activities and deliverables.

3.2.7. Monthly project report will document the program highlights, program activities, schedules of upcoming activities, certification forms documenting activities, meeting agendas and summary notes, photos/videos, copies of all collateral materials and copies of print and electronic media.

3.2.8. Monthly progress reports and invoices will be sent by the Consultant to the City Project Manager.

Task 1 Deliverables:

Task Deliverable

1.1 Meeting agenda and minutes

1.2 Biweekly meeting agenda, minutes, and action
items

1.3 Monthly progress reports and invoices

3.3. TASK 2: OUTREACH
Task 2.1 Website, Voicemail, and Email:

3.3.1 . Website Production and Monitoring: Consultant will produce and monitor website and social media platform such as Facebook, Twitter, lnstagram, Pinterest, YouTube and Vine. Consultant will:

3.3.1.1. Prepare an outline for relevant and timely social media updates and schedule of suggested social media posts, in coordination with the City Project Manager and Santa Clara Unified School District

3.3.1.2. Create social media platforms with unique names and hashtags for the campaign (for example, @SantaClara
SRTS, #SantaClaraSRTS) and encourage followers to use
the hashtags when sharing campaign messages.

3.3.1.3. Work with the City Project Manager to develop an editorial calendar to be posted on the City and School websites that will outline topics to be covered throughout the project term.

3.3.1 .4. Will develop content for a quarterly electronic newsletter to be posted on school and City websites.

3.3.2. The goals of the website and social media are to:

Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

3.3.2.1. Generate content to develop an on line community with parents, teachers, school administrators, and neighboring residents and business

3.3.2.2. Generate participation of SRTS Pop-Up events

3.3.2.3. Calendar listing of school events

3.3.2.4. Encourage active transportation options

3.3.2.5. Provide an online open forum for conversation

3.3.2.6. Increase awareness of bicycle and pedestrian safety

3.3.3. Consultant will create a project phone number/hotline and email address for the public to leave comments regarding the project.

3.3.3.1. Consultant will monitor the phone line daily, and all calls will be answered within 48 hours. A summary of calls and
comments will be included in the monthly reports.

3.3.3.2 . Consultant will monitor emails and all emails will be answered within 48 hours.

Task 2.2 Event Advertisement:

3.3.4. Consultant will provide advertising material to promote events documented in Task 3 and 4 to students, parents, school staff and other stakeholders . Advertising material can include items such as flyers (digital), posters, press release for SRTS kick-off event, text for both school and City websites and principal emails. All text on flyers, posters, and school websites related to all the events/activities must be approved by School District before distribution.

3.3.5. As described in Tasks 3 and 4, the Consultant will conduct a total of 237 events/workshops over the three (3) year program period. The Consultant will prepare 237 digital flyers (one flyer for each event) to be posted on the Peach jar website/platform .

3.3.5.1. Press release/advertisement/text will need to be developed for all 237 events that will be posted on both the City's project website page and each school's webpage. Finally, a total of 1 ,422 posters (6 posters for each event) shall be prepared to be displayed on each school campus.

3.3.6. Below are the deliverables for Task 2.

Task Deliverable

2.1 Project website, promotion materials

2.2 237 digital flyers
1,422 Posters
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

Task Deliverable
Press release/advertisement text all 237
events to be placed on all 17 school's
webpages and City's website.

3.4. TASK 3: EDUCATION
Task 3.1 Safe Routes to School Maps:

3.4.1. Consultant will conduct a walk audit within a half-mile of Washington Elementary which was included in Phase 2 of the program, along with Laurelwood Elementary and Milliken Elementary schools which are included in this Phase 3 of the program, to determine the best walking and biking routes to the school. Based on the walk audit along with 5- year collision history and crime statistics, the Consultant shall develop a SRTS walking/biking map for both elementary schools . The map must show locations of stop sign and traffic signal controlled intersections, marked crosswalks, crossing guards, all existing signs and marking, and other features that would concert study safety when walking/biking to school. An electronic copy of the map will be provided to the schools.

3.4.2. Consultant will identify infrastructure deficiencies such as sidewalks, crosswalk treatments, signing and striping upgrades, signalization modification, and other physical improvements. An infrastructure deficiency inventory list and maps showing the location of the improvements for all three schools listed above, along with engineering cost estimates for the improvements shall be provided to the City.

3.4.3. Consultant will review all SRTS maps already produced for 14 schools and develop maps for Laurelwood Elementary, Milliken Elementary and Washington Elementary. Consultant will update the maps to reflect existing conditions and to modify SRTS maps if safer biking/walking routes are found. Consultant will also take into consideration the most recent five-year collision data and crime statistics while updating all the existing maps. An electronic copy of the updated maps will be provided to each of the schools.

Task 3.2 Bicycle and Pedestrian Student Skills Training Rodeos

3.4.4. Consultant will teach students how to safely bike, walk, or scooter to school while following all traffic laws. Consultant will conduct 51 bicycle and pedestrian student skills training called rodeos (one rodeo each year at each of the 17 schools specified in Section 2.1 herein) over the three-year program. The rodeos must be completed for each class and one grade at a time to accommodate the learning abilities of all the different ages of students. The Consultant will be at one school for eight hours for maximum efficiency to train all the students at each Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

school. A total of 51 bicycle and pedestrian student skills training courses will occur over the course of the three-year program.

3.4.5. Consultant will create a rodeo toolkit that can be used for the bicycle and pedestrian student skills training courses described above. This toolkit can then be used at all of schools every year of the program.

Task 3.3 Parent/Teacher/Coordinator Training Workshops

3.4.6. Consultant shall conduct 17 parent, teacher, and coordinator training workshops on how to continue the SRTS program after the completion of Phase 3. The workshops shall be conducted at each of the 17 schools during the three-year term of the program.

3.4.7. The workshop will include the following components:

3.4.7.1 . The need, approach and benefits of bicycle and pedestrian safety education

3.4.7.2. Responsibilities of the SRTS volunteer (qualifications, screening, time commitment)

3.4.7.3. Teaching skills (Do's and Don'ts)

3.4.7.4. Understanding children's behaviors

3.4.7.5. Program Evaluation

3.4.7.6. Training techniques for bicycle and pedestrian safety

3.4.7.7. How to fit and adjust bicycles helmets

3.4.7.8. Bicycle Maintenance

3.4.7.9. Distribution of Handbook

3.4.8. A SRTS Toolkit that was developed in the last phase of the program will be used to train all those that may be involved in continuing the SRTS program. The Consultant will review the SRTS Toolkit and revise if necessary. The Toolkit will be used at the training workshops.

Consultant will convert the SRTS toolkit to an on-line learning platform.

3.4.9. In addition to the basic tasks to sustaining the SRTS program, participants will be taught:

3.4.9.1. How to use the Safe Routes Toolkit

3.4.9.2. Safe places to ride and walk

3.4.9.3. Unsafe places to ride and walk

3.4.9.4 . Explanation of traffic signs and signals

3.4.9.5. Rights and responsibilities of bicyclists and pedestrians

3.4.9.6. Helmet use (proper fit and adjustment)
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

3.4.9.7. Recognition and avoidance of common bicycle and pedestrian collisions

3.4.9.8. Explanation and demonstration of the role of crossing guards

3.4.9.9. Explanation/simulation of traffic environment (infrastructure)

3.4.9.10. Understanding of driver, bicyclist, and pedestrian behaviors

3.4.9.11. School transportation/traffic policies (pick-up and drop-off procedures)

3.4.9.12. Explanation of the school routes/neighborhood maps

3.4.9.13. Effects of bicycling and walking for a cleaner environment

3.4.9.14. Identification and avoidance of hot spots (crime, bullies, hazards, corners & crosswalks, truck traffic)

3.4.9.15. Explanation and promotion of Walking School Buses, Bicycle Trains, and scheduled encouragement programs

3.4.10. Below are the deliverables for Task 3.

Task Deliverables
Draft Safe Routes to School Maps (17)
Final Safe Routes to School Maps (17)
Draft Infrastructure Deficiency List, Map, and Cost

3.1 Estimates (3 schools)
Final Infrastructure Deficiency List, Map, and Cost
Estimates (3 schools)
Bicycle and Pedestrian Rodeos (51 events)
Summary of Conducted Rodeos, including pictures

3.2 (51 workshops)
Rodeo Toolkit (1)
Parent/teacher/coordinator training workshops (17
workshops)
Summary of Conducted Workshops, including
pictures (17 workshops)

3.3 Electronic copy of the revised Draft Safe Routes to School Toolkit
Electronic copy of the revised Final Safe Routes to
School Toolkit
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

3.5. TASK 4: ENCOURAGEMENT
Task 4.1 Kick-off Event

3.5.1. Consultant will conduct one SRTS kick-off event which will be conducted at one of the new participating schools. Consultant will coordinate with the School District to decide which school will host the kick-off event. Attendees at the event can include the Mayor, Councilmembers, motorcycle or bicycle Police Officers, Sharkie or 49ers mascot, etc. A press release will be conducted related to the event as well.

Task 4.2 Pop-Up Events

3.5.2. Consultant will conduct 15 SRTS pop-up events (five events per year).

The pop-up events are recommended to be booths at City community events such as the Art &Wine Festival, Earth Day, Health Fair, and Back-to-school night. Walking and biking incentives can be given out at these events such as helmets, safety lights, and pedometers.

Task 4.3 Encouragement Events

3.5.3. Consultant will conduct 153 total events (three events each year at each of the 17 schools) over the three-year program . The events will promote and encourage walking and bicycling to school and can include helmet decorating contests, "walk and roll" Fridays, helmet fitting events, walking school buses, and bicycle trains. The walking school buses and bicycle trains will coincide with October's Walk to School Day and May's Bike to School Day, respectively. Consultant will set up a meeting between the school principals, school district representatives, and City representatives to plan all events/activities.

3.5.4. The City received a California Office of Traffic Safety grant where a portion of the grant must be used to purchase helmets. Consultant must purchase $5000 worth of helmets to give away at any of the education or encouragement events. In addition, Consultant will purchase another $5,000 worth of any of the following combined:
bicycle lights, pedometers, rubber bracelets that have a safety message written across them or other safety devices to encourage safe walking and bicycling and can be handed out at all of the encouragement events/activities .

3.5.5. Below are the deliverables for Task 4.

Task Deliverable
One (1) Kick-Off Event

4.1 Meeting agenda, minutes, and action items for kick-off event (1 school)
Draft Press Release
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

Task Deliverable
Final Press Release
Summary of kick-off event, including pictures
Pop-up events (15 total events)

4.2 Summary of each pop-up event, including pictures (15 total events)
Encouragement events (153 total events)
Meeting agenda, minutes, and action items for each event (153 total activities/events)

4.3 Summary of each encouragement event/activity, including pictures (153 total activities/events)
$10,000 worth of bicycle helmets, lights, or other safety devices.

3.6. TASK 5: PROGRAM EVALUATION
Task 5.1 Surveys

3.6.1 . Consultant will create, distribute, analyze, and tabulate parent surveys and in-class student hand tallies yearly at each of the schools using standard Federal SRTS forms to evaluate changes in behavior associated with the program and to establish a baseline and ongoing data. Consultant will distribute one hand tally per classroom for each round of surveying and work with the teachers so that they understand how to administer the survey. Parent surveys will be provided in English, Spanish, and Chinese as these are the three most spoken languages within Santa Clara. An online survey must also be created and placed on the project's webpage. Consultant will conduct one parent survey and student tally at the beginning of the school year and at the end of the school year for all three years of the program, a total of six (6) surveys/tallies .

3.6.2. Consultant will need to do a tally of students using helmets at the start of the project, in the first year of the program, and then again in September of 2023. Each tally will be done at all 17 schools in the program. Consultant will provide a short summary report of the results of both tallies to the City.

Task 5.2 Annual Reports and Evaluation Report

3.6.3. Consultant will produce an annual report to summarize the program activities including number of events held, number of participants, and results of the parent surveys and student tallies for each of the schools.

3.6.4. The annual report will include the following:

Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

3.6.4.1. Program Highlights/ Success Stories

3.6.4.2. Summary of Key Policies and Documents

3.6.4.3. Outline of Goals and Objectives

3.6.4.4. Milestones

3.6.4.5. School Databases

3.6.4.6. Summary of Program Activities

3.6.4.7. Certification Forms documenting activities

3.6.4.8. Milestones

3.6.4.9. Summary of helmet and safety equipment distribution

3.6.4.10. Copies of Meeting Agendas and Summary Notes

3.6.4.11. PhotosNideos of Educational and Encouragement Programs

3.6.4.12. Program Pre and Post Surveys (parent, student & helmet)

3.6.4.13. Copies of all Collateral Material and Promotional Material

3.6.4.14. Letters of Support/Appreciation

3.6.4.15. Results of Contests

3.6.4.16. Copies of Print and Electronic Media

3.6.4.17 . Challenges - Barriers and how they were overcome

3.6.4.18. Next Steps/Strategies for Stakeholders

3.6.4.19. Directory of all Resource materials

3.6.4.20. Recommendations for future programming/ sustainability

3.6.5. At the end of the project, the Consultant will produce a final program evaluation report for all three program years which should include recommendations, so the program continues and remains sustainable in the future. The final report will be submitted in the following formats:

3.6.5.1. Final PDF

3.6.5.2. Original Word

3.6.5.3. Five (5) bound copies

3.6.5.4. One (1) unbound hard copy

3.6.6. Below are the deliverables for Task 5.

Task Deliverable
Draft Parent survey and student tally form (17 schools) Final Parent survey and student tally form (17 schools)

5.1 Parent surveys and student tallies (6 total surveys/tallies at all 17 schools)
Parent survey in English, Spanish, and Chinese
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

Task Deliverable
Students using helmet tally (2 total tallies at all 17 schools) Summary report of two helmet tallies

5.2 Three (3) annual reports (17 schools)
One (1) program evaluation report
Agreement with Safe Moves, lnc./Exhibit A-Scope of Services Rev. 07-01-18

EXHIBIT 81

SCHEDULE OF FEES

1. MAXIMUM COMPENSATION

1.1. The maximum amount payable for all services provided under this Agreement shall not exceed Six Hundred Thousand Dollars ($600,000), during the three-year initial term of the Agreement. No additional services will be performed unless both Parties execute an amendment outlining the services requested and the compensation agreed for such services.

1.2. All payments are based upon City's acceptance of Consultant's performance of services specified in Exhibit A, Scope of Services. City shall have no obligation to pay unless Consultant has successfully completed the work for which payment is due.

1.3. The compensation amount is specified below:

Total for All Tasks for Three Program Years (See B2 for Task Cost Breakdown by Year)
Contingency (Shall be used only for additional scope.)

TOTAL MAXIMUM COMPENSATION NOT-TO-EXCEED

2. FEES
$568,384 .75
$31,615 .25
$900,000.00

2.1. The hourly rates for Consultant's Personnel are listed below in Table B2:

Program Manager (Safe Pat Hines Moves)
Program Coordinator Pamela Nye Pedersen (Safe Moves)
Instructor Quinn Danz (Safe Moves)
Instructor Will Mellon (Safe Moves)
Instructor Marni Spencer-Delvin (Safe Moves)
Graphic and Social Media
Coordinator Eve Mazzara
(Safe Moves)
Agreement with Safe Moves, lnc./Exhibit 81-Schedule of Fees Rev. 07-01-1 8
$127.02
$46.22
$36.98
$36.98
$36.98
$46.22

Title Personnel Hourly Rate
Program Manager (KOA) Carlos Velasquez $164.99
Associate Planner Alberto Salgado $115.00 (KOA)
Associate Planner Sarai Osorio $51.76 (KOA)

2.2. The City will pay the Consultant for each task based on the task breakdown specified in Exhibit B2.

3. PRICING

3.1 . All hourly rates are fixed for the Initial Three-Year Term of the Agreement.

3.2. Contractor may request price adjustments after the initial three year term . Any price increases must be supported by a relevant industry specific index.

Requests for increase must be fully documented by Contractor. Price adjustments are subject to City's approval.

4. INVOICING REQUIREMENTS

4.1. Consultant shall invoice the City on a monthly basis for services performed by Consultant during the preceding month and provide the invoice in a format approved by the City, including but not limited to the information listed under Section 4.3 below.

4.2. City shall pay Consultant within thirty (30) days of City's receipt of an approved invoice.

4.3. Invoices shall include, at a minimum, the following:

4.3.1. Identify the task services were provided for;

4.3.2. Description of work performed;

4.3.3. Deliverables completed;

4.3.4. Amount for services provided by task;

4.3.5. The not-to-exceed amount for the task, invoiced amount to date, amount for the current invoice, and remaining not-to-exceed amount for the task.

Agreement with Safe Moves, lnc./Exhibit B1 -Schedule of Fees Rev. 07-01-18

EXHIBIT 82

FEES BY TASK AND YEAR

1. The City will pay Consultant for Year 1 based on the fee breakdown below:

TAS I K# DESCRIPTION I BUDGETED I
HOURS
"1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items
- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOTAL FOR TASK 1 240
2 OUTREACH

2.1 Website, Voicemail, and Email
Produce and monitor website
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 70 Coordinator (Safe Moves) Establish and monitor 12hone lines/voicemails/emails
- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves)

2.2 Event Advertisement
Advertising/12romotional materials
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 50 Coordinator (Safe Moves) 85 event/worksho12s announcements QOsted & 508 QOsters
printed/disolaved
Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-1 8
TOTAL
$3,002.60
$12,472.60
$6,121.60
$21,596.80
$13,284.00
$8,894.80
$4,389.20
$17,211.00
$9,240.60
$7,970.40

TAS I K# DESCRIPTION I BUDGETED I
HOURS
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
TOTAL FOR TASK 2
3 EDUCATION

3.1 Safe Routes to School Maps
Walk Audits {3 Schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe Moves)
- Carlos Velasquez, Program Manager (KOA)
- Alberto Salgado, Associate Planner (KOA)
- Sarai Osorio, Associate Planner (KOA)
Infrastructure Deficienc~ lnventorv List1 MaQ & Costs
- Pat Hines, Program Manager (Safe Moves)
- Carlos Velasquez, Program Manager (KOA)
- Alberto Salgado, Associate Planner (KOA)
- Sarai Osorio, Associate Planner (KOA)
Review/Revise School MaQs {14 schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe Moves)
- Carlos Velasquez, Program Manager (KOA)
- Alberto Salgado, Associate Planner (KOA)
- Sarai Osorio, Associate Planner (KOA)

3.2 Bicycle and Pedestrian Student Skills Training Rodeos Bike1 Scooter & Pedestrian Skill Trainings & Summarv
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
Agreement with Safe Moves, lnc./Exhibit 82-Fees by Task and Year Rev. 07-01-18
30 40
50 450
25 15
25 25
25 25
40 40
30 15
35 35
30 25
10 15
15 15
35 35
50 30
125
125
TOTAL
$30,495.00
$37,627.15
$15,005.05
$9,993.70
$12,628.40
$16,982.60
$16,982.60

TAS I K# DESCRIPTION I BUDGETED I

HOURS TOTAL
Rodeo Toolkit {See Qricing under Printing Year 1 Categor~ and SRTS Toolkit under Task 3.3}

3.3 Parent/Teacher/Coordinator Training Workshops
WorkshoQS
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) SRTS Toolkit {1}
- Pat Hines, Program Manager (Safe Moves) 55
- Pamela Nye Pedersen, Program Coordinator 30 (Safe Moves) - Eve Mazzara , Graphic and Social Media 80 Coordinator (Safe Moves) WorkshoQ Content
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara , Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 1215
4 ENCOURAGEMENT

4.1 Kick-off Event (1)
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 10
- Marni Spencer-Devlin, Instructor {Safe Moves) 10
- Eve Mazzara, Graphic and Social Media 35 Coordinator (Safe Moves)

4.2 Pop-Up Events (2)
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin , Instructor (Safe Moves) 50

4.3 Encouragement Events
Walking 1 scooter riding and bic~cle riding encouragement events (51)
- Pat Hines, Program Manager (Safe Moves)
Agreement with Safe Moves, lnc./Exhibit 82-Fees by Task and Year Rev. 07-01-18
90 $30,837.40
$11,375.30
$12,070 .30
$7,391 .80
$85,447.15
$7,058.10
$13,053.50
$35,037.90
$28,072 .20

TAS I K# DESCRIPTION
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
OTS funded helmets and safet~ eguigment
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
TOTAL FOR TASK 4
5 PROGRAM EVALUATION

5.1 Surveys
Pre and Post Parent Surve~s and Student Tallies
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
OTS Pre and Post Helmet Surve:t:s (17 Schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) .

5.2 (1) Annµal Report (17 Schools)
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
TOTAL FOR TASK 5
Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-18

BUDGETED I

HOURS TOTAL
60 100
100
100
60 $6,965.70
25 50
20 20
965 $55,149.50
$24,745.90
$9,033.70
30 40
20 20
20 25
$15,712.20
40 40
50 50
100
30 $5,486.50
25 20
30 540 $30,232.40

Printin
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00
SRTS Toolkit (Guide) $ 2,500.00
508 Posters $ 1,200.00
Safety Tips for Students & Parents $ 2,500.00
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $ 10,000.00
EQUIPMENT PURCHASED FIRST YEAR FOR ALL 3 YEARS
714 OTS Funded Helmets@ $7.00 per helmet (includes tax & handling) $ 5,000.00 2,500 Pedometers @ $1 .00 per pedometer (includes tax & handling) $ 2,500.00 300 Front/Rear Bike Lights @ $8.30 per light (includes tax & handling) $ 2,490.00 TOTAL FOR EQUIPMENT $ 9,990.00
YEAR 1 TOTAL $242,910.85

2. The City will pay Consultant for Year 2 based on the fee breakdown below:

TA:K I DESCRIPTION I BUDGETED I
HOURS
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items
- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOTAL FOR TASK 1 240
2 OUTREACH

2.1 Website, Voicemail, and Email
Produce and monitor website
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-18
TOTAL
$3,002.60
$12,472.60
$6,121.60
$21,596.80
$11,897.40
$7,508.20

- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
Establish and monitor phone lines/voicemails/emails
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves

2.2 Event Advertisement
Advertising/promotional materials
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
20 40
40 40
30 8 e o shops announcements posted & 508 posters
i' '

3.1 3.2
ed
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
T0TAL FOR TASK 2

EDUCATION
Safe Routes to School Maps
Walk Audits (3 Schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
Infrastructure Deficienc~ lnventoQ! List1 Map & Costs
- Pat Hines, Program Manager (Safe Moves)
Review/Revise School Maps (14 schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
Bicycle and Pedestrian Student Skills Training Rodeos
Bike1 Scooter & Pedestrian Skill Trainings & Summarv
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-18
30 40
30 380
25 15
25 25
30 30
25 50
30 125
125
$4,389.20
$15,362.20
$8,316 .20
$7,046.00
$27,259.60
$14,494.50
$5,717.80
$3,810.60
$4,966 .10
$16,982.60
$16,982 .60

TA#SK I DESCRIPTION I BUDGETED I
HOURS
Rodeo Toolkit {Develo12ed in Year 1}

3.3 Parent/Teacher/Coordinator Training Workshops
Worksho12s
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) SRTS Toolkit (1} (DeveloQed in Year 1}
Worksho12 Content
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 710
4 ENCOURAGEMENT

4.1 Kick-off Event (1) NONE

4.2 Pop-Up Events (5)
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe Moves) 50

4.3 Encouragement Events
Walking 1 scooter riding and bicycle riding encouragement events (51}
- Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator 60 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe Moves) 100
- Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safet~ egui12ment (Purchased in year 1)
TOTAL FOR TASK 4
5 PROGRAM EVALUATON

5.1 Surveys
Agreement with Safe Moves, lnc./Exhibit 82-Fees by Task and Year Rev. 07-01-18
715
TOTAL
NIA
$18,767.10
$11,375.30
N/A
$7,391.80
$50,244.20
N/A
$13,053.50
$27,147.80
$27,147.80
N/A
$40,201.30
$9,033.70

TA#SK I DESCRIPTION I BUDGETED I

HOURS TOTAL
Pre and Post Parent Surve~s and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe Moves) 20
- Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Surve1s {17 Schools} NIA

5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 20 (Safe Moves) - Eve Mazzara , Graphic and Social Media 30 Coordinator (Safe Moves) TOTAL FOR TASK 5 230 $14,520.20
TOTAL FOR ALL TASKS $153,822.10
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $1,500.00
508 Posters $1,200 .00
Safety Tips for Students & Parents $2,500.00
51 Encourageme nt Event Flyers $2,300 .00
TOTAL FOR PRINTING $7,500 .00
YEAR2TOTAL $161,322.10

3. The City will pay Consultant for Year 3 based on the fee breakdown below:

TASK# I DESCRIPTION I BUDGETED I
HOURS
1 PROJECT INITIATON

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 10 Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen , Program Coordinator (Safe 50 Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-18
Total
$3,002.60
$12,472.60
$6,121.60

TASK# DESCRIPTION BUDGETED
HOURS
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 50 Moves) TOTAL FOR TASK 1 240
2 OUTREACH

2.1 Website, Voicemail, and Email
Produce and monitor website
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) Establish and monitor 12hone lines/voicemails/emails
- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves)

2.2 Event Advertisement
Advertising/12romotional materials
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) 85 event/worksho12s announcements 12osted & 508 12osters orinted/disolaved
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
TOTAL FOR TASK 2
3 EDUCATION

3.1 Safe Routes to School Maps
Walk Audits {3 Schools}
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves)
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor (Safe Moves)
Infrastructure Deficiencl lnventor:t: List1 Ma12 & Costs - Pat Hines, Program Manager (Safe Moves)
Agreement with Safe Moves, lnc./Exhibit 82-Fees by Task and Year Rev. 07-01-18
30 40
30 380
25 15
25 25
30 Total
$21,596.80
$11,897.40
$7,508.20
$4,389 .20
$15,362.20
$8,316.20
$7,046 .00
$27,259.60
$14,494.50
$5,717 .80
$3,810 .60

TASK# I DESCRIPTION I BUDGETED I
HOURS Total
Review/Revise School MaQS {14 schools} $4,966.10
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves)

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike1 Scooter & Pedestrian Skill Trainings & Summary: $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 30 Moves) - Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit (DeveloQed in Year 1} N/A

3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10 WorkshoQs $11,375.30
- Pat Hiries, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) SRTS Toolkit {1} {DeveloQed in Year 1} NIA
WorkshoQ Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 710 $50,244.20
4 ENCOURAGEMENT

4.1 Kick-off Event (1) NONE N/A

4.2 Pop-Up Events ( 5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe Moves) 50

4.3 Encouragement Events $27,147.80
Walking1 scooter riding and bicy:cle riding encouragement $27,147 .80 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator (Safe 60 Moves) Agreement with Safe Moves, lnc./Exhibit 82-Fees by Task and Year Page 31 of 38 Rev. 07-01-18 •
TASK# I DESCRIPTION I BUDGETED I
HOURS
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe Moves) 100
- Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safetY: egui12ment {Purchased in 1ear 1} TOTAL FOR TASK 4 715
5 PRORGRAM EVALUATION

5.1 Surveys
Pre and Post Parent Survevs and Student Tallies
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe Moves) 20
- Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Survevs (17 Schools)

5.2 (1) Annual Report (17 Schools) & Program Evaluation Report (17 Schools)
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves)
TOTAL FOR TASK 5

TOTAL FOR ALL TASKS
Printing
Rodeo Flyer & Permission Form for 17 Rodeos
508 Posters
Safety Tips for Students & Parents
51 Encouragement Event Flyers

TOTAL FOR PRINTING
YEAR3TOTAL
Agreement with Safe Moves, lnc./Exhibit B2-Fees by Task and Year Rev. 07-01-18
40 30
40 265
Total
NIA
$40,201.30
$9,033.70
$9,033.70
NIA
$8,316.20
$17,349.90
$156,651.80
$1,500.00
$1,200.00
$2,500.00
$2,300.00
$7,500.00
$164,151.80

EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting the Contractor's indemnification of the City, and prior to commencing any of the Services required under this Agreement, the Contractor shall provide and maintain in full force and effect during the period of performance of the Agreement and for twenty-four (24) months following acceptance by the City, at its sole cost and expense, the following insurance policies from insurance companies authorized to do business in the State of California. These policies shall be primary insurance as to the City of Santa Clara so that any other coverage held by the City shall not contribute to any loss under Contractor's insurance. The minimum coverages, provisions and endorsements are as follows:

A. COMMERCIAL GENERAL LIABILITY INSURANCE

1. Commerci~I General Liability Insurance policy which provides coverage at least as broad as Insurance Services Office form CG 00 01. Policy limits are subject to review, but shall in no event be less than, the following:
$1,000,000 Each Occurrence
$2,000,000 General Aggregate
$2,000,000 Products/Completed Operations Aggregate
$1,000,000 Personal Injury

2. Exact structure and layering of the coverage shall be left to the discretion of Contractor; however, any excess or umbrella policies used to meet the required limits shall be at least as broad as the underlying coverage and shall otherwise follow form.

3. The following provisions shall apply to the Commercial Liability policy as well as any umbrella policy maintained by the Contractor to comply with the insurance requirements of this Agreement:
a. Coverage shall be on a "pay on behalf' basis with defense costs payable in addition to policy limits;
b. There shall be no cross liability exclusion which precludes coverage for claims or suits by one insured against another; and c. Coverage shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits of liability.

Agreement with Safe Moves, lnc./Exhibit C-lnsurance Requirements Rev. 07-01-18

B. BUSINESS AUTOMOBILE LIABILITY INSURANCE
Business automobile liability insurance policy which provides coverage at least as broad as ISO form CA 00 01 with policy limits a minimum limit of not less than one million dollars ($1,000,000) each accident using, or providing coverage at least as broad as, Insurance Services Office form CA 00 01. Liability coverage shall apply to all owned (if any), non-owned and hired autos.

C. WORKERS' COMPENSATION

1. Workers' Compensation Insurance Policy as required by statute and employer's liability with limits of at least one million dollars ($1,000,000) policy limit Bodily Injury by disease, one million dollars ($1,000,000) each accident/Bodily Injury and one million dollars ($1,000,000) each employee Bodily Injury by disease.

2. The indemnification and hold harmless obligations of Contractor included in this Agreement shall not be limited in any way by any limitation on the amount or type of damage, compensation or benefit payable by or for Contractor or any subcontractor under any Workers' Compensation Act(s), Disability Benefits Act(s) or other employee benefits act(s).

3. This policy must include a Waiver of Subrogation in favor of the City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents.

D. PROFESSIONAL LIABILITY
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against negligent acts, errors or omissions of the Contractor. Covered services as designated in the policy must specifically include work performed under this agreement. Coverage shall be in an amount of not less than one million dollars ($1,000,000) per claim or two million dollars ($2,000,000) aggregate. Any coverage containing a deductible or self-retention must first be approved in writing by the City Attorney's Office.

E. COMPLIANCE WITH REQUIREMENTS
All of the following clauses and/or endorsements, or similar provisions, must be part of each commercial general liability policy , and each umbrella or excess policy.

1. Additional Insureds. City of Santa Clara, its City Council, commissions, officers, employees, volunteers and agents are hereby added as additional insureds in respect to liability arising out of Contractor's work for City, using Insurance Services Office (ISO) Endorsement CG 20 10 11 85, Agreement with Safe Moves, lnc./Exhibit C-lnsurance Requirements Rev. 07-01-18

or the combination of CG 20 10 03 97 and CG 20 37 10 01, or its equivalent.

2. Primary and non-contributing. Each insurance policy provided by Contractor shall contain language or be endorsed to contain wording making it primary insurance as respects to, and not requiring contribution from, any other insurance which the indemnities may possess, including any self-insurance or self-insured retention they may have. Any other insurance indemnities may possess shall be considered excess insurance only and shall not be called upon to contribute with Contractor's insurance.

3. Cancellation.
a. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided due to non-payment of premiums shall be effective until written notice has been given to City at least ten (10) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice shall be given at least ten (10) days prior to the effective date of non-renewal.
b. Each insurance policy shall contain language or be endorsed to reflect that no cancellation or modification of the coverage provided for any cause save and except non-payment of premiums shall be effective until written notice has been given to City at least thirty (30) days prior to the effective date of such modification or cancellation. In the event of non-renewal, written notice shall be given at least thirty (30) days prior to the effective date of non­ renewal.

4. Other Endorsements. Other endorsements may be required for policies other than the commercial general liability policy if specified in the description of required insurance set forth in Sections A through E of this Exhibit C, above.

F. ADDITIONAL INSURANCE RELATED PROVISIONS
Contractor and City agree as follows:

1. Contractor agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by Contractor, provide the same minimum insurance coverage required of Contractor, except as with respect to limits. Contractor 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 Agreement. Contractor agrees that upon request by City, all agreements with, and insurance compliance Agreement with Safe Moves, lnc./Exhibit C-lnsurance Requirements Rev. 07-01-18

documents provided by, such subcontractors and others engaged in the project will be submitted to City for review.

2. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

3. The City reserves the right to withhold payments from the Contractor in the event of material noncompliance with the insurance requirements set forth in this Agreement.

G. EVIDENCE OF COVERAGE
Prior to commencement of any Services under this Agreement, Contractor, and each and every subcontractor (of every tier) shall, at its sole cost and expense, provide and maintain not less than the minimum insurance coverage with the endorsements and deductibles indicated in this Agreement. Such insurance coverage shall be maintained with insurers, and under forms of policies, satisfactory to City and as described in this Agreement. Contractor shall file with the City all certificates and endorsements for the required insurance policies for City's approval as to adequacy of the insurance protection.

H. EVIDENCE OF COMPLIANCE
Contractor or its insurance broker shall provide the required proof of insurance compliance, consisting of Insurance Services Office (ISO) endorsement forms or their equivalent and the ACORD form 25-S certificate of insurance (or its equivalent), evidencing all required coverage shall be delivered to City, or its representative as set forth below, at or prior to execution of this Agreement.

Upon City's request, Contractor shall submit to City copies of the actual insurance policies or renewals or replacements. Unless otherwise required by the terms of this Agreement, all certificates, endorsements, coverage verifications and other items required to be delivered to City pursuant to this Agreement shall be emailed to:
[email protected]
Or mailed to:

EBIX Inc.

City of Santa Clara Department of Public Works
P.O. Box 100085 - S2
Duluth, GA 30096
Agreement with Safe Moves, lnc./Exhibit C-lnsurance Requirements Rev. 07-01-18

Telephone number: 951-766-2280
Fax number: 770-325-0409
I. QUALIFYING INSURERS
All of the insurance companies providing insurance for Contractor shall have, and provide written proof of, an A. M. Best rating of at least A minus 6 (A- VI) or shall be an insurance company of equal financial stability that is approved by the City or its insurance compliance representatives.

Agreement with Safe Moves, lnc./Exhibit C-lnsurance Requirements Rev. 07-01 -18

EXHIBIT D

NOTICE OF EXERCISE OF OPTION TO EXTEND AGREEMENT
AGREEMENT TITLE:

CONTRACTOR:

DATE:

Pursuant to Section _ of the Agreement referenced above, the City of Santa Clara hereby exercises its option to extend the term under the following provisions:

I OPTION NO. # of#

NEW OPTION TERM
I Begin date:

End date:
□ CHANGES IN RATE OF COMPENSATION
I Percentage change in CPI upon which adjustment is based:

Pursuant to Section _ of the Agreement the rates of compensation are hereby adjusted as follows:
(use attachment if necessary)
I MAXIMUM COMPENSATION for New Option Term:

For the option term exercised by this Notice, City shall pay Contractor an amount not to exceed the amount set forth above for Contractor's services and reimbursable expenses, if any. The undersigned signing on behalf of the City of Santa Clara hereby certifies that an unexpended appropriation is available for the term exercised by this Notice, and that funds are available as of the date of this signature.

Approved as to Form:

Office of the City Attorney
City of Santa Clara
Dated:

Rajeev Batra
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
Agreement with Safe Moves, lnc./Exhibit D - Notice of Exercise of Option Page 38 of 38 22-1190

REPORT TO COUNCIL

SUBJECT
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@Santa Clara City
Agenda Date: 11/15/2022
Action on a Professional Services Agreement with Safe Moves, Inc. for the Safe Routes to School Project

COUNCIL PILLAR
Deliver and Enhance High-Quality Efficient Services and Infrastructure

BACKGROUND
Since 2011, the City has completed two phases of the Safe Routes to School program (SRTS Program), which encourages students to walk, bike, or scooter to and from school through various educational activities . The SRTS Program was facilitated through a collaborative effort with the Santa Clara Unified School District (SCUSD) that includes classroom education, after school skills training, encouragement activities and events, and the creation of maps. The program has been well received and aims to increase the number of students walking and biking to the participating schools. Together staff and the SCUSD have selected 17 schools to participate in Phase 3 of the SRTS Program.

Funding for the SRTS Program was previously received through a Vehicle Emissions Reductions Based at Schools (VERBS) grant; however, VERBS grant funds are no longer available. Staff confirmed with the Santa Clara Valley Transportation Authority (VTA) that funds received from the 2016 Measure B Bicycle & Pedestrian Education and Encouragement Program are eligible to use on the SRTS Program .

On June 9, 2020, the City Council approved and authorized the City Manager to execute an agreement with the VTA to receive funds from the 2016 Measure B Bicycle & Pedestrian Education and Encouragement Program (Agenda Item 3.E.). This program covers three main categories: 1) activities and the development and distribution of materials that are designed and intended to promote, educate, and/or encourage safe walking or bicycling for residents or visitors of all ages and abilities, 2) communication to residents and visitors about the benefits of walking and bicycling, and 3) communication to school children, residents, and visitors about the rights and responsibilities of pedestrians, bicyclists, and motorists.

DISCUSSION
Pursuant to the City Code, a formal Request for Proposals (RFP) was conducted as the solicitation method for this procurement, with the award recommendation based on "best value." The City published an RFP for professional services for Phase 3 of the SRTS Program on July 15, 2022 using the City's e-procurement platform. The City received one proposal from Safe Moves, Inc. (Safe Moves) which was thoroughly reviewed and evaluated by staff who determined that their proposal satisfied all the RFP requirements. The City elected to conduct a Best and Final Offer City of Santa Clara Page 1 of2 Printed on 11/8/2022
powered by Legistarn.,
22-1190 Agenda Date: 11/15/2022
(BAFO) to memorialize clarifications and provide a final opportunity for Safe Moves to revise their cost proposal.

Staff recommends awarding the agreement to Safe Moves for having submitted the sole responsive proposal. Safe Moves assisted the City with Phase 2 of the SRTS Program and also has extensive experience completing SRTS Program activities for other municipalities.

Under the agreement, Safe Moves will provide professional services to assist the City with the education, encouragement, and evaluation aspects of the SRTS Program . Compensation will be fixed for the initial three-year term of the agreement and will be paid on an hourly basis with not-to­ exceed limits. In addition to the initial term, there is one one-year option to extend the term of the agreement for a total of four years, assuming the option is exercised.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.

FISCAL IMPACT
The proposed agreement is for a total not-to-exceed amount of $600,000. This amount includes $568,384.75 for basic services and a contingency of $31,615.25 for potential additional services needed throughout the three-year project. Funds for the agreement are available in the Safe Routes to School Project (CIP 1376) in the Streets and Highways Capital Fund.

COORDINATION
This report has been coordinated with the Finance Department and the City Attorney's Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City's website and in the City Clerk's Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk's Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Authorize the City Manager to execute a professional services Agreement with Safe Moves, Inc. for the Safe Routes to School Program for an initial three-year term with maximum compensation not-to-exceed $600,000;

2. Authorize the City Manager to make minor modifications to the Agreement and execute a one-year option to extend the agreement after the initial term, subject to the appropriation of funds.

Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager

ATTACHMENTS

1. Agreement with Safe Moves, Inc.

City of Santa Clara Page 2 of 2 Printed on 11/8/2022
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Ebix Insurance No. S200003681
AMENDMENT NO. 1

TO THE AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA ,
AND
SAFE MOVES, INC.

PREAMBLE
Thfs agreement ("Amendment No. 1 ") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Safe Moves, Inc., a California corporation , (Consultant) . City and Consultant may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement."

RECITALS
A. The Parties previously entered into an agreement entitled "Agreement for Services Between the City of Santa Clara, California , and Safe Moves, Inc.", dated November 11 , 2022 (Agreement); and
B. The Parties. entered into the Agreement for the purpose of having Consultant provide professional services to organize, facilitate, promote events, and activities relating to the City's Safe Routes to School program and facilities in the program, and the Parties now wish to amend the Agreement to increase compensation by $45,200 for a revised total not-to-exceed maximum compensation of $645,200.

NOW, THEREFORE, the Parties agree as follows:

AMENDMENT TERMS AND CONDITIONS

1. Section 6 of the Agreement, entitled "COMPENSATION AND PAYMENT" IS hereby amended to read as follows:
"In consideration for Consultant's complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Revised Exhibit B1 , entitled "SCHEDULE OF FEES." The maximum compensation of this Agreement is Six Hundred Forty-Five Thousand Two Hundred Dollars ($645,200) , subject to budget appropriations , which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment req"Uired to perform the Services. All work performed or materials provided in excess of the maximum compensation shall be at Consultant's expense. Consultant shall not be entitled to any payment above the maximum compensation under any circumstance." Amendment No. 1 to Agreement/Safe Moves, Inc.

Rev. 10/25/19

2. Exhibit B1 of the Agreement, entitled "SCHEDULE OF FEES" is hereby amended to read as shown In Revised Exhibit 1311 attached herein.

3. Exhibit 82 of the Agreement, entllled "FEES BY TASK AND YEAR'' is hereby amended to read as shown In Revised Exhibit B2, attached herein.

4. Except as set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. In case of a conflict In the terms of the Agreement and this Amendment No. 1, the provisions of this Amendment No. 1 shall control.

The Parties acknowledge and accept the terms and conditions of this Amendment No. 1 as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Form:

Yr:lv---~
Dated: ' 0 /i1 j '1.. "\
~.= GLEN R. GOOGINS
City Attorney
"CITY"
JO .
~
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
SAFE MOVES, INC.
a California corporation
Dated: j3/2~
By (Signature):JJ4
Name: at Hines
Title: Founder/Executive Director
Princlpal Place of 15500 Erwin Street, #2457
Business Address: Van Nuys, CA 91411
Email Address: [email protected]
Telephone: (408) 37-8991
Fax: N/A
"CONSULTANT"
Amendment No. 1 to AgreemenV Safe Moves, Inc
Rev. 10/25/2019

REVISED EXHIBIT 81

SCHEDULE OF FEES

1. MAXIMUM COMPENSATION

1.1. The maximum amount payable for all services provided under this Agreement shall not exceed Six Hundred Forty-Five Thousand Two Hundred Dollars ($645,200), during the three-year initial term of the Agreement. No additional services will be performed unless both Parties execute an amendment outlining the services requested and the compensation agreed for such services .

1.2. All payments are based upon City's acceptance of Consultant's performance of services specified in Exhibit A, Scope of Services. City shall have no obligation to pay unless Consultant has successfully completed the work for which payment is due.

1.3. The compensation amount is specified below:

Tota l for All Tasks for Three Program Years (See 82 for Task Cost Breakdown by Year)
Contingency (Shall be used only for additional scope.)
ORIGINAL TOTAL MAXIMUM COMPENSATION NOT-TO­
EXCEED
Amendment No. 1
REVISED TOTAL MAXIMUM COMPENSATION NOT-TO­
EXCEED

2. FEES
$568,384.75
$31,615.25
$600,000.00
$45,200.00
$645,200.00

2.1 . The hourly rates for Consultant 's Personnel are listed below in Table B2:

Program Manager (Safe
Moves)
Program Coordinator
(Safe Moves)
Instructor
(Safe Moves)
Pat Hines $127.02
Pamela Nye Pedersen $46.22
Quinn Danz $36.98
Amendment No. 1 to AgreemenUSafe Moves, lnc./Revised Exbibit B1 - Schedule of Fees Page 1 Rev. 10/25/19
Title I Personnel I Hourly Rate
Instructor Will Mellon $36.98 (Safe Moves)
Instructor Marni Spencer-Delvin $36.98 (Safe Moves)
Graphic and Social Media
Coordinator Eve Mazzara $46.22
(Safe Moves)
Program Manager (KOA) Carlos Velasquez $164.99
Associate Planner Alberto Salgado $54.19 (KOA)
Associate Planner Sarai Osorio $51.76 (KOA)

2.2. The City will pay the Consultant for each task based on the task breakdown specified in Revised Exhibit 82.

3. PRICING

3.1 . All hourly rates are fixed for the Initial Three-Year Term of the Agreement.

3.2. Consultant may request price adjustments after the initial three year term. Any price increases must be supported by a relevant industry specific index.

Requests for increase must be fully documented by Consultant. Price adjustments are subject to City's approval.

4. INVOICING REQUIREMENTS

4.1. Consultant shall invoice the City on a monthly basis for services performed by Consultant during the preceding month and provide the invoice in a format approved by the City, including but not limited to the information listed under Section 4.3 below,

4.2. City shall pay Consultant within thirty (30) days of City's receipt of an approved invoice.

4.3. Invoices shall include, at a minimum, the following:
1 .3.1 . Identify the task services were provided for;

1.3.2. Description of work performed;

1.3.3. Deliverables completed;

1.3.4. Amount for services provided by task;

1.3.5. The not-to-exceed amount for the task, invoiced amount to date, amount for the current invoice, .and remaining not-to-exceed amount for the task.

Amendment No. 1 to Agreement/Safe Moves, lnc./Revised Exbibit B1 - Schedule of Fees Rev. 10/25/2019

1. AMENDMENT NO. 1
REVISED EXHIBIT 82

FEES BY TASK AND YEAR
·1 .1. The following number of tasks are being funded by the 2023 California Office of Traffic Safety Grant and will be completed in Year 2. These tasks must be completed by September 30, 2024 and at the following cost:
• Total Cost
Bike Rodeo $1,000.00 30 $30 ,000.00
Student Assemblies $150.00 68 $10 ,200.00
Bicycle Helmets $10.00 300 $3,000.00
Bicycle Safety Equipment $2,000.00 1 $2,000.00
TOTAL $45,200.00

2. The City will pay Consultant for Year 1 based on the fee breakdown below:

TA:K I DESCRIPTION I BUDGETED I

HOURS TOTAL
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action $31002.60 Items - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Promam Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOTAL FOR TASK 1 240 $21,596.80
2 OUTREACH

2.1 Website, Voicemail, and Email $13,284.00
Produce and monitor website $8,894.80
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 70
Amendment No. 1 to Agreement/Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 1 Rev. 10/25/19
Establish and monitor ~hone lines/voicemails/emails $4,389.20 - Pat Hines,.Pro ram Mana er Safe Moves 20
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves

2.2 Event Advertisement $17,211.00
Advertisin / romotional materials $9,240.60
- Pat Hines, Pro ram Mana er Safe Moves 40
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves - Eve M1:1zzara, Graphic and Social Media 50 Coordinator Safe Moves 85 event/worksho s announcements ~osted & 508 $7,970.40 - Pat Hines, Pro ram Mana er Safe Moves 30
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves - Eve Mazzara, Graphic and Social Media 50 Coordinator Safe Moves TOTAL FOR TASK 2 450 $30,495.00
3 EDUCATION

3.1 Safe Routes to School Maps $37,627.15
Walk Audits 3 Schools $15,005.05
- Pat Hines, Pro ram Mana er Safe Moves 25
- Pamela Nye Pedersen, Program Coordinator 15 Safe Moves - Quinn Danz, Instructor Safe Moves 25
- Will Mellon, Instructor Safe Moves 25
- Marni Spencer-Devlin, Instructor (Safe 25 Moves
- Carlos Velas uez, Pro ram Mana er KOA 25
- Alberto Sal ado, Associate Planner KOA 40
- Sarai Osorio, Associate Planner KOA 40
Infrastructure Deficienclt: lnventorlt: List1 MaQ & Costs $9,993.70 - Pat Hines, Pro ram Mana er Safe Moves 30
- Carlos Velas uez, Program Mana er KOA 15
- Alberto Sal ado, Associate Planner KOA 35
- Sarai Osorio, Associate Planner KOA 35
Review/Revise School Ma s 14 schools $12,628.40
- Pat Hines, Pro ram Mana er Safe Moves 30
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 2 Rev. 10/25/2019
TASK DESCRIPTION BUDGETED TOTAL # HOURS
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 15
- Marni Spencer-Devlin, Instructor (Safe 15 Moves)
- Carlos Velasquez, Program Manager (KOA) 15
- Alberto Salgado, Associate Planner (KOA) 35
- Sarai Osorio, Associate Planner (KOA) 35

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike1 Scooter & Pedestrian Skill Trainings & Summary $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 30 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit {See Qricing under Printing Year 1 Categor~ and SRTS Toolkit under Task 3.3)

3.3 Parent/Teacher/Coordinator Training Workshops $30,837.40 WorkshoQs $11 ,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) SRTS Toolkit {1) $12,070.30
- Pat Hines, Program Manager (Safe Moves) 55
- Pamela Nye Pedersen, Program Coordinator 30 (Safe Moves) - Eve Mazzara, Graphic and Social Media 80 Coordinator (Safe Moves) WorkshoQ Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 1215 $85,447.15
4 ENCOURAGEMENT

4.1 Kick-off Event (1) $7,058.10
- Pat Hines, Program Manager (Safe Moves) 25
-..Pamela Nye Pedersen, Program Coordinator 25
·Amendment No. 1 to AgreemenU Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 3 Rev. 10/25/2019
TA;K I DESCRIPTION I BUDGETED I

HOURS TOTAL
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 10
- Marni Spencer-Devlin , Instructor (Safe 10 Moves)
- Eve Mazzara , Graphic and Social Media 35 Coordinator (Safe Moves)

4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Dev lin, Instructor (Safe 50 Moves)

4.3 Encouragement Events $35,037 .90
Walking 1 scooter riding and bicycle riding encouragement $28,072.20 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator 60 (Safe Moves) - Quinn Danz, Instructor (Safe Moves} 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe 100 Moves)
- Eve Mazzara, Graphic and Social Media 60 Coordinator (Safe Moves) OTS funded helmets and safetv eauioment $6,965.70
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
TOTAL FOR TASK 4 965 $55,149.50
5 PROGRAM EVALUATION

5.1 Surveys $24,745.90
Pre and Post Parent Survej'.s and Student Tallies $9,033.70 - Pat Hines, Proqram Manaqer (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) Amendment No. 1 to AgreemenU Safe Moves, lnc./Revised Exbibit-82 - Fees by Task and Year Page 4 Rev. 10/25/2019
TA:K I I BUDGETED I '
TOtAL
I

DESCRIPTION HOURS
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe 20 Moves)
- Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Surve)'.s (17 Schools} $15,712.20 - Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe 100 Moves)
- Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves)

5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Proqram Manaqer (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 20 (Safe Moves) - Eve Mazzara , Graphic and Social Media 30 Coordinator (Safe Moves) TOT AL FOR TASK 5 540 $30,232.40
TOTAL FOR ALL TASKS $222.920.85
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $
1,500.00
SRTS Toolkit (Guide) $
2,500.00
508 Posters $
1,200.00
Safety Tips for Students & Parents $
2,500.00
51 Encouragement Event Flyers $
2,300.00
TOTAL FOR PRINTING ' $
10,000.00
EQUIPMENT (PURCHASED FIRST YEAR FOR ALL 3 YEARS)
714 OTS Funded Helmets@ $7.00 per helmet (includes tax & handling) $ 5,000.00
2,500 Pedometers@ $1.00 per pedometer (includes tax & handling) $ Amendment No. 1 to AgreemenU Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 5 Rev. 10/25/2019
TASK DESCRIPTION BUDGETED TOTAL # HOURS
2,500.00
300 Front/Rear Bike Lights@ $8.30 per light (includes tax & handling) $ 2,490.00
$
TOTAL FOR EQUIPMENT 9,990.00
YEAR 1 TOTAL $242,910.85

3. The City will pay Consultant for Year 2 based on the fee breakdown below:

TA#SK I DESCRIPTION I BUDGETED I

HOURS TOTAL
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action $3,002.60 Items - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Proi:iram Manai:ier (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOT AL FOR TASK 1 240 $21,596.80
2 OUTREACH

2.1 Website, Voicemail, and Email $11,897.40
Produce and monitor website $7,508.20
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) Establish and monitor !;!hone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves)

2.2 Event Advertisement $15,362.20
Advertising/!;!romotional materials $8,316.20
Amendment No. 1 to AgreemenU Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 6 Rev. 10/25/2019
3 - Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
85 event/workshops announcements posted & 508
osters rinted/dis la ed
- Pat Hines, Program Manager Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
40 30
30 40
30 TOTAL FOR TASK 2 380

EDUCATION

3.1 Safe Routes to School Maps

3.2 Walk Audits (3 Schools)
- Pat Hines, Pro ram Mana er Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor Safe Moves
- Will Mellon, Instructor Safe Moves
Review/Revise School Maps (14 schools)
- Pat Hines, Pro ram Mana er Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
25 15
25 25
& Costs
30 30
25 Bicycle and Pedestrian Student Skills Training Rodeos Bike, Scooter & Pedestrian Skill Trainings & Summary
- Pat Hines, Pro ram Mana er Safe Moves 50
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor Safe Moves
- Will Mellon, Instructor Safe Moves
Rodeo Toolkit (Developed in Year 1)
30 125
125

3.3 Parent/Teacher/Coordinator Training Workshops
Worksho s
- Pat Hines, Program Manager Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
75 40
$7,046.00
$27,259.60
$14,494.50
$5,717.80
$3,810.60
$4,966.10
$16,982.60
$16,982.60
N/A
$18,767.10
$11,375.30
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 7 Rev. 10/25/2019
TASK DESCRIPTION I BUDGETED I TOTAL # HOURS
SRTS Too lkit (1) (Develooed in Year 1) N/A
Workshop Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 710 $50,244.20
4 ENCOURAGEMENT

4.1 Kick-off Event (1) NONE N/A

4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe 50 Moves)

4.3 Encouragement Events $27,147 .80
Walking 1 scooter riding and bicy:cle riding encouragement $27,147.80 events {51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator 60 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin , Instructor (Safe 100 Moves)
- Eve Mazzara , Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safety: egui!;!ment {Purchased in N/A vear 1) TOT AL FOR TASK 4 715 $40,201.30
5 PROGRAM EVALUATON

5.1 Surveys $9,033.70
Pre and Post Parent Survey:s and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 8 Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETED I

HOURS TOTAL
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe 20 Moves)
- Eve Mazzara , Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Surve:1£s (17 Schools) N/A

5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 20 (Safe Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) TOTAL FOR TASK 5 230 $14,520.20
TOTALFORALLTASKS $153,822.10
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $1,500.00
508 Posters $ 1,200.00
Safety Tips for Students & Parents $2,500 .00
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $ 7,500.00
YEAR 2 TOTAL $161,322.10

4. The City will pay Consultant for Year 3 based on the fee breakdown below:

TASK# I DESCRIPTION I BUDGETED I
HOURS Total
1 PROJECT INITIATON

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002.60 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 10 Moves)

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator (Safe 50 Moves)

1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 50
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 9 Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED I
HOURS Total
2 3
TOTAL FOR TASK 1 240 $21,596.80

OUTREACH

2.1 Website, Voicemail, and Email $11,897.40
Produce and monitor website $7,508.20
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara , Graphic and Social Media 40 Coordinator (Safe Moves) Establish and monitor ohone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves)

2.2 Event Advertisement $15,362.20
Advertising/~romotional materials $8,316 .20
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) 85 event/worksho~s announcements ~osted & 508 ~osters $7,046.00 Printed/dis p laved - Pat Hines, Proqram Manaqer (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) TOTAL FOR TASK 2 380 $27,259.60

EDUCATION

3.1 Safe Routes to School Maps $14,494.50
Walk Audits (3 Schools) $5,717.80
- Pat Hines, Proqram Manaqer (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator (Safe 15 Moves) - Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
Infrastructure Deficiencv lnventorv List. Mao & Costs $3,810.60 - Pat Hines, Program Manager (Safe Moves) 30
Review/Revise School Maps (14 schools) $4,966 .10
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 10 Rev. ·1 0/25/2019
TASK# I DESCRIPTION ·I BUDGETED I # T .. t I HOURS o a
4 - Pat Hines, Program Manager (Safe Moves} 30
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves}

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike1 Scooter & Pedestrian Skill Trainings & Summar~ $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 30 Moves) - Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit (Develo~ed in Year 1} N/A

3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10 Workshoos $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen , Program Coordinator (Safe 40 Moves) S RTS Toolkit (1) (Develooed in Year 1) NIA
Workshog Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves} TOT AL FOR TASK 3 710 $50,244.20

ENCOURAGEMENT

4.1 Kick-off Event (1) NONE NIA

4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Dev lin, Instructor (Safe Moves) 50

4.3 Encouragement Events $27,147.80
Walking, scooter riding and bicy:cle riding encouragement $27,147.80 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator (Safe 60 Moves} Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 11 Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED ...

HOURS Total
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe Moves) 100
- Eve Mazzara , Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safety: egui~ment {Purchased in y:ear 1) N/A
TOT AL FOR TASK 4 715 $40,201.30
5 PRORGRAM EVALUATION

5.1 Surveys $9,033.70
Pre and Post Parent Survevs and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Quinn Danz, Instructor_ (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devl in, Instructor (Safe Moves) 20
- Eve Mazzara , Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Survevs (17 Schools) N/A

5.2 (1) Annual Report (17 Schools) & Program Evaluation Report (17 $8,316.20 Schools) - Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 30 Moves) - Eve Mazzara , Graphic and Social Media 40 Coordinator (Safe Moves) TOTAL FOR TASK 5 265 $17,349.90
TOTALFORALLTASKS $156,651.80
Printin~
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00
508 Posters $ 1,200.00
Safety Tips for Students & Parents $ 2,500.00
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $7,500.00
YEAR 3 TOTAL $164,151.80
Amendmen t No. 1 to Agreement/ Safe Moves, lnc./Rev1sed Exbibit B2 - Fees by Task and Year Page 12 Rev. 10/25/2019
23-936

REPORT TO COUNCIL

SUBJECT
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
Agenda Date: 10/10/2023
Action on a Grant Agreement with the California Office of Traffic Safety, and Amendment No. 1 to the Agreement with Safe Moves, Inc., for the Safe Routes to School Program, and Related Budget Amendments

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City administers the Safe Routes to School Program (SRTS Program) through a collaborative effort with the Santa Clara Unified School District (SCUSD). Currently, there are 17 schools participating in the program. The program offers Safe Routes to School Maps, Bicycle & Pedestrian Rodeos, Walk & Bike to School Days, Traffic Safety Equipment Giveaways, Safety Education Curriculum, and Parent and School District staff workshops.

In July 2022, the City received a California Office of Traffic Safety (OTS) grant award in the amount of $25,000. OTS is the agency responsible for administering traffic safety grants made available to California by the National Highway Traffic Safety Administration (NHTSA). These grant funds were used to supplement the City's SRTS Program by purchasing bicycle helmets and conducting bicycle and pedestrian rodeos. In January 2023 the Department of Public Works (DPW) submitted another grant application to the OTS for additional funds to supplement the SRTS Program with additional activities and materials. On July 17, 2023, DPW received notification that the City was tentatively awarded a $45,200 grant from OTS.

In November 2022, Council approved an agreement with Safe Moves, Inc. to assist the City in the areas of education, encouragement, and evaluation for the City's SRTS Program. An amendment to this Agreement is needed to reflect the additional work associated with the latest OTS grant.

The purpose of this report is to request approval from Council for the City Manager to execute the Grant Agreement with OTS (Grant Agreement) and Amendment No. 1 to the agreement with Safe Moves. Both documents are required to be executed prior to OTS' release of the additional grant funds.

DISCUSSION
As a recipient, the City is required to execute the Grant Agreement before OTS can approve the award of $45,200. The Grant Agreement specifies that the grant funds niust be expended between October 1, 2023 and September 30, 2024. Therefore, staff is requesting that Council authorize the City Manager to execute the Grant Agreement as the Authorizing Official on behalf of the City.

City of Santa Clara Page 1 of 3 Printed on 10/5/2023
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23-936 Agenda Date: 10/10/2023
The State-approved grant budget is for "Contractual Services" reflected in the Amendment No. 1 with Safe Moves, which specifies that the grant funds will be used for the purchase of helmets and other equipment, as well as holding student assemblies and bike rodeos. The full amount of the grant ($45,200) is being added to the Safe Moves agreement, for a revised total not-to-exceed amount of $645,200.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment , or a reasonably foreseeable indirect physical change in the environment.

FISCAL IMPACT
The recommended budget action recognizes OTS grant funding in the amount of $45,200 and allocates those funds to a new 2023 Santa Clara School Pedestrian and Bicycle Safety Project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 1 with Safe Moves.

Amendment No. 1 with Safe Moves for the SRTS program will increase the current $600,000 agreement by $45,200 for a total not to exceed amount of $645,200.

The table below summarizes the budget action for FY 2023/24.

Budget Amendment
FY 2023/24
Current
Streets and Highways Capital Fund
Revenues
Other Agencies Revenue (OTS Grant) $19,712,116
Expenditures
2023 Santa Clara School Pedestrian $0
and Bicycle Safety Project (New Project)

COORDINATION
Increase/
(Decrease)
$45,200
$45,200
Revised
$19,757 ,316
$45 ,200
This report has been coordinated with the City Manager's Office, tt,e Finance Department and the City Attorney 1s Office.

PUBLIC CONT ACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City's website and in the City Clerk's Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk's Office at (408) 615-2220 , email clerk@santaclaraca .gov <mailto:clerk@santaclaraca .gov> or at the City·of Santa Clara Page2 of3 Prinlecl on 10/5/2023
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23-936
public information desk at any City of Santa Clara public library.

RECOMMENDATION
Agenda Date: 10/10/2023

1. Authorize the City Manager to execute and take all necessary steps to approve the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $45,200 for the Safe Routes to School Program, in a final form approved by the City Attorney;

2. Authorize the City Manager to execute Amendment No. 1 to the Agreement with Safe Moves, Inc. to ,increase the maximum compensation by $45,200 for a revised not-to-exceed amount of $645,200, to provide equipment and services in support of the Safe Routes to School Program, in a final form approved by the City Attorney;

3. Authorize the City Manager to make minor modifications to both agreements and to extend the terms, if needed, in a final form approved by the City Attorney; and

4. Approve the FY 2023/24 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $45,200 to recognize grant funding for the OTS grant and establish the 2023 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $45,200 (five affirmative Council votes required to appropriate additional revenue).

Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Office of Traffic Safety Grant Agreement

2. Original Agreement with Safe Moves

3. Amendment No.1 with Safe Moves
City of Sarita Cfara Page 3 of 3 Printed on 10/5/2023
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Amendment No. 2 to Agreement/Safe Moves, Inc. Page 1
Rev. 10/25/19
Ebix Insurance No. S200003681

AMENDMENT NO. 2

TO THE AGREEMENT FOR SERVICES

BETWEEN THE

CITY OF SANTA CLARA, CALIFORNIA,
AND
SAFE MOVES, INC.

PREAMBLE
This agreement (“Amendment No. 2”) is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Safe Moves, Inc., a California corporation, (Consultant). City and Consultant may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”

RECITALS
A. The Parties previously entered into an agreement entitled “Agreement for Services Between the City of Santa Clara, California, and Safe Moves, Inc.”, dated November 11, 2022 (Agreement);
B. The Agreement was previously amended by Amendment No. 1, dated October 17, 2023, and is again amended by this Amendment No. 2. The Agreement and all previous amendments are collectively referred to herein as the “Agreement as Amended”; and
C. The Parties entered into the Agreement as Amended for the purpose of having Consultant provide professional services to organize, facilitate, promote events, and activities relating to the City’s Safe Routes to School program and facilities in the program, and the Parties now wish to amend the Agreement as Amended to increase compensation by $69,050 for a revised total not-to-exceed maximum compensation of $714,250.

NOW, THEREFORE, the Parties agree as follows:

AMENDMENT TERMS AND CONDITIONS

1. Section 6 of the Agreement as Amended, entitled “COMPENSATION AND PAYMENT” is amended to read as follows:
“In consideration for Consultant’s complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Second Revised Exhibit B1, entitled “SCHEDULE OF FEES.” The maximum compensation of this Agreement is Seven Hundred Fourteen Thousand Two Hundred Fifty Dollars ($714,250), subject to budget appropriations, which includes all payments that may be authorized for Services Amendment No. 2 to Agreement/Safe Moves, Inc. Page 2
Rev. 10/25/2019
and for expenses, supplies, materials and equipment required to perform the Services. All work performed or materials provided in excess of the maximum compensation shall be at Consultant’s expense. Consultant shall not be entitled to any payment above the maximum compensation under any circumstance.”

2. Revised Exhibit B1 of the Agreement, entitled “SCHEDULE OF FEES’ is hereby amended to read as show in Second Revised Exhibit B1, attached herein.

3. Revised Exhibit B2 of the Agreement, entitled “FEES BY TASK AND YEAR” is hereby amendment to read as shown in Second Revised Exhibit B2, attached herein.

4. Except as set forth herein, all other terms and conditions of the Agreement as Amended shall remain in full force and effect. In case of a conflict in the terms of the Agreement as Amended and this Amendment No. 2, the provisions of this Amendment No. 2 shall control.

SIGNATURES ON NEXT PAGE

Amendment No. 2 to Agreement/Safe Moves, Inc. Page 3
Rev. 10/25/2019
The Parties acknowledge and accept the terms and conditions of this Amendment No. 2 as evidenced by the following signatures of their duly authorized representatives.

CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation

Approved as to Form: Dated:

GLEN R. GOOGINS
City Attorney

JŌVAN D. GROGAN
City Manager
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
“CITY”

SAFE MOVES, INC.
a California corporation

Dated:

By (Signature):

Name: Pat Hines
Title: Founder/Executive Director
Principal Place of
Business Address:
15500 Erwin Street, #2457
Van Nuys, CA 91411
Email Address: [email protected]
Telephone: (408) 374-8991
Fax: N/A
“CONSULTANT”

Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B1 – Schedule of Fees Page 1 Rev. 10/25/2019
SECOND REVISED EXHIBIT B1

SCHEDULE OF FEES

1. MAXIMUM COMPENSATION

1.1. The maximum amount payable for all services provided under this Agreement shall not exceed Seven Hundred Fourteen Thousand Two Hundred Fifty Dollars ($714,250), during the three-year initial term of the Agreement. No additional services will be performed unless both Parties execute an amendment outlining the services requested and the compensation agreed for such services.

1.2. All payments are based upon City’s acceptance of Consultant’s performance of services specified in Exhibit A, Scope of Services. City shall have no obligation to pay unless Consultant has successfully completed the work for which payment is due.

1.3. The compensation amount is specified below:

Table B1: Total Compensation
Description Total
Total for All Tasks for Three Program Years (See Second Revised Exhibit B2 for Task Cost Breakdown by Year) $568,384.75 Contingency (Shall be used only for additional scope.) $31,615.25

ORIGINAL TOTAL MAXIMUM COMPENSATION
NOT-TO-EXCEED $600,000.00
Amendment No. 1 $45,200.00

REVISED TOTAL MAXIMUM COMPENSATION
NOT-TO-EXCEED $645,200.00
Amendment No. 2 $69,050.00

SECOND REVISED TOTAL MAXIMUM COMPENSATION
NOT-TO-EXCEED $714,250.00

2. FEES

2.1. The hourly rates for Consultant’s Personnel are listed below in Table B2:

Table B2: Hourly Rates
Title Personnel Hourly Rate
Program Manager (Safe
Moves) Pat Hines $127.02
Program Coordinator
(Safe Moves) Pamela Nye Pedersen $46.22
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B1 – Schedule of Fees Page 2 Rev. 10/25/2019
Title Personnel Hourly Rate
Instructor
(Safe Moves) Quinn Danz $36.98
Instructor
(Safe Moves) Will Mellon $36.98
Instructor
(Safe Moves) Marni Spencer-Delvin $36.98
Graphic and Social Media
Coordinator
(Safe Moves)
Eve Mazzara $46.22
Program Manager (KOA) Carlos Velasquez $164.99
Associate Planner
(KOA) Alberto Salgado $54.19
Associate Planner
(KOA) Sarai Osorio $51.76

2.2. The City will pay the Consultant for each task based on the task breakdown specified in Revised Exhibit B2.

3. PRICING

3.1. All hourly rates are fixed for the Initial Three-Year Term of the Agreement.

3.2. Consultant may request price adjustments after the initial three year term. Any price increases must be supported by a relevant industry specific index.

Requests for increase must be fully documented by Consultant. Price adjustments are subject to City’s approval.

4. INVOICING REQUIREMENTS

4.1. Consultant shall invoice the City on a monthly basis for services performed by Consultant during the preceding month and provide the invoice in a format approved by the City, including but not limited to the information listed under Section 4.3 below.

4.2. City shall pay Consultant within thirty (30) days of City’s receipt of an approved invoice.

4.3. Invoices shall include, at a minimum, the following:

1.3.1. Identify the task services were provided for;

1.3.2. Description of work performed;

1.3.3. Deliverables completed;

1.3.4. Amount for services provided by task;
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B1 – Schedule of Fees Page 3 Rev. 10/25/2019

1.3.5. The not-to-exceed amount for the task, invoiced amount to date, amount for the current invoice, and remaining not-to-exceed amount for the task.

Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 1 Rev. 10/25/2019
SECOND REVISED EXHIBIT B2

FEES BY TASK AND YEAR

1. AMENDMENT NO. 2

1.1. The following tasks are being funded by the 2024 California Office of Traffic Safety Grant and will be completed in Year 3. These tasks must be completed prior to September 30, 2025 and at the following cost.

Activity Unit Cost/Rate Units Total Cost
Traffic Safety Student Assemblies $200.00 75 $15,000.00 Bike Rodeos $1,500.00 25 $37,500.00
Bicycle Rodeo Activity Supplies $11,550.00 1 $11,550.00 Pedestrian/Bicycle Safety Items $2,000.00 1 $ 2,000.00 Bicycle Helmets $10.00 300 $3,000.00
TOTAL $ 69,050.00

2. AMENDMENT NO. 1

2.1. The following number of tasks are being funded by the 2023 California Office of Traffic Safety Grant and will be completed in Year 2. These tasks must be completed by September 30, 2024 and at the following cost:

Activity Unit Cost/Rate Units Total Cost
Bike Rodeo $1,000.00 30 $ 30,000.00
Student Assemblies $150.00 68 $ 10,200.00
Bicycle Helmets $10.00 300 $3,000.00
Bicycle Safety Equipment $2,000.00 1 $2,000.00
TOTAL $ 45,200.00

3. The City will pay Consultant for Year 1 based on the fee breakdown below:

TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002.60

- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 10

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Program Manager (Safe Moves) 80
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 2 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 50

1.3 Project Invoicing - Monthly Progress Reports with
Invoicing $6,121.60

- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 50
TOTAL FOR TASK 1 240 $21,596.80
2 OUTREACH

2.1 Website, Voicemail, and Email $13,284.00

Produce and monitor website $8,894.80
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 70
Establish and monitor phone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40

2.2 Event Advertisement $17,211.00

Advertising/promotional materials $9,240.60
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 50
85 event/workshops announcements posted & 508
posters printed/displayed $7,970.40
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 50
TOTAL FOR TASK 2 450 $30,495.00
3 EDUCATION

3.1 Safe Routes to School Maps $37,627.15

Walk Audits (3 Schools) $15,005.05
- Pat Hines, Program Manager (Safe Moves) 25 - Pamela Nye Pedersen, Program Coordinator 15 Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 3 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
- Marni Spencer-Devlin, Instructor (Safe
Moves) 25
- Carlos Velasquez, Program Manager (KOA) 25
- Alberto Salgado, Associate Planner (KOA) 40
- Sarai Osorio, Associate Planner (KOA) 40
Infrastructure Deficiency Inventory List, Map & Costs $9,993.70 - Pat Hines, Program Manager (Safe Moves) 30
- Carlos Velasquez, Program Manager (KOA) 15
- Alberto Salgado, Associate Planner (KOA) 35
- Sarai Osorio, Associate Planner (KOA) 35
Review/Revise School Maps (14 schools) $12,628.40
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 15
- Marni Spencer-Devlin, Instructor (Safe
Moves) 15
- Carlos Velasquez, Program Manager (KOA) 15
- Alberto Salgado, Associate Planner (KOA) 35
- Sarai Osorio, Associate Planner (KOA) 35

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60

Bike, Scooter & Pedestrian Skill Trainings & Summary $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 30
- Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit (See pricing under Printing Year 1 Category and SRTS Toolkit under Task 3.3)

3.3 Parent/Teacher/Coordinator Training Workshops $30,837.40

Workshops $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
SRTS Toolkit (1) $12,070.30
- Pat Hines, Program Manager (Safe Moves) 55 - Pamela Nye Pedersen, Program Coordinator 30 Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 4 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
(Safe Moves)
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 80
Workshop Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
TOTAL FOR TASK 3 1215 $85,447.15
4 ENCOURAGEMENT

4.1 Kick-off Event (1) $7,058.10

- Pat Hines, Program Manager (Safe Moves) 25

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 10
- Marni Spencer-Devlin, Instructor (Safe
Moves) 10
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 35

4.2 Pop-Up Events (5) $13,053.50

- Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe
Moves) 50

4.3 Encouragement Events $35,037.90

Walking, scooter riding and bicycle riding
encouragement events (51) $28,072.20
- Pat Hines, Program Manager (Safe Moves) 90

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 60
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe
Moves) 100
- Eve Mazzara, Graphic and Social Media 60
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 5 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
Coordinator (Safe Moves)
OTS funded helmets and safety equipment $6,965.70
- Pat Hines, Program Manager (Safe Moves) 25

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 50
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
TOTAL FOR TASK 4 965 $55,149.50
5 PROGRAM EVALUATION

5.1 Surveys $24,745.90

Pre and Post Parent Surveys and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe
Moves) 20
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
OTS Pre and Post Helmet Surveys (17 Schools) $15,712.20 - Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe
Moves) 100
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30

5.2 (1) Annual Report (17 Schools) $5,486.50

- Pat Hines, Program Manager (Safe Moves) 25

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 20
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
TOTAL FOR TASK 5 540 $30,232.40
TOTAL FOR ALL TASKS $222,920.85
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00 Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 6 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETE

D HOURS TOTAL
SRTS Toolkit (Guide) $ 2,500.00
508 Posters $ 1,200.00
Safety Tips for Students & Parents $ 2,500.00
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $ 10,000.00
EQUIPMENT (PURCHASED FIRST YEAR FOR ALL 3 YEARS)
714 OTS Funded Helmets @ $7.00 per helmet (includes tax & handling) $ 5,000.00
2,500 Pedometers @ $1.00 per pedometer (includes tax & handling) $ 2,500.00 300 Front/Rear Bike Lights @ $8.30 per light (includes tax & handling) $ 2,490.00 TOTAL FOR EQUIPMENT $ 9,990.00
YEAR 1 TOTAL $242,910.85

4. The City will pay Consultant for Year 2 based on the fee breakdown below:

TASK
# DESCRIPTION BUDGETED

HOURS TOTAL
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002.60

- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 10

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60

- Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 50

1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60

- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 50
TOTAL FOR TASK 1 240 $21,596.80
2 OUTREACH

2.1 Website, Voicemail, and Email $11,897.40

Produce and monitor website $7,508.20
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 40
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 7 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETED

HOURS TOTAL
Establish and monitor phone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40

2.2 Event Advertisement $15,362.20

Advertising/promotional materials $8,316.20
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
85 event/workshops announcements posted & 508
posters printed/displayed $7,046.00
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
TOTAL FOR TASK 2 380 $27,259.60
3 EDUCATION

3.1 Safe Routes to School Maps $14,494.50

Walk Audits (3 Schools) $5,717.80
- Pat Hines, Program Manager (Safe Moves) 25

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 15
- Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
lnfrastructure Deficiency Inventory List, Map & Costs $3,810.60 - Pat Hines, Program Manager (Safe Moves) 30
Review/Revise School Maps (14 schools) $4,966.10
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60

Bike, Scooter & Pedestrian Skill Trainings & Summary $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 30
- Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 8 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETED

HOURS TOTAL
Rodeo Toolkit (Developed in Year 1) N/A

3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10

Workshops $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
SRTS Toolkit (1) (Developed in Year 1) N/A
Workshop Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
TOTAL FOR TASK 3 710 $50,244.20
4 ENCOURAGEMENT

4.1 Kick-off Event (1) NONE N/A

4.2 Pop-Up Events (5) $13,053.50

- Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 25
- Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe
Moves) 50

4.3 Encouragement Events $27,147.80

Walking, scooter riding and bicycle riding encouragement events (51) $27,147.80
- Pat Hines, Program Manager (Safe Moves) 90

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 60
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe
Moves) 100
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 40
OTS funded helmets and safety equipment (Purchased in
year 1) N/A
TOTAL FOR TASK 4 715 $40,201.30
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 9 Rev. 10/25/2019
TASK
# DESCRIPTION BUDGETED

HOURS TOTAL
5 PROGRAM EVALUATION

5.1 Surveys $9,033.70

Pre and Post Parent Surveys and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 40
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe
Moves) 20
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
OTS Pre and Post Helmet Surveys (17 Schools) N/A

5.2 (1) Annual Report (17 Schools) $5,486.50

- Pat Hines, Program Manager (Safe Moves) 25

- Pamela Nye Pedersen, Program Coordinator
(Safe Moves) 20
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
TOTAL FOR TASK 5 230 $14,520.20
TOTAL FOR ALL TASKS $153,822.10
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00 508 Posters $ 1,200.00
Safety Tips for Students & Parents $ 2,500.00
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $ 7,500.00
YEAR 2 TOTAL $161,322.10

5. The City will pay Consultant for Year 3 based on the fee breakdown below:

TASK # DESCRIPTION BUDGETED
HOURS Total
1 PROJECT INITIATION

1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002.60

- Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 10

1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 10 Rev. 10/25/2019
TASK # DESCRIPTION BUDGETED
HOURS Total

- Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 50

1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60

- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 50
TOTAL FOR TASK 1 240 $21,596.80
2 OUTREACH

2.1 Website, Voicemail, and Email $11,897.40

Produce and monitor website $7,508.20
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 40
Establish and monitor phone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40

2.2 Event Advertisement $15,362.20

Advertising/promotional materials $8,316.20
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
85 event/workshops announcements posted & 508 posters
printed/displayed $7,046.00
- Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 30
TOTAL FOR TASK 2 380 $27,259.60
3 EDUCATION

3.1 Safe Routes to School Maps $14,494.50

Walk Audits (3 Schools) $5,717.80
- Pat Hines, Program Manager (Safe Moves) 25 - Pamela Nye Pedersen, Program Coordinator (Safe 15 Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 11 Rev. 10/25/2019
TASK # DESCRIPTION BUDGETED
HOURS Total
Moves)
- Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
lnfrastructure Deficiency Inventory List, Map & Costs $3,810.60 - Pat Hines, Program Manager (Safe Moves) 30
Review/Revise School Maps (14 schools) $4,966.10
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 25

3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60

Bike, Scooter & Pedestrian Skill Trainings & Summary $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 30
- Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit (Developed in Year 1) N/A

3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10

Workshops $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40
SRTS Toolkit (1) (Developed in Year 1) N/A
Workshop Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 25
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
TOTAL FOR TASK 3 710 $50,244.20
4 ENCOURAGEMENT

4.1 Kick-off Event (1) NONE N/A

4.2 Pop-Up Events (5) $13,053.50

- Pat Hines, Program Manager (Safe Moves) 50

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 25
- Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe Moves) 50
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 12 Rev. 10/25/2019
TASK # DESCRIPTION BUDGETED
HOURS Total

4.3 Encouragement Events $27,147.80

Walking, scooter riding and bicycle riding encouragement events (51) $27,147.80
- Pat Hines, Program Manager (Safe Moves) 90

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 60
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe Moves) 100
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 40
OTS funded helmets and safety equipment (Purchased in year 1) N/A
TOTAL FOR TASK 4 715 $40,201.30
5 PRORGRAM EVALUATION

5.1 Surveys $9,033.70

Pre and Post Parent Surveys and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 40
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe Moves) 20
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 25
OTS Pre and Post Helmet Surveys (17 Schools) N/A

5.2 (1) Annual Report (17 Schools) & Program Evaluation Report (17 Schools) $8,316.20

- Pat Hines, Program Manager (Safe Moves) 40

- Pamela Nye Pedersen, Program Coordinator (Safe
Moves) 30
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves) 40
TOTAL FOR TASK 5 265 $17,349.90
TOTAL FOR ALL TASKS $156,651.80
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00 508 Posters $ 1,200.00
Safety Tips for Students & Parents $ 2,500.00
Amendment No. 2 to Agreement/Safe Moves, Inc./Second Revised Exhibit B2 – Schedule of Fees Page 13 Rev. 10/25/2019
TASK # DESCRIPTION BUDGETED
HOURS Total
51 Encouragement Event Flyers $ 2,300.00
TOTAL FOR PRINTING $ 7,500.00
YEAR 3 TOTAL $164,151.80

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-1528 Agenda Date: 9/24/2024

REPORT TO COUNCIL

SUBJECT
Action to Authorize City Manager to Negotiate and Execute Amendment No. 3 to the Master Product and Services Agreement and Related Orders with Hexagon Safety & Infrastructure for the Computer Aided Dispatch System

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
In June 2016, the City Council approved $3 million in funding for the City of Santa Clara’s Computer Aided Dispatch (CAD) and Records Management System (RMS) Upgrade project as part of the Fiscal Year 2016/17 Adopted Capital Improvement Program Budget. Hexagon Safety & Infrastructure (Hexagon) was selected as the vendor to deliver the software, related service and materials, maintenance agreement, customer service and warranty, most appropriately meeting the project deliverables identified by the City for an integrated CAD and RMS solution.

Staff negotiated a six-year Master Product and Services Agreement (Master Agreement) with Hexagon with an expiration date of October 11, 2023, at a one-time cost of $2,092,335 for CAD/MPS and WebRMS software, project management, training, and a one-year warranty (under Orders 1 and 2); additional contract options allowed for a not to exceed amount of $2,472,425.

On November 5, 2018, the City went live with the CAD portion of the project. The RMS portion of this project was not implemented consecutively. On November 19, 2019, the City Council approved Amendment No. 1 to the Master Agreement (RTC 19-1253; Agreement dated December 12, 2019), which severed the RMS project from the scope of the Master Agreement and provided the City with associated credits towards maintenance costs. Maintenance services are under Order 2 (Maintenance Contract) made pursuant to and governed by the Master Agreement. The Maintenance Contract is set to end on November 30, 2024. The City later implemented an alternative RMS solution with Mark43 on September 1, 2021.

On August 29, 2023, the City Council approved Amendment No. 2 to the Master Agreement (RTC 23- 848; Agreement dated September 13, 2023) which modified the Maintenance Contract at no cost and synchronized the Master Agreement and the Maintenance Contract to both expire on the same date of November 30, 2024.

DISCUSSION
Master Agreement and Maintenance Contract (Order 3)
The Master Agreement and the Maintenance Contract are set to expire on November 30, 2024.

City of Santa Clara Printed on 9/20/2024Page 1 of 5
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24-1528 Agenda Date: 9/24/2024
Hexagon CAD is a suite of industry-leading incident management software that features complete, integrated capabilities for call handling and dispatching, intelligent mapping, field communications, data reporting and analysis, and application integration. CAD enhances the quality and availability of critical information, providing a common operating picture for intelligent response.

Staff is seeking City Council approval to (a) negotiate and execute Amendment No. 3 to extend the term of the Master Agreement for five additional years and (b) to execute Order 3 to renew the maintenance and support services for five additional years, both ending on November 30, 2029.

CAD 9.4 2H2023 Upgrade (Order 4)
The City of Santa Clara’s Public Safety 9-1-1 Dispatch Center has not received a major update to the Hexagon CAD system since it went live on November 5, 2018. An update was originally planned for 2020. However, the pandemic and insufficient staffing levels in the Communications Center delayed the upgrade. While staffing levels in the Communications Center remain critically low, a Communications Center Operations Manager was hired in mid-June and will be working with the Human Resources Department to implement a comprehensive recruitment and training plan for the nine (9) Public Safety Dispatcher vacancies. The upgrade “Go live” timeline will depend on staffing levels in the Communications Center.

The City’s current Hexagon CAD environment operates on Microsoft Windows Server 2016 and Microsoft SQL Server 2016. Mainstream support originally ended in January 2022 and July 2021, respectively. The extended end of support date is January 2027 and July 2026, respectively. Staff is requesting Council authorization to execute Order 4 pursuant to the terms of the Master Agreement to update the Hexagon CAD system to CAD 9.4 2H2023 version. An important outcome of the CAD

9.4 2H2023 upgrade will be refreshing the Windows Server and SQL Server to current versions.

This update is expected to deliver several customer-driven improvements to multiple products in the suite to enhance the quality and availability of critical information, providing a common operating picture for intelligent response, including:
· integrated capabilities for call-handling and dispatching · enhanced mapping
· field communications
· data reporting and analysis
· application integration
· added functionality including interface for Fire Station alerting · updates to the Racial and Identifying Profiling Act interface The installation of the upgraded version of CAD will take place with dedicated Hexagon representatives to install and test the products, update servers, train City stakeholders (Information Technology Department and Dispatch Center personnel), address defects (if any) in software configuration prior to going live with I/CAD 9.4, and assist with any issues that may arise following the cutover. The cost for this upgrade is $166,935. The Police Department’s CAD/RMS System Replacement Capital Improvement Project has a balance of $178,429 which has been earmarked for this upgrade, among other related projects.

Scheduling of Hexagon’s services will occur upon receipt of the executed Statement of Work for Services for 2H2023 Update for I/CAD 9.4 (Attachment 3) receipt of a purchase order from the City City of Santa Clara Printed on 9/20/2024Page 2 of 5
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24-1528 Agenda Date: 9/24/2024
and coordination with the Communications Center Operations Manager.

Total Compensation
The terms of the original Master Agreement detailed the one-time costs through cutover totaling $2,101,244.

Since Fiscal Year 2019/20, the Maintenance Contract within the Master Agreement has been in effect with $1,198,732 paid to Hexagon for these services. The annual maintenance costs are included in the Police Department’s operating budget and are paid on/around December 1 each year. The current Maintenance Contract expires on November 30, 2024.

Staff has negotiated two items with Hexagon, 1) Amendment No. 3 to the Master Agreement to extend maintenance and support services, and obtain other related services as required, through November 30, 2029, at a cost of $1,675,014 over five years and 2) a new Order under the terms of the Master Agreement to upgrade CAD to I/CAD 9.4 2H2023 totaling $166,935. These projects include a $200,000 contingency, bringing the current request for approval from Council to $2,041,949; the total not-to-exceed cost, including previously paid items, is $5,341,925, subject to the appropriation of funds and approval as to form by the City Attorney. While the general business terms including pricing, as described herein, have been settled upon by the parties, the language of the Amendment including its attachments (Orders 3 and 4) has not yet been finalized, necessitating the grant of authority to negotiate and execute the Amendment.

The total compensation of the Master Agreement, including all Orders, is provided in Table 1.

Table 1
Fiscal
Year
Description Total
2017/18 One-time costs (Order 1) $1,046,168
2018/19 One-time costs through cutover (Order 1) $1,055,076 2019/20 Annual maintenance (Order 2) No Cost *
2020/21 Annual maintenance (Order 2) $283,343
2021/22 Annual maintenance (Order 2) $293,968
2022/23 Annual maintenance (Order 2) $304,992
2023/24 Annual maintenance (Order 2) $316,429
Total (Years 2017 - 2024) $3,299,976
2024/25 Maintenance (12/1/24 - 11/30/25) (Order 3) $303,124 2025/26 Maintenance (12/1/25 - 11/30/26) (Order 3) $318,289 2026/27 Maintenance (12/1/26 - 11/30/27) (Order 3) $334,209 2027/28 Maintenance (12/1/27 - 11/30/28) (Order 3) $350,919 2028/29 Maintenance (12/1/28 - 11/30/29) (Order 3) $368,473 2024/25 CAD 9.4 2H2023 Upgrade (Order 4) $166,935
Contingency $200,000
Total (Years 2024 - 2029) $2,041,949
Grand Total (since 2017) $5,341,925
City of Santa Clara Printed on 9/20/2024Page 3 of 5
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24-1528 Agenda Date: 9/24/2024
Fiscal
Year
Description Total
2017/18 One-time costs (Order 1) $1,046,168
2018/19 One-time costs through cutover (Order 1) $1,055,076 2019/20 Annual maintenance (Order 2) No Cost *
2020/21 Annual maintenance (Order 2) $283,343
2021/22 Annual maintenance (Order 2) $293,968
2022/23 Annual maintenance (Order 2) $304,992
2023/24 Annual maintenance (Order 2) $316,429
Total (Years 2017 - 2024) $3,299,976
2024/25 Maintenance (12/1/24 - 11/30/25) (Order 3) $303,124 2025/26 Maintenance (12/1/25 - 11/30/26) (Order 3) $318,289 2026/27 Maintenance (12/1/26 - 11/30/27) (Order 3) $334,209 2027/28 Maintenance (12/1/27 - 11/30/28) (Order 3) $350,919 2028/29 Maintenance (12/1/28 - 11/30/29) (Order 3) $368,473 2024/25 CAD 9.4 2H2023 Upgrade (Order 4) $166,935
Contingency $200,000
Total (Years 2024 - 2029) $2,041,949
Grand Total (since 2017) $5,341,925
*On November 19, 2019, the City Council approved Amendment No. 1 to the Master Agreement which, among other things, severed the RMS project from the scope of the Agreement and provided the City with associated credits towards Maintenance Costs applied in Year 1, valued at $273,102.

ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.

FISCAL IMPACT
With City Council approval, two distinct funds will be utilized to pay for the expenses associated with this staff recommendation. The Hexagon I/CAD 9.4 upgrade ($166,935) will be paid utilizing available funding in the CAD/RMS System Replacement Improvement Project, whereas the annual maintenance expenses ($1,675,014 over five years) is budgeted in the Police Department’s annual operating budget. Should it be necessary to spend any of the $200,000 contingency funds available to support either aspect of this staff recommendation, the respective account(s) will be utilized to pay for the associated expenses.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Police Department.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] < mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

RECOMMENDATION
Authorize the City Manager to negotiate and execute Amendment No. 3 to Master Product and Services Agreement (Master Agreement) with Hexagon Safety & Infrastructure to extend the term through November 30, 2029, and execute Orders pursuant to the terms of the Master Agreement to upgrade the Computer Aided Dispatch System to I/CAD 9.4 2H2023 and renew the maintenance and support services with a total not-to-exceed amount of $5,341,925, subject to the appropriation of funds and approval as to form by the City Attorney.

Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jovan Grogan, City Manager
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24-1528 Agenda Date: 9/24/2024

ATTACHMENTS

1. Amendment No. 1 of the Master Agreement approved by City Council on November 19, 2019 (RTC 19-1253; Agreement dated December 12, 2019)

2. Amendment No. 2 to the Master Product and Services Agreement approved by City Council on August 29, 2023 (RTC 23-848; Agreement dated September 13, 2023)

3. Amendment No. 3 to the Master Product and Services Agreement to include Orders/Exhibits to the Master Agreement for Maintenance Services and I/CAD 9.4 2H2023 Upgrade project City of Santa Clara Printed on 9/20/2024Page 5 of 5
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
19-1253 Agenda Date: 11/19/2019

REPORT TO CITY COUNCIL

SUBJECT
Action on Amendment No. 1 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure

BACKGROUND
The City of Santa Clara’s Public Safety 9-1-1 Dispatch Center relies on a Computer Aided Dispatch (CAD) system to initiate calls for service, dispatch Police and Fire personnel and maintain the status of responding public safety units. The Police Records Unit relies on a Records Management System (RMS) to file police reports, maintain accurate records of law enforcement documents and submit required data to the Department of Justice. Both critical systems were nearing end-of-life, would no longer be supported by their respective vendors, and, soon, would not meet pending State and Federal hardware, software, network and security requirements.

In June 2016, the City Council approved $3 million in funding for the CAD and RMS Upgrade project as part of the 2016/2017 CIP Budget. In October 2017, after an extensive and rigorous procurement process, Hexagon Safety & Infrastructure (Hexagon) was selected to deliver the software, related service and materials, maintenance agreement, customer service and warranty most appropriately meeting the project deliverables identified by the City of Santa Clara for an integrated CAD and RMS solution.

On November 5, 2018, the City of Santa Clara went live with the CAD portion of the project, which included all new Mobile Data Computers with stronger wireless infrastructure in police vehicles. The Police Department has been very pleased with the implementation of the new CAD system. To date, however, the RMS portion of this project has not been implemented.

This RMS issue was brought before Council in closed session on January 15, 2019, at which time Council directed staff to attempt to negotiate with Hexagon the severance of the RMS portion of the Master Agreement, within certain general parameters.

DISCUSSION
Hexagon has been unable to deliver RMS according to the production schedule. In order to satisfy impending state and federal data collection deadlines, the City must find an alternate RMS solution.

City staff and Hexagon senior executives have met on several occasions and have mutually agreed to amend the original contract to a CAD only purchase. The terms of the amended Agreement include:
· Releasing each party from all obligations and liabilities pertaining to RMS and Field Based Reporting software
· Conclusion of the extended warranty for remaining CAD related subsystems on November 4, City of Santa Clara Printed on 3/10/2020Page 1 of 3
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19-1253 Agenda Date: 11/19/2019
2019
· Development, implementation and provision of software and services needed by the City for an interface between the remaining subsystems and the new RMS solution procured by the City, at no cost to the City
· Provide at no cost to the City 15 I/Net Viewer licenses for its production environment until such time the City’s chosen replacement RMS solution is live and fully accepted by the City · Hexagon shall be entitled to retain all previous payments in the amount of $1,050,621 for performance related with CAD, Mobile for Public Safety and Mobile Responder software delivered to date
· Relieve the City of paying Hexagon $632,154 for milestones related with RMS · Remotely access the City’s network within ten (10) days following execution of this Amendment to delete such software, documentation and related materials · Hexagon shall provide the City with a credit in the amount of $273,102 towards Year 1 recurring costs (maintenance expenses related to the CAD system), such that Year 1 maintenance services are provided to the City at no cost The terms of the proposed Amendment, outlined above, fall within the general parameters of Council direction to staff.

ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.

FISCAL IMPACT
The City Council approved $3 million in the FY 2016/17 Capital Improvement Program Budget for the CAD/RMS Upgrade project. Through the writing of this report, a balance of $1,393,944 remains in the CAD/RMS CIP project budget. Of this amount, $154,011 is committed to pay for the City’s consultant’s work on this project. The total amount expended for the new RMS shall not exceed the remaining project balance to fund the one-time costs.

Annual maintenance costs will be included in the Operating Budget subject to the appropriation of funds.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Police Department.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

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19-1253 Agenda Date: 11/19/2019

RECOMMENDATION
Approve and authorize the City Manager to execute Amendment Number 1 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure dated October 12, 2017.

Reviewed by: Daniel Winter, Assistant Chief of Police
Approved by: Deanna J. Santana, City Manager

ATTACHMENTS

1. Amendment #1 to Master Product and Services Agreement, dated October 12, 2017 City of Santa Clara Printed on 3/10/2020Page 3 of 3
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AMENDMENT NUMBER 1 TO

MASTER PRODUCT AND SERVICES AGREEMENT
DATED OCTOBER 12, 2017

This Amendment Number 1 (“Amendment”) to Order 1 (“Order 1”) and Order 2 (“Order 2” and collectively with Order 1, the “Orders”) under that certain Master Agreement (the “Agreement”) dated October 12, 2017 by and betw een Intergraph Corporat ion doing business as Hexagon Safety & Infrastructure, (“Hexagon”) and the City of Santa Clara, California (the “City”), is effective as of the date this Amendment is executed by both parties (the “Effective Date”) and modifies the Orders and Agreement as follows:

RECITALS

NOW WHE REAS, Hexagon and the City entered into to the Agreement and the Orders to implement, license, and maintain the following subsystems and their related interfaces: Computer Aided Dispatch (“CAD”), Mobile for Public Safety (“MPS”), Mobile Responder (“MR”), in PURSUIT WebRMS (“WebRMS”), inPURSUIT WebRMS FBR (“FBR”)(collectively the “Solution”);

WHEREAS, Hexagon and the City have each performed some, but not all, of their respective obligations under Order 1, and Order 2 has not yet commenced;

WHEREAS, the City has informed Hexagon it desires to discontinue the implementation of WebRMS and FBR ;

WHEREAS, CAD, MPS, and MR (“Remaining Subsystems”) have cutover to live production use and been accepted by the City, and Hexagon acknowledges and agrees that it has been paid in full by City for the work it has done to date on the Remaining Subsystems under Order 1;

WHEREAS, it is the express mutual intent of the Parties through this Amendment to the Agreement and Orders to separate to the fullest extent possible the Parties respective contractual rights and responsibilities pertaining to WebRMS and FBR from the Remaining Subsystems, such that the Parties discontinue implementation of WebRMS and FBR Hexagon acknowledges and agrees to discontinue implementation of Web RMS and FBR in consideration for the mutual promises contained herein;

WHEREAS, the parties desire to modify the Agreement and Orders pursuant to Section 2.3 of the Agreement, reflecting: the removal of the parties’ remaining obligations to complete implementation of WebRMS and FBR ; the updated project schedule for the removal of WebRMS and FBR from City hardware ; and the remaining payment obligations and future maintenance pricing for the Remaining Subsystems; and

WHEREAS, the parties seek to amicably address and resolve all disputes pertaining to WebRMS and FBR .

TERMS AND CONDITIONS

N OW THEREFORE, in cons ideration of the forego ing Recitals which are fully incorporated herein, and the mut ual promises and agreements set forth below, the re ceipt and sufficiency of which consideration is hereby acknowledged, Hexagon and the City hereby agree as follows:

1. WebRMS/FBR Discontinuance. As part of this Amendment and in accordance with its terms, each party is released from any and all obligations and liabilities pertaining to WebRMS and FBR. Without limiting the foregoing and for purposes of clarity:
a. Any and all references in the Agreement to inclusion of WebRMS and FBR in its terms shall be deleted;
b. Any and all dependencies and conditions pertaining to WebRMS and FBR set forth in Order 1 and Exhibits and Attachments thereto are deleted; c. Any and all requirements related to delivery or implementation of WebRMS or FBR set forth in Order 1 are deleted;
d. Any and all requirements to develop, implement, or maintain interfaces to or from WebRMS or FBR (“WebRMS Interfaces”) are deleted;
e. Any and all requirements under Order 2 to maintain and/or support WebRMS and components of the WebRMS Subsystem as listed in Table 3 of Exhibit B of Order 1 (“WebRMS Software”), FBR related software as listed in Table 4 of Exhibit B of Order 1 (“FBR Software”), and WebRMS Interfaces as listed in Table 5 of Exhibit B of Order 1 are deleted;
f. Any and all requirements contained within the Agreement and Orders (including Exhibits and Attachments) applicable to the City or its staff related to WebRMS and FBR, including but not limited to customer responsibilities and payments, are deleted; and
g. In addition to the specific deletions set forth above, all remaining terms of the Agreement and Orders (including Exhibits and Attachments) shall be read to effectuate the intent of the parties in this Amendment, as set forth in the Recitals above.

2. Remaining Tasks in Order 1 . With the removal of WebRMS and FBR from the Solution, the Parties acknowledge that Order 1 shall be fully performed and complete upon the completion of the following tasks and events:
a. Conclusion of the Extended Warranty for Remaining Subsystems on November 4, 2019;
b. Creation and execution of an Order for the development, implementation, and provision of software and services needed by the City for an interface between the Remaining Subsystems and the new records management system solution procured by the City , at no cost to City. The City would be responsible for paying for maintenance for the new interface from its eventual RMS vendor and contracting with its RMS vendor for any software and services the RMS vendor may need to provide for such integration on its side.

Subject to the formation of a reasonable non- disclosure agreement between Hexagon and the City’s RMS vendor and the conditions above, Hexagon agrees to work cooperatively with the City and the third -party vendor’s team to develop Hexagon’s portion of an interface between I/CAD and the City’s eventual records management system . Also subject to the non-disclosure agreement, Hexagon will provide to the new RMS vendor the information necessary for the new RMS vendor to complete its portion of the interface. This shall be at no cost to the City.

Hexagon agrees to continue providing at no cost to City fifteen ( 15) I/NetViewer licenses (“I/NetViewer Licenses”) for its production environment to the City until such time as the City’s chosen replacement RMS soluti on has cutover to live production use and is fully accepted by City. Those licenses are provided on a term basis and subject to the End User License Agreement set forth in Exhibit B of the Agreement. The City acknowledges the I/NetViewer Licenses are presently set to expire on December 31, 2019. To the extent the City’s new RMS system has not cutover by November 30, 2019, the City shall request from Hexagon in writing for Hexagon to extend the term of the I/NetViewer Licenses by one (1) additional year. Hexagon shall extend the term of the I/NetViewer Licenses upon receipt of the request for an additional one (1) year.

On an annual basis in the same manner as described above, the City may request Hexagon extend the term for successive years (on an annual basis) for the I/NetViewer Licenses. Hexagon shall extend the City license to the I/NetViewer Licenses upon receipt of such request.

3. Past Payments. Hexagon shall be entitled to retain all amounts previously paid by the City under Order 1 in consideration for performance related to CAD, MPS, and MR software delivered to date. The Parties agree that the City bears no further responsibility for any payments to Hexagon under Order 1, and Hexagon unequivocally waives all rights thereto.

4. Updated Order 1 Payment Milestone Schedule. Reflecting the removal of WebRMS and FBR, Exhibit C of Order 1 is modified such that payments due upon completion of the Tasks identified below are deleted in their entirety:

a. Upon Completion of Factory Acceptance Testing (FAT) and Providing FAT Report for WebRMS ($104,616.73)
b. Upon Completion of SAT 1 Testing and Providing SAT 1 Report for WebRMS ($104,616.73)
c. Upon Cutover of WebRMS Subsystem ($104,616.73)
d. Upon Completion of Reliability Period for WebRMS Subsystem ($313,850.18)
e. Change Order #2 to Order #1: Upon Completion of SAT2 Task ($4,454.26)

For purposes of clarity, the City is relieved of its obligation to pay Hexagon $632,153.62 associated with the Order 1 Payment Milestones listed above. Updates to Order 2 are set forth in paragraph 6 below.

5. Deletion of WebRMS and FBR Software . As part of the removal of the

WebRMS and FBR from the Solution, the City shall permit Hexagon within ten (10) business days following execution of this Amendment to remotely enter the City’s network and hardware and delete such software, documentation, and related materials. The City also relinquishes any and all rights, including, but not limited to license rights, it had in and to the WebRMS Software, the FBR Software, the WebRMS Interfaces, and documentation or other intellectual property created by Hexagon regarding WebRMS and FBR. Hexagon will work with the City to:

• Remove any WebRMS/FBR applications from City hardware • Remove any WebRMS/FBR related configurations, software, integrations and services. • Ensure iCAD is not affected by the removal of the above. • Provide a list of Hexagon employees to be removed from the City’s environment.

6. Maintenance Payments and Credits to the City . Reflecting the removal of WebRMS Software, FBR Software, and WebRMS Interfaces the pricing for Order 2 is revised as follows in the updated Form R set forth below. The price in Updated Form R reflects maintenance services for the Software listed in the updated tables from Form N attached hereto as Schedule 1.:

UPDATED FORM R

As reflected above, Hexagon shall provide City with a credit in the amount of $273,102 towards Year 1 Recurring Costs (including Options) such that Year 1 maintenance services are provided at no cost to City. This credit is limited to the amount above and would not be increased in the event the City purchases additional software from Hexagon or which it desires maintenance during Year 1. Subject to the terms of the Agreement, as modified in this Amendment, Hexagon shall provide maintenance services to the City in accordance with Order

2. Recurring Cost Recurring Cost Recurring Cost Recurring Cost Recurring Cost Year 1 Year 2 Year 3 Year 4 Year 5
Hardware Maintenance N/A N/A N/A N/A N/A
System Software Maintenance N/A N/A N/A N/A N/A
Application Software
Maintenance (excluding taxes) 272577 282792 293389 304384 315791 Other Recurring Costs (Escrow)
(excluding taxes) 525 551 579 608 638
Total Annual Recurring Costs
(excluding taxes) 273102 283343 293968 304992 316429
Optional Recurring Costs
(excluding taxes) 0 0 0 0 0
Subtotal Optional Recurring Costs
(excluding taxes) 0 0 0 0 0
Amendment 1 Credit -273102
Total Annual Recurring Costs
(Including Options) 0 283343 293968 304992 316429
+
+

7. Non-Disparagement. As it relates to the Agreement , including Order 1 and Order 2, each party shall refrain from purposely issuing any press release, making any public statement, or making any statement directly, or through an intermediary, that is likely to become public, to the extent su ch press release or statement relates to the other party and is unt rue or derogatory; provided however, the foregoing prohibition shall not prohibit the other party from defending itself against any public statements that would otherwise violate this clause. The parties also acknowledge and affirm that notwithstanding any previous communications to the contrary, WebRMS and FBR implementation and maintenance services are being removed for the mutual convenience of the parties. Nothing herein shall prevent the City from taking any action required by law (in particular, as requires by the California Public Records Act) or presenting this A mendment in a public meeting for approval, and providing the necessary information to the public and elected officials.

8. Entire Agreement. T his Amendment con stitutes the ent ire agreement of the parties with respect to the s ubject ma tter hereof. T his Amendment s hall not be ame nded or modified, except by a w riting executed by Hexagon and the City . Notwithstanding the foregoing, the Updated Project Schedule may be updated from time to time by mutual consent of both parties in the manner prescribed in the Order.

9. Independent Review. Hexagon and the City acknowledge and agree neither has relied upon a representation or statement made by the oth er party in determ ining to enter into t his Amendment. Ea ch party represents and w arrants t hat the party has independently determined, in cons ultation wi th c ounsel, t hat the dispute r esolution re presented by t his Amendment is in the best interest of the party.

10. Authority.
a. The individual ex ecuting t his Amendment on be half of a Hexagon individually represents and warrants that said individual is duly authorized to execute this Amendment on behalf of Hexagon.
b. The individual executing this Amendment on behalf of the City represents and warrants that said individual s are duly authorized to execute this Amendment and bind the City.

11. Miscellaneous.
a. In the event of any inconsistency between the terms of this Amendment and the Orders, the terms of this Amendment shall govern and control. b. Hexagon and the City each ratify and confirm the terms, conditions, obligations and undertakings set forth in the Orders and Agreement , and except as modified hereby, all other terms and conditions of the Order and Agreement shall remain in full force and legal effect.
c. This Amendment may be executed in counterparts, each of which when so executed shall be deemed an original and all of which when taken together, shall constitute one and the same instrument. This Amendment shall become binding when one or more counterparts hereof, individually or taken together, shall bear the signatures of all of the parties reflected hereon as the signatories hereto.

APPROVED AS TO FORM:

BRIAN DOYLE
City Attorney
"CITY"
Dated: ---------
DEANNA J. SANTANA
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
INTERGRAPH CORPORATION d/b/a HEXAGON SAFETY & INFRASTRUCTURE Dated:

By:

Name:

Title:

Local Address: 305 Intergraph Way, Madison, Alabama 35758 "HEXAGON"

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
23-848 Agenda Date: 8/29/2023

REPORT TO COUNCIL

SUBJECT
Action on Amendment No. 2 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure to Extend the Computer Aided Dispatch System Contract Term to November 30, 2024 at No Additional Cost

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
The City of Santa Clara’s Public Safety 9-1-1 Dispatch Center relies on a Computer Aided Dispatch (CAD) system to initiate calls for service, dispatch Police and Fire personnel and maintain the status of responding public safety units. The Police Records Unit relies on a Records Management System (RMS) to file police reports, maintain accurate records of law enforcement documents and submit required data to the Department of Justice.

In June 2016, the City Council approved $3 million in funding for the CAD and RMS Upgrade project as part of the 2016/17 Adopted Capital Improvement Program Budget. On October 10, 2017, after an extensive and rigorous procurement process, Hexagon Safety & Infrastructure (Hexagon) was approved by City Council (Item #13.B6) to deliver the software, related service and materials, maintenance agreement, customer service and warranty most appropriately meeting the project deliverables identified by the City of Santa Clara for an integrated CAD and RMS solution.

Staff negotiated a six-year Master Product and Services Agreement (Master Agreement) through October 11, 2023, with a one-time cost of $2,092,335 for CAD/MPS and WebRMS software, project management, training and a one-year warranty. The warranty included maintenance costs for the first year of the contract. The contract also allowed for additional options items not to exceed $2,472,425.

The Capital Improvement Project budget covered the cost for DELTAWRX services and the one-time implementation costs for the CAD/MPS and WebRMS systems.

The original Hexagon Maintenance Contract details the annual costs to support CAD functionality through terms of the Master Agreement with a one-year extended warranty and cost inflator not to exceed four percent each year through the balance of the Maintenance Contract. The reoccurring costs, such as annual maintenance and software upgrades, have been paid for from the Police Department’s operating budget.

On November 5, 2018, the City of Santa Clara went live with the CAD portion of the project, which included all new Mobile Data Computers with stronger wireless infrastructure in police vehicles. The RMS portion of this project was not implemented consecutively. As a result, on November 19, 2019, Council approved Amendment No. 1 to the Master Agreement which, among other things, severed City of Santa Clara Printed on 8/24/2023Page 1 of 3
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23-848 Agenda Date: 8/29/2023
the RMS project from the scope of the Agreement and provided the City with associated credits towards Maintenance Costs.

The terms of the Master Agreement as Amended detailed the one-time costs and Maintenance Contract highlighted the annual maintenance expenses as follows after the above actions:

Fiscal Year Description Original Cost including
WebRMS
Cost Detailed in
Amendment No. 1
without WebRMS
2017/18 One-time costs $1,046,168 $1,046,168
2018/19 One-time costs through
cutover
$1,046,168 $1,055,076*
2019/20 Annual maintenance $422,172 0**
2020/21 Annual maintenance $438,004 $283,343
2021/22 Annual maintenance $454,430 $293,968
2022/23 Annual maintenance $471,471 $304,992
2023/24 Annual maintenance $489,151 $316,429
TOTAL $4,367,564 $3,299,976
*$8,908 increase due to change order following agreement execution ** Year 1 maintenance services were provided to the City at no cost. In addition, a $273,102 credit was applied in Year 1

DISCUSSION
Hexagon CAD is a suite of industry-leading incident management software that features complete, integrated capabilities for call handling and dispatching, intelligent mapping, field communications, data reporting and analysis, and application integration. CAD enhances the quality and availability of critical information, providing a common operating picture for intelligent response.

The Master Agreement as Amended expires on October 11, 2023. Amendment No. 1 grants the City Year 1 maintenance services at no cost and expires in coordination with the Master Agreement. Due to mutual obligations in the Maintenance Contract, the City and Hexagon would like to amend the Master Agreement and Amendment No. 1 with Amendment No. 2 to synchronize with the Maintenance Contract expiration of November 30, 2024.

The annual maintenance costs are included in the Police Department’s Operating Budget subject to the appropriation of funds and are paid on/around December 1 each year. Year 5 of the existing maintenance agreement will cover December 1, 2023 through November 30, 2024 at a cost of $316,429.

ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.

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23-848 Agenda Date: 8/29/2023

FISCAL IMPACT
There is no fiscal impact to this action. Approval of this recommendation simply synchronizes the Master Agreement and Maintenance Contract through November 30, 2024. The services provided in the contract are funded in the General Fund.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Police Department.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve and authorize the City Manager to execute Amendment No. 2 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure dated October 12, 2017 to extend the contract term at no additional cost in a final form approved by the City Attorney.

Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jōvan Grogan, City Manager

ATTACHMENTS

1. Amendment No. 1 of the Master Agreement approved by City Council on November 19, 2019 (RTC 19-1253)

2. Amendment No. 2 to the Master Product and Services Agreement City of Santa Clara Printed on 8/24/2023Page 3 of 3
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1 AMENDMENT NUMBER 2 TO THE MASTER PRODUCT AND
SERVICES AGREEMENT DATED OCTOBER 12, 2017
This amendment ("Amendment") modifies the Master Product and Services Agreement between the City of Santa Clara ("City") and Intergraph Corporation through its Hexagon Safety, Infrastructure & Geospatial Division (“Hexagon”), dated October 12, 2017 (the "Master Agreement").

WHEREAS, Hexagon and the City previously executed the Master Agreement with expiration date October 11, 2023;

WHEREAS, Hexagon and the City executed Amendment Number 1 to the Master Agreement on December 2, 2019, which, among other things, modified Orders 1 and 2 under the Master Agreement (“Master Agreement as Amended”);

WHEREAS, Order Number 2 provided for Maintenance Services for five years following the conclusion of the Subsystem Extended Warranty Period and is set to end on November 30, 2024;

WHEREAS, the Parties desire to amend the Master Agreement as Amended in order to synchronize the expiration of the Master Agreement as Amended with the conclusion of Order Number 2;

NOW THEREFORE, in consideration of the mutual promises hereof, and the mutual obligations in the Master Agreement as Amended and as further amended herein, the City and Hexagon agree to the following:

1. Section 5.1 is deleted and replaced with the following:

The Term of this Agreement shall begin on the Effective Date and remain in effect until November 30, 2024, or until the Agreement is earlier terminated pursuant to a section below.

2. The City and Hexagon each ratify and confirm the terms, conditions, obligations and undertakings set forth in the Master Agreement as Amended, and except as modified hereby, all other terms and conditions of the Master Agreement as Amended shall remain in full force and legal effect.

[The remainder of this page is left intentionally blank.]

-82:1547Ā.7;36893Ā0-)Ā& *".,.#Ȁ '+$Ȁ#&/+Ȁ($*"Ȁ.,% #.*/"!*, 2 In Witness Whereof, the Parties have entered into the Agreement as of the date stated herein:

City of Santa Clara

Authorized Signature

Printed Name

City Manager
Title

Date

Intergraph Corporation

Authorized Signature

Tiffany Taylor
Printed Name

Americas Finance Director
Title

Date

Approved as to Form:

City Attorney
-82:1547Ā.7;36893Ā0-)Ā& *".,.#Ȁ '+$Ȁ#&/+Ȁ($*"Ȁ.,% #.*/"!*, 


City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
19-1253 Agenda Date: 11/19/2019

REPORT TO CITY COUNCIL

SUBJECT
Action on Amendment No. 1 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure

BACKGROUND
The City of Santa Clara’s Public Safety 9-1-1 Dispatch Center relies on a Computer Aided Dispatch (CAD) system to initiate calls for service, dispatch Police and Fire personnel and maintain the status of responding public safety units. The Police Records Unit relies on a Records Management System (RMS) to file police reports, maintain accurate records of law enforcement documents and submit required data to the Department of Justice. Both critical systems were nearing end-of-life, would no longer be supported by their respective vendors, and, soon, would not meet pending State and Federal hardware, software, network and security requirements.

In June 2016, the City Council approved $3 million in funding for the CAD and RMS Upgrade project as part of the 2016/2017 CIP Budget. In October 2017, after an extensive and rigorous procurement process, Hexagon Safety & Infrastructure (Hexagon) was selected to deliver the software, related service and materials, maintenance agreement, customer service and warranty most appropriately meeting the project deliverables identified by the City of Santa Clara for an integrated CAD and RMS solution.

On November 5, 2018, the City of Santa Clara went live with the CAD portion of the project, which included all new Mobile Data Computers with stronger wireless infrastructure in police vehicles. The Police Department has been very pleased with the implementation of the new CAD system. To date, however, the RMS portion of this project has not been implemented.

This RMS issue was brought before Council in closed session on January 15, 2019, at which time Council directed staff to attempt to negotiate with Hexagon the severance of the RMS portion of the Master Agreement, within certain general parameters.

DISCUSSION
Hexagon has been unable to deliver RMS according to the production schedule. In order to satisfy impending state and federal data collection deadlines, the City must find an alternate RMS solution.

City staff and Hexagon senior executives have met on several occasions and have mutually agreed to amend the original contract to a CAD only purchase. The terms of the amended Agreement include:
· Releasing each party from all obligations and liabilities pertaining to RMS and Field Based Reporting software
· Conclusion of the extended warranty for remaining CAD related subsystems on November 4, City of Santa Clara Printed on 3/10/2020Page 1 of 3
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19-1253 Agenda Date: 11/19/2019
2019
· Development, implementation and provision of software and services needed by the City for an interface between the remaining subsystems and the new RMS solution procured by the City, at no cost to the City
· Provide at no cost to the City 15 I/Net Viewer licenses for its production environment until such time the City’s chosen replacement RMS solution is live and fully accepted by the City · Hexagon shall be entitled to retain all previous payments in the amount of $1,050,621 for performance related with CAD, Mobile for Public Safety and Mobile Responder software delivered to date
· Relieve the City of paying Hexagon $632,154 for milestones related with RMS · Remotely access the City’s network within ten (10) days following execution of this Amendment to delete such software, documentation and related materials · Hexagon shall provide the City with a credit in the amount of $273,102 towards Year 1 recurring costs (maintenance expenses related to the CAD system), such that Year 1 maintenance services are provided to the City at no cost The terms of the proposed Amendment, outlined above, fall within the general parameters of Council direction to staff.

ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.

FISCAL IMPACT
The City Council approved $3 million in the FY 2016/17 Capital Improvement Program Budget for the CAD/RMS Upgrade project. Through the writing of this report, a balance of $1,393,944 remains in the CAD/RMS CIP project budget. Of this amount, $154,011 is committed to pay for the City’s consultant’s work on this project. The total amount expended for the new RMS shall not exceed the remaining project balance to fund the one-time costs.

Annual maintenance costs will be included in the Operating Budget subject to the appropriation of funds.

COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office and Police Department.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] <mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

City of Santa Clara Printed on 3/10/2020Page 2 of 3
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19-1253 Agenda Date: 11/19/2019

RECOMMENDATION
Approve and authorize the City Manager to execute Amendment Number 1 to the Master Product and Services Agreement with Hexagon Safety & Infrastructure dated October 12, 2017.

Reviewed by: Daniel Winter, Assistant Chief of Police
Approved by: Deanna J. Santana, City Manager

ATTACHMENTS

1. Amendment #1 to Master Product and Services Agreement, dated October 12, 2017 City of Santa Clara Printed on 3/10/2020Page 3 of 3
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AMENDMENT NUMBER 1 TO

MASTER PRODUCT AND SERVICES AGREEMENT
DATED OCTOBER 12, 2017

This Amendment Number 1 (“Amendment”) to Order 1 (“Order 1”) and Order 2 (“Order 2” and collectively with Order 1, the “Orders”) under that certain Master Agreement (the “Agreement”) dated October 12, 2017 by and betw een Intergraph Corporat ion doing business as Hexagon Safety & Infrastructure, (“Hexagon”) and the City of Santa Clara, California (the “City”), is effective as of the date this Amendment is executed by both parties (the “Effective Date”) and modifies the Orders and Agreement as follows:

RECITALS

NOW WHE REAS, Hexagon and the City entered into to the Agreement and the Orders to implement, license, and maintain the following subsystems and their related interfaces: Computer Aided Dispatch (“CAD”), Mobile for Public Safety (“MPS”), Mobile Responder (“MR”), in PURSUIT WebRMS (“WebRMS”), inPURSUIT WebRMS FBR (“FBR”)(collectively the “Solution”);

WHEREAS, Hexagon and the City have each performed some, but not all, of their respective obligations under Order 1, and Order 2 has not yet commenced;

WHEREAS, the City has informed Hexagon it desires to discontinue the implementation of WebRMS and FBR ;

WHEREAS, CAD, MPS, and MR (“Remaining Subsystems”) have cutover to live production use and been accepted by the City, and Hexagon acknowledges and agrees that it has been paid in full by City for the work it has done to date on the Remaining Subsystems under Order 1;

WHEREAS, it is the express mutual intent of the Parties through this Amendment to the Agreement and Orders to separate to the fullest extent possible the Parties respective contractual rights and responsibilities pertaining to WebRMS and FBR from the Remaining Subsystems, such that the Parties discontinue implementation of WebRMS and FBR Hexagon acknowledges and agrees to discontinue implementation of Web RMS and FBR in consideration for the mutual promises contained herein;

WHEREAS, the parties desire to modify the Agreement and Orders pursuant to Section 2.3 of the Agreement, reflecting: the removal of the parties’ remaining obligations to complete implementation of WebRMS and FBR ; the updated project schedule for the removal of WebRMS and FBR from City hardware ; and the remaining payment obligations and future maintenance pricing for the Remaining Subsystems; and

WHEREAS, the parties seek to amicably address and resolve all disputes pertaining to WebRMS and FBR .

TERMS AND CONDITIONS

N OW THEREFORE, in cons ideration of the forego ing Recitals which are fully incorporated herein, and the mut ual promises and agreements set forth below, the re ceipt and sufficiency of which consideration is hereby acknowledged, Hexagon and the City hereby agree as follows:

1. WebRMS/FBR Discontinuance. As part of this Amendment and in accordance with its terms, each party is released from any and all obligations and liabilities pertaining to WebRMS and FBR. Without limiting the foregoing and for purposes of clarity:
a. Any and all references in the Agreement to inclusion of WebRMS and FBR in its terms shall be deleted;
b. Any and all dependencies and conditions pertaining to WebRMS and FBR set forth in Order 1 and Exhibits and Attachments thereto are deleted; c. Any and all requirements related to delivery or implementation of WebRMS or FBR set forth in Order 1 are deleted;
d. Any and all requirements to develop, implement, or maintain interfaces to or from WebRMS or FBR (“WebRMS Interfaces”) are deleted;
e. Any and all requirements under Order 2 to maintain and/or support WebRMS and components of the WebRMS Subsystem as listed in Table 3 of Exhibit B of Order 1 (“WebRMS Software”), FBR related software as listed in Table 4 of Exhibit B of Order 1 (“FBR Software”), and WebRMS Interfaces as listed in Table 5 of Exhibit B of Order 1 are deleted;
f. Any and all requirements contained within the Agreement and Orders (including Exhibits and Attachments) applicable to the City or its staff related to WebRMS and FBR, including but not limited to customer responsibilities and payments, are deleted; and
g. In addition to the specific deletions set forth above, all remaining terms of the Agreement and Orders (including Exhibits and Attachments) shall be read to effectuate the intent of the parties in this Amendment, as set forth in the Recitals above.

2. Remaining Tasks in Order 1 . With the removal of WebRMS and FBR from the Solution, the Parties acknowledge that Order 1 shall be fully performed and complete upon the completion of the following tasks and events:
a. Conclusion of the Extended Warranty for Remaining Subsystems on November 4, 2019;
b. Creation and execution of an Order for the development, implementation, and provision of software and services needed by the City for an interface between the Remaining Subsystems and the new records management system solution procured by the City , at no cost to City. The City would be responsible for paying for maintenance for the new interface from its eventual RMS vendor and contracting with its RMS vendor for any software and services the RMS vendor may need to provide for such integration on its side.

Subject to the formation of a reasonable non- disclosure agreement between Hexagon and the City’s RMS vendor and the conditions above, Hexagon agrees to work cooperatively with the City and the third -party vendor’s team to develop Hexagon’s portion of an interface between I/CAD and the City’s eventual records management system . Also subject to the non-disclosure agreement, Hexagon will provide to the new RMS vendor the information necessary for the new RMS vendor to complete its portion of the interface. This shall be at no cost to the City.

Hexagon agrees to continue providing at no cost to City fifteen ( 15) I/NetViewer licenses (“I/NetViewer Licenses”) for its production environment to the City until such time as the City’s chosen replacement RMS soluti on has cutover to live production use and is fully accepted by City. Those licenses are provided on a term basis and subject to the End User License Agreement set forth in Exhibit B of the Agreement. The City acknowledges the I/NetViewer Licenses are presently set to expire on December 31, 2019. To the extent the City’s new RMS system has not cutover by November 30, 2019, the City shall request from Hexagon in writing for Hexagon to extend the term of the I/NetViewer Licenses by one (1) additional year. Hexagon shall extend the term of the I/NetViewer Licenses upon receipt of the request for an additional one (1) year.

On an annual basis in the same manner as described above, the City may request Hexagon extend the term for successive years (on an annual basis) for the I/NetViewer Licenses. Hexagon shall extend the City license to the I/NetViewer Licenses upon receipt of such request.

3. Past Payments. Hexagon shall be entitled to retain all amounts previously paid by the City under Order 1 in consideration for performance related to CAD, MPS, and MR software delivered to date. The Parties agree that the City bears no further responsibility for any payments to Hexagon under Order 1, and Hexagon unequivocally waives all rights thereto.

4. Updated Order 1 Payment Milestone Schedule. Reflecting the removal of WebRMS and FBR, Exhibit C of Order 1 is modified such that payments due upon completion of the Tasks identified below are deleted in their entirety:

a. Upon Completion of Factory Acceptance Testing (FAT) and Providing FAT Report for WebRMS ($104,616.73)
b. Upon Completion of SAT 1 Testing and Providing SAT 1 Report for WebRMS ($104,616.73)
c. Upon Cutover of WebRMS Subsystem ($104,616.73)
d. Upon Completion of Reliability Period for WebRMS Subsystem ($313,850.18)
e. Change Order #2 to Order #1: Upon Completion of SAT2 Task ($4,454.26)

For purposes of clarity, the City is relieved of its obligation to pay Hexagon $632,153.62 associated with the Order 1 Payment Milestones listed above. Updates to Order 2 are set forth in paragraph 6 below.

5. Deletion of WebRMS and FBR Software . As part of the removal of the

WebRMS and FBR from the Solution, the City shall permit Hexagon within ten (10) business days following execution of this Amendment to remotely enter the City’s network and hardware and delete such software, documentation, and related materials. The City also relinquishes any and all rights, including, but not limited to license rights, it had in and to the WebRMS Software, the FBR Software, the WebRMS Interfaces, and documentation or other intellectual property created by Hexagon regarding WebRMS and FBR. Hexagon will work with the City to:

• Remove any WebRMS/FBR applications from City hardware • Remove any WebRMS/FBR related configurations, software, integrations and services. • Ensure iCAD is not affected by the removal of the above. • Provide a list of Hexagon employees to be removed from the City’s environment.

6. Maintenance Payments and Credits to the City . Reflecting the removal of WebRMS Software, FBR Software, and WebRMS Interfaces the pricing for Order 2 is revised as follows in the updated Form R set forth below. The price in Updated Form R reflects maintenance services for the Software listed in the updated tables from Form N attached hereto as Schedule 1.:

UPDATED FORM R

As reflected above, Hexagon shall provide City with a credit in the amount of $273,102 towards Year 1 Recurring Costs (including Options) such that Year 1 maintenance services are provided at no cost to City. This credit is limited to the amount above and would not be increased in the event the City purchases additional software from Hexagon or which it desires maintenance during Year 1. Subject to the terms of the Agreement, as modified in this Amendment, Hexagon shall provide maintenance services to the City in accordance with Order

2. Recurring Cost Recurring Cost Recurring Cost Recurring Cost Recurring Cost Year 1 Year 2 Year 3 Year 4 Year 5
Hardware Maintenance N/A N/A N/A N/A N/A
System Software Maintenance N/A N/A N/A N/A N/A
Application Software
Maintenance (excluding taxes) 272577 282792 293389 304384 315791 Other Recurring Costs (Escrow)
(excluding taxes) 525 551 579 608 638
Total Annual Recurring Costs
(excluding taxes) 273102 283343 293968 304992 316429
Optional Recurring Costs
(excluding taxes) 0 0 0 0 0
Subtotal Optional Recurring Costs
(excluding taxes) 0 0 0 0 0
Amendment 1 Credit -273102
Total Annual Recurring Costs
(Including Options) 0 283343 293968 304992 316429
+
+

7. Non-Disparagement. As it relates to the Agreement , including Order 1 and Order 2, each party shall refrain from purposely issuing any press release, making any public statement, or making any statement directly, or through an intermediary, that is likely to become public, to the extent su ch press release or statement relates to the other party and is unt rue or derogatory; provided however, the foregoing prohibition shall not prohibit the other party from defending itself against any public statements that would otherwise violate this clause. The parties also acknowledge and affirm that notwithstanding any previous communications to the contrary, WebRMS and FBR implementation and maintenance services are being removed for the mutual convenience of the parties. Nothing herein shall prevent the City from taking any action required by law (in particular, as requires by the California Public Records Act) or presenting this A mendment in a public meeting for approval, and providing the necessary information to the public and elected officials.

8. Entire Agreement. T his Amendment con stitutes the ent ire agreement of the parties with respect to the s ubject ma tter hereof. T his Amendment s hall not be ame nded or modified, except by a w riting executed by Hexagon and the City . Notwithstanding the foregoing, the Updated Project Schedule may be updated from time to time by mutual consent of both parties in the manner prescribed in the Order.

9. Independent Review. Hexagon and the City acknowledge and agree neither has relied upon a representation or statement made by the oth er party in determ ining to enter into t his Amendment. Ea ch party represents and w arrants t hat the party has independently determined, in cons ultation wi th c ounsel, t hat the dispute r esolution re presented by t his Amendment is in the best interest of the party.

10. Authority.
a. The individual ex ecuting t his Amendment on be half of a Hexagon individually represents and warrants that said individual is duly authorized to execute this Amendment on behalf of Hexagon.
b. The individual executing this Amendment on behalf of the City represents and warrants that said individual s are duly authorized to execute this Amendment and bind the City.

11. Miscellaneous.
a. In the event of any inconsistency between the terms of this Amendment and the Orders, the terms of this Amendment shall govern and control. b. Hexagon and the City each ratify and confirm the terms, conditions, obligations and undertakings set forth in the Orders and Agreement , and except as modified hereby, all other terms and conditions of the Order and Agreement shall remain in full force and legal effect.
c. This Amendment may be executed in counterparts, each of which when so executed shall be deemed an original and all of which when taken together, shall constitute one and the same instrument. This Amendment shall become binding when one or more counterparts hereof, individually or taken together, shall bear the signatures of all of the parties reflected hereon as the signatories hereto.

APPROVED AS TO FORM:

BRIAN DOYLE
City Attorney
"CITY"
Dated: ---------
DEANNA J. SANTANA
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
INTERGRAPH CORPORATION d/b/a HEXAGON SAFETY & INFRASTRUCTURE Dated:

By:

Name:

Title:

Local Address: 305 Intergraph Way, Madison, Alabama 35758 "HEXAGON"

1 AMENDMENT NUMBER 3 TO THE MASTER PRODUCT AND
SERVICES AGREEMENT DATED OCTOBER 12, 2017
This amendment ("Amendment") modifies the Master Product and Services Agreement between the City of Santa Clara ("City") and Intergraph Corporation through its Hexagon Safety, Infrastructure & Geospatial Division (“Hexagon”), dated October 12, 2017 (the "Master Agreement").

WHEREAS, H
exagon and the City executed the Master Agreement on October 12, 2017;
WHEREAS , Hexagon and the City executed Amendment Number 1 to the Master Agreement on December 2, 2019, which, among other things, modified Orders 1 and 2 under the Master Agreement ;
WHEREAS, Order Number 2 provided for Maintenance Services for five years following the conclusion of the Subsystem Extended Warranty Period and is set to end on November 30, 2024;
WHEREAS, Hexagon and the City executed Amendment Number 2 to the Master Agreement on September 13, 2023, which extended the validity of the Master Agreement through the conclusion of Order 2, November 20, 2024 ("Master Agreement as Amended"); WHEREAS , the Parties desire to again ex tend the term of the Master Agreement to facilitate additiona l Maintenance an d Support S ervices an d Orders thereunder ; WHEREAS, the Parties also desire to update the City’s existing I/CAD 9.4 system to the 2H2023 release;
NOW THEREFORE, in consideration of the mutual promises hereof, and the mutual obligations in the Master Agreement as Amended and as further amended herein, the City and Hexagon agree to the following:

1. Section 5.1 is deleted an d replaced with the following:

The Term of th is Agreement shall begin on the Effective Date and remain in effect until November 30, 2029, or until the Agreement is earlier terminated pursuant to a section below.

2. Exh ibit I to the Agre ement is h ereby added and is attached hereto and labeled as Order Number 3 ADDITIONAL MAINTENANCE SERVICES .

3. Exhibit J to the Agreement is hereby added and is attached hereto and labeled as Order Number
4 2H2023 UPDATE FOR I/CAD 9.4 .
2 4. The City an d Hex agon each ratify and confirm the terms, conditions, obligations and undertakings set forth in the Master Agreement as Amended , and except as modified hereby, all other terms and conditions of the Master Agreement as Amended , including the specifically incorporated elements of the Contract, shall remain in full force and legal effect.

In Witness Whereof, the Parties have entered into the Agreement as of the date stated herein:

City of Santa Clara
Authorized Signature
Printed Name
City Manager
Title
Date
Intergraph Corporation
Authorized Signature
Tiffany Taylor
Printed Name
Americas Finance Director
Title
Date
Approved a
s to Form:

City Attorney
1 EXHIBIT I
ORDER NUMBER 3

ADDITIONAL MAINTENANCE SERVICES
Subject
to that certain Master Agreement (the “Master Agreement”) between Intergraph Corporation doing business as Hexagon Safety and Infrastructure (referred to in this Order 3 as “Contractor”, “Intergraph”, and “Hexagon”) and the City of Santa Clara (“Customer” or the “City”), this Order Number 3 (“Order 3”) specified the term and pricing for Maintenance Services for the System following the end of Order Number 2.

1. Subject Matter. As Order 3 is solely for Maintenance Services, it is governed by the Master Agreement and more particularly Exhibit C (Hexagon’s U.S. Maintenance Terms and Conditions for Software) thereto.

2. Term. Under Order 3, each Subsystem will be supported for a total of five (5) years following the conclusion of Order Number 2.

3. Pricing. Pricing for Order 3 is set forth in Hexagon Quote 2024-60235 attached to this Exhibit.

4. Modifications. As other Orders that include additional Software are made pursuant to this Master Agreement, Order 3 will be correspondingly modified without the need for its own separate Change Order to account for the additional software being maintained notwithstanding anything else to the contrary as reflected in the Order and through subsequently issued Quotes for Maintenance Services.

5. Authorization of Services. By executing the Master Agreement, the parties have simultaneously entered and agreed to Order 3 for which no further documentation is needed for the Authorization of Services as provided in Section 3 of Exhibit C to the Master Agreement. For clarification, approximately 90 days prior to the end of an annual Coverage Period, Hexagon will provide a Quote and invoice for the Maintenance Services to be provided for the ensuing calendar year, in accordance with the pricing terms set forth in Quote 2024-60235. Aside from payment of the applicable invoice in accordance with the Master Agreement, the parties are not required to execute the Quote or perform other actions that would be typically part of a contract formation or renewal process and are otherwise described in Section 3 of Exhibit C to the Master Agreement.

This quotation has been prepared for:

Santa Clara Police Department
Saskia Lagergren
Communications Operation Manager
1990 Walsh Ave
Santa Clara CA  95050
United States

Ship To:

Santa Clara Police Department
Saskia Lagergren
Communications Operation Manager
601 El Camino Real
Santa Clara California   95050
United States

Bill To:

Santa Clara Police Department
Saskia Lagergren
Communications Operation Manager
1500 Warburton Ave.

Santa Clara California   95050
United States

Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
RenewalQuotation
Renewal Configuration Listing

USD
Line Base Part Description Begin End Service
Level
Month
s
Qty Monthly Price Extended Net Price
1 IPS0004BCK I/Informer CC - Backup License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 2 IPS0004RDT I/Informer CC - Redundant License 12/01/2024 11/30/2025 PRM 12 1 $316.92 $3,803.04 3 IPS0004TRN I/Informer CC - Training License 12/01/2024 11/30/2025 PRM 12 1 $453.58 $5,442.96 4 IPS0002TST I/Dispatcher CC - Test License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 5 IPS0004 I/Informer CC 12/01/2024 11/30/2025 PRM 12 1 $453.58 $5,442.96 6 IPS0009TST I/Mobile Data Terminal NL - Test
License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
7 IPS0012 I/Page NL 12/01/2024 11/30/2025 PRM 12 1 $411.11 $4,933.32 8 IPS0012BCK I/Page NL - Backup License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 9 IPS0012RDT I/Page NL - Redundant License 12/01/2024 11/30/2025 PRM 12 1 $287.52 $3,450.24 10 IPS0015 I/Tracker - I/CAD NL 12/01/2024 11/30/2025 PRM 12 1 $512.28 $6,147.36 11 IPS0015RDT I/Tracker - I/CAD NL - Redundant
License
12/01/2024 11/30/2025 PRM 12 1 $360.41 $4,324.92
12 IPS0015TST I/Tracker - I/CAD NL - Test License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 13 IPS0051 I/CADLink CC 12/01/2024 11/30/2025 PRM 12 1 $206.51 $2,478.12 14 IPS0053 I/Fire Station Printing CC 12/01/2024 11/30/2025 PRM 12 1 $210.06 $2,520.72 15 IPS0053TST I/Fire Station Printing CC - Test
License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
16 IPS0004TST I/Informer CC - Test License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 17 IPS0008 I/Push To Talk NL 12/01/2024 11/30/2025 PRM 12 1 $206.51 $2,478.12 18 IPS0008BCK I/Push To Talk NL - Backup License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
19 IPS0008RDT I/Push To Talk NL - Redundant
License
12/01/2024 11/30/2025 PRM 12 1 $143.76 $1,725.12
20 IPS0009 I/Mobile Data Terminal NL 12/01/2024 11/30/2025 PRM 12 1 $906.15 $10,873.80 21 IPS0009TRN I/Mobile Data Terminal NL - Training
License
12/01/2024 11/30/2025 PRM 12 1 $906.15 $10,873.80
22 IPS0080 Mobile for Public Safety CC 12/01/2024 11/30/2025 PRM 12 56 $24.30 $16,329.60 23 IPS1183 Intergraph Remote Content
Management CC
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
24 IPS0009MRC I/MDT for Intergraph Mobile
Responder- Comp
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
25 IPS3042-BCK EdgeFrontier Runtime Engine -
Backup License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
26 IPS3042DEV Xalt - Integration Developer Engine
NL
12/01/2024 11/30/2025 PRM 12 1 $321.99 $3,863.88
27 EFCUSTOM16 EF IF to TabletCommand Services 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 28 ESCROW Escrow 12/01/2024 11/30/2025 PRM 12 1 $55.83 $669.96 29 IPSCUSTOM04 Custom Services for I/Informer to
CJIC
12/01/2024 11/30/2025 PRM 12 1 $1,019.89 $12,238.68
30 IPSCUSTOM04 Informer Nested Queries 12/01/2024 11/30/2025 PRM 12 1 $609.50 $7,314.00 31 IPSCUSTOM04 Informer Transactions for Mobile
Responder
12/01/2024 11/30/2025 PRM 12 1 $203.16 $2,437.92
32 IPS1184 I/Map Editor for ArcGIS CC 12/01/2024 11/30/2025 PRM 12 1 $83.03 $996.36 33 IPS0048BCK I/FRMS-CADlink CC - Backup
License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
34 IPS0009RDT I/Mobile Data Terminal NL -
Redundant License
12/01/2024 11/30/2025 PRM 12 1 $634.85 $7,618.20
35 IPS1128UG ProQA Paramount I/CAD Interface
CC - Upgrade Only
12/01/2024 11/30/2025 PRM 12 3 $8.68 $312.48
36 IPS0048 I/FRMS-CADlink CC 12/01/2024 11/30/2025 PRM 12 1 $206.51 $2,478.12 37 IPS0042I I/NetViewer CC 12/01/2024 11/30/2025 PRM 12 5 $41.31 $2,478.60 38 IPS3042 EdgeFrontier Runtime Engine 12/01/2024 11/30/2025 PRM 12 1 $429.25 $5,151.00 39 IPS0042IBCK I/NetViewer CC - Backup License 12/01/2024 11/30/2025 PRM 12 5 $0.00 $0.00 Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
40 PSA1018 InterCAD CAD Xalt Interface 12/01/2024 11/30/2025 PRM 12 1 $167.08 $2,004.96 41 IPS0001HA I/Executive for High Availability 12/01/2024 11/30/2025 PRM 12 1 $1,503.50 $18,042.00 42 IPS0001HATRN I/Executive for High Availability -
Training License
12/01/2024 11/30/2025 PRM 12 1 $1,503.50 $18,042.00
43 IPS0001HATST I/Executive for High Availability -
Test License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
44 IPS0002TRN I/Dispatcher CC - Training License 12/01/2024 11/30/2025 PRM 12 3 $339.16 $12,209.76 45 IPS0045ITST I/NetDispatcher CC - Test License 12/01/2024 11/30/2025 PRM 12 5 $0.00 $0.00 46 IPS0004CAC I/CAD Message Ste for CA State
Switch CC
12/01/2024 11/30/2025 PRM 12 1 $646.92 $7,763.04
47 PSA1026TST Axon CAD Xalt Interface - Test 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 48 IPS3206 Intergraph Mobile Responder Server

CC - I/CAD
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
49 IPS3204 Intergraph Mobile Responder Client

CC - I/CAD
12/01/2024 11/30/2025 PRM 12 100 $8.72 $10,464.00
50 IPS0015MRC I/Tracker NL for Intergraph Mobile
Responder- Comp
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
51 IPS0048RDT I/FRMS-CADlink CC - RDT License 12/01/2024 11/30/2025 PRM 12 1 $144.77 $1,737.24 52 IPS3042-TST EdgeFrontier Runtime Engine - Test
License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
53 IPS0035NC I/Backup - (No Charge) 12/01/2024 11/30/2025 PRM 12 2 $0.00 $0.00 54 IPS0045I I/NetDispatcher CC 12/01/2024 11/30/2025 PRM 12 5 $102.46 $6,147.60 55 IPS0053BCK I/Fire Station Printing CC - Backup
License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
56 IPS2305C HxGN OnCall Analytics - Dispatch
Advantage NL 4 Core Comp
12/01/2024 11/30/2025 PRM 12 1 $917.41 $11,008.92
57 IPS0082 Map Administration Utility CC 12/01/2024 11/30/2025 PRM 12 1 $205.51 $2,466.12 58 IPS0051RDT I/CADLink CC - Redundant License 12/01/2024 11/30/2025 PRM 12 1 $144.77 $1,737.24 59 IPS0051BCK I/CADLink CC - Backup License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 60 IPS0045IBCK I/NetDispatcher CC - Backup
License
12/01/2024 11/30/2025 PRM 12 5 $0.00 $0.00
Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
61 EFCUSTOM16 EdgeFrontier CAD-to-CAD Interface 12/01/2024 11/30/2025 PRM 12 1 $270.69 $3,248.28 62 PSA1026 Axon CAD Xalt Interface 12/01/2024 11/30/2025 PRM 12 1 $182.08 $2,184.96 63 IPS0002 I/Dispatcher CC 12/01/2024 11/30/2025 PRM 12 16 $339.17 $65,120.64 64 IPSCUSTOM04 Custom Services for I/Informer to

CLETS/NCIC
12/01/2024 11/30/2025 PRM 12 1 $609.50 $7,314.00
65 IPS3042-RDT EdgeFrontier Runtime Engine -
Redundant License
12/01/2024 11/30/2025 PRM 12 1 $300.70 $3,608.40
66 IPS0001HABCK I/Executive for High Availability -
Backup License
12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00
67 IPS0042ITST I/NetViewer CC - Test License 12/01/2024 11/30/2025 PRM 12 5 $0.00 $0.00 68 IPS0048TST I/FRMS-CADlink CC - Test License 12/01/2024 11/30/2025 PRM 12 1 $0.00 $0.00 69 PSA1033 CA AB-953 Automated Reporting 12/01/2024 11/30/2025 PRM 12 1 $303.45 $3,641.40 70 IPS2307 HxGN OnCall Analytics - Power
Visuals CC
06/01/2025 11/30/2025 PRM 6 1 $0.00 $0.00
$303,123.84
Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
Summary
USD
Maintenance Total

$303,123.84
Total Price*:

$303,123.84
Total Cost for 5 year Renewal $1,675,014.24
Total Renewal Year One
Total Renewal Year Two
Total Renewal Year Three
Total Renewal Year Four
Total Renewal Year Five
$334,209.24
$350,919.48
$368,472.72
*Tax included in this quotation is an estimate only. Final tax billed will reflect the applicable tax rates at time of sale as required by law.

Notes:

Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
$318,288.96
$303,123.84
This Quote is provided pursuant to and governed by those certain terms and conditions set forth in the Master Agreement, incorporated herein.

If maintenance is not purchased at the same time as you purchase products listed in this quotation, you may purchase the maintenance for the products at a later date; however reinstatement or upgrade fees shall apply.

Customer:

Santa Clara Police
Department

Quote Number:

2024-60235

Quote Date:

06/05/2024

Expiration Date:

12/01/2024

QuotationIssuedBy
Intergraph Corporation
305 Intergraph Way
Madison, Alabama 35758 USA
Tel: (256) 730-2000
1 EXHIBIT J
ORDER NUMBER 4
2H2023 UPDATE FOR I/CAD 9.4
Subject to that certain Master Agreement (the “Master Agreement as Amended”) between Intergraph Corporation doing business as Hexagon Safety and Infrastructure (referred to
in this Order 4 as “Contractor”, “Intergraph”, and “Hexagon”) and the City of Santa Clara (“Customer” or the “City ”), this Order Number 4 (“Or der 4”) describes the services and software that will
be provided to update the City’s I/CAD 9.4 system to the 2H2023 version subject to the Statement of Work for Services for 2H2023 Update for I/CAD 9.4 attached to this Exhibit, as
well as the terms and conditions which govern the relationship between the parties during the Order 4 Term.

Unless otherwise defined, terms that are defined in the Master Agreement shall have the same meaning herein.

Statement of Work 1
Santa Clara Police Department
Statement of Work
for
Services for 2H2023 Update for I/CAD 9.4
PRESENTED TO:

Thusitha Jayawardana
PRESENTED BY:

Tammy Heaton
Vice President, Account Management & Customer Support
Hexagon Safety, Infrastructure, & Geospatial division
305 Intergraph Way
Madison, AL 35758 USA
Phone: (336) 414-6087
Email: [email protected]
May 8, 2024
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON

SAFETY & INFRASTRUCTURE
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 2

TABLE OF CONTENTS
Introduction ........................................................................................................................... 3 Purpose ................................................................................................................................. 3 Project Deliverables ............................................................................................................. 4

1. 2H2023 Update in Test Environment for I/CAD 9.4 ........................... 7

2. 2H2023 Update in Training Environment for I/CAD 9.4 ................... 12

3. Testing of 2H2023 Update for I/CAD 9.4 .......................................... 13

4. Addressing Defects from the Testing Period .................................... 15

5. 2H2023 Update in Production Environment for I/CAD 9.4 ............... 16 Acceptance Criteria ............................................................................................................ 20 Schedule .............................................................................................................................. 20 Contract Price ..................................................................................................................... 20 Terms of Payment ............................................................................................................... 20 Terms and Conditions ........................................................................................................ 20 Approval Signatures .......................................................................................................... 21 ATTACHMENT A — SOFTWARE covered UNDER MAINTENANCE .............................. 22 ATTACHMENT B — GLOSSARY OF TERMS .................................................................... 26 ATTACHMENT C — ESTIMATED PROJECT TIMELINE ................................................... 28 -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 3

INTRODUCTION
This statement of work (“SOW” or “Statement of Work”) together with the Quote, is an Order made pursuant to and governed by the Master Agreement (as defined in the section below entitled “Terms and Conditions”), entered into by and between the City of Santa Clara (“Customer”) and Intergraph Corporation doing business through its Hexagon Safety & Infrastructure division (“Hexagon”) (collectively, the “Agreement”).

PURPOSE
The SOW guides the Activities associated with updating Customer’s CAD system to Upgraded Version (as defined below) (the “Project”). It documents Project implementation requirements, identifies each major Task within the implementation process, sets expectations for each Party, and identifies the criteria by which a Task will be considered complete.

Unless specifically noted within this SOW, all software shall be the standard COTS product.

The SOW includes and incorporates the following Attachments:
z Attachment A – List of Covered Products
z Attachment B – Glossary of Terms
z Attachment C – Project Timeline
z Attachment D – Bill of Materials for Subscription Licenses - I/CAD Maintenance Release Update The remainder of this section details Project deliverables and Project assumptions related to the Project cost, schedule and scope.

Each task identified in the SOW includes the following, as necessary: Task Description, Task Deliverables, Task Prerequisites and Assumptions, Hexagon/Customer Team Participation and Responsibilities, and Task Acceptance Criteria. The Tasks defined in the SOW may not be listed chronologically, and the actual Project implementation tasks and timelines will follow the Project Schedule, unless otherwise noted.
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 4

PROJECT DELIVERABLES
z Implementation services, as specified in this SOW.

GENERAL ASSUMPTIONS
Agreement and Schedule Assumptions
z Execution of and Hexagon’s performance under this SOW is contingent and predicated upon Customer having a valid Support Contract with Hexagon prior to starting the Project and throughout the Project.
z Hexagon’s willingness to provide the Services in this SOW is predicated upon its understanding of Customer’s current Hexagon software (the “System”), and its configurations are based upon configurations Hexagon made for Customer during the latter of the initial implementation of the System or the most recent upgrade to the System. Configuration changes made by Customer are not included in the scope of this SOW and will be the responsibility of the Customer to update. z Hexagon shall have timely access to Customer Project staff. Customer shall make additional personnel available on a priority basis, as needed, to provide subject matter expertise to complete this Project.
z Customer shall have at least one (1) System Administrator, technical resource(s), and Subject Matter Expert(s) available to perform and/or support all Customer Responsibilities and timely respond to Hexagon requests.
z Customer shall provide Hexagon with contact information for a Customer resource to resolve any issues that should arise from Hexagon’s access of Customer’s System during working and non- working hours.
z Customer shall provide Hexagon, upon request, with access to all data, documents, plans, reports, diagrams, and analyses related to the scope of work and responsibilities of this Project. z Unless otherwise noted in this SOW, all Documentation, if any, provided by Hexagon under this SOW will only be COTS Documentation and delivered electronically. z All Hexagon personnel performing remote tasks will be identified and vetted, to the extent intended to address CJIS requirements, prior to commencement of those remote tasks. z Any Service Request (CASE) that is set to Waiting on Customer (WOC) will automatically be closed after 10 business days if the customer does not update the service request.

Project Assumptions
z Customer has reviewed the SOW and acknowledges and agrees that only those Covered Products listed in Attachment A will be updated under this SOW and all Software Products not listed in Attachment A will not be updated under this Order, z Covered Products listed in Attachment A will be updated to the I/CAD 9.4 2H2023 Maintenance Release (“Upgraded Version”) version or be compatible therewith. z For travel to perform Services in addition to what is included in this scope, a Change Order will be required.
z Hexagon software maintenance begins upon cutover to production use, if applicable. z Customer is on I/CAD 9.4 version (“CAD Current Version”). -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 5
z Customer is on MPS 9.4 version (“MPS Current Version” and collectively with CAD Current Version, the “Current Version”).
z This SOW does not include Services for changes to the Current Version if any of the following apply:
z Changes that were not performed by Hexagon;
z Changes that were made outside or not recorded in the contract governing implementation of Customer’s Current Version;
z Changes that are not covered by Customer’s current Support Contract.

Hardware and Software Assumptions
z All Software will be electronically delivered.
z Customer shall have current backups of their existing environments. z This Project contemplates installing the Upgraded Version on new Customer hardware. System Access/CJIS Assumptions
z Upon Customer request, Hexagon personnel may undergo a criminal background check consisting of biographical information necessary to initiate an NCIC query and fingerprinting. To the extent Customer requires Hexagon personnel to undergo such criminal background check, Customer shall arrange for such criminal background check and fingerprinting and be responsible for all costs associated with the criminal background check and fingerprinting. Any remote personnel shall only be required to provide biographical information necessary to initiate a NCIC query and a fingerprint card completed by any law enforcement agency. z Customer shall grant Hexagon personnel system administrator level access with unique log-in credentials to all servers, networks, databases, and workstations that will be involved in the Project
z SecureLink is the remote access solution used by Hexagon. If Customer desires for Hexagon to utilize an alternate method and/or process for remotely working on their System, such alternate method and/or process shall be mutually agreed upon prior to this SOW being executed. Such alternate method and/or process may impact the original level of effort and Project Schedule quoted for this update, which in turn may require a Change Order to modify. z Customer shall provide unrestricted system and VPN access via SecureLink to Hexagon developers and implementers who will need to have access to multiple infrastructure platforms at the same time.
z Customer shall provide Hexagon personnel individualized system access credentials and shall provide Hexagon’s authorized resources VPN access twenty-four (24) hours a day, seven (7) days a week for the duration of the Project.
z Per CJIS security policy, customers who wish to access U.S. national databases using mobile devices must use data encryption that is FIPS 140-2 certified and meets other CJIS requirements.

Customer shall ensure that their data communications infrastructure and devices comply with CJIS and applicable State requirements.

Third-Party Assumptions
z Customer will make every best effort to schedule and coordinate third-part y technical resources in
such a way as to ensure that a negative impact to the overall Project Schedule does not occur. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 6
z Customer shall maintain, in good working order, all third-party systems that will integrate with Hexagon Software or on which the Hexagon Software depends as part of this Project, except for those systems that are included as Hexagon subcontractors. z Customer shall be responsible for the operation and timely availability of external systems or third-party software necessary for the execution of the Project. z If a delay in the Project is caused by a third-party vendor, Hexagon services not covered in this SOW may be required at additional costs.
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 7

PROJECT SERVICES

1. Virtual Server Creation
Task Description
This task is for creation and configuration of the project VMs. It includes the creation of the VMs, setting server names and IPs, joining them to the domain and adding the Hexagon CAD Admin groups to the local admins groups of the servers to provide the implementers the required access for the rest of the Project.

Task Deliverables
z Server configuration documentation
z Ability to login to the various VMs
Task Prerequisites
z Customer must have available virtual environment resources for staging of project VMs z VPN credentials and client (if needed) must be provided to the Hexagon Project Manager z Not required if Customer is using SecureLink
z Complete the Server name, IP Address and Service account template provided by Hexagon Task Assumptions
z All work being performed by Hexagon that requires physical access to the equipment will be performed on site, and those tasks that do not require physical access may be performed remotely at Hexagon’s discretion
z New servers will be created/provided for the sole purpose of the Project defined by this SOW and will not serve other roles
z Access to the vCenter server via Power CLI is required by the Hexagon staff to script the creation of the VMs
Hexagon Team Responsibilities
Hexagon shall:
z Import VM Templates to vCenter, create the VMs, assign them the required CPU, memory, and disk space to comply with the Public Safety System Specifications document z Assign the IP Addresses to the VMs
z Join the VMs to the domain
z Apply current Windows updates if Internet connectivity or access to another repository for updates is available
z Configure Hexagon Licensing Servers
z Provide spreadsheet with server names, IPs, and passwords utilized z Provide updated Visio document showing servers, applications installed, names, and IPs -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 8
Customer Team Responsibilities
Customer shall:
z Provide domain level credentials for the vCenter server and join servers to the domain z Provide assistance with resolving issues related to network connectivity and/or remote access z Answer other configuration questions as needed
Task Acceptance Criteria
This Task is considered complete when the Server Configuration Documentation has been delivered to Customer.
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON

Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4

Statement of Work 9

2. SQL AlwaysOn Configuration
Task Description
This task is for creation and configuration of the SQL AlwaysOn Availability group and the underlying Windows Failover Cluster.

Task Deliverables
z Hexagon - Functional SQL AlwaysOn Availability Group
z Customer – Names and IPs associated with the cluster and AlwaysOn availability group.

Task Prerequisites
z Database servers for the project are created and joined to the domain. z SQL Service account created, and credentials provided to the Hexagon implementer. z SQL Cluster AD Objects must be pre-staged
z VPN credentials and client (if needed) must be provided to the Hexagon Project Manager z Not required if Customer is using SecureLink
Task Assumptions
z This work will be performed remotely unless the Hexagon implementer happens to be onsite for other tasks.
z Customer is using SQL Enterprise
Hexagon Team Responsibilities
Hexagon shall:
z Create the Failover Cluster and SQL AlwaysOn Configuration Customer Team Responsibilities
Customer shall:
z Create the SQL Service account meeting the following requirements. z It must be a domain level account
z It should have a complex password
z The password should be set to never expire (This doesn't mean that you can't change it but that it needs to be done in a controlled fashion.)
z The account needs full control of the AD Computer objects that will participate in the cluster z The account should be a local admin on the DB Servers in the cluster z Pre-stage the Active Directory SQL cluster objects
z Reference article https://technet.microsoft.com/en-us/library/dn466519.aspx z Create the cluster object
z Grant the service account full control
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON

Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4

Statement of Work 10

z Disable the account
z Pre-stage the AlwaysOn Listener
z Reference Article http://stackoverflow.com/questions/13717574/sql-availability-group-listener- creation-fails
z Create the object
z Grant the cluster computer object full control of the listener object z You can disable it, but it is not required.
z Provide the cluster name and IP Address(es) to Hexagon. Multiple IPs are required if the cluster spans subnets.
z Provide the AlwaysOn Listener Name and IP to Hexagon. Multiple IPs are required if the cluster spans subnets.
z Provide assistance with resolving issues related to network connectivity and/or remote access z Answer other configuration questions as needed
Task Acceptance Criteria
This Task is considered complete when the SQL AlwaysOn configuration is complete and staged on the server(s) that will become the production system upon Cutover. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 11

3. 2H2023 Update in Non-production ancillary Environment for I/CAD 9.4 Task Description
Hexagon resources will provide remote services to install the Upgraded Version of the Covered Products in Customer’s non-production ancillary environment.

Task Deliverables
z Staging of Upgraded Version in the non-production ancillary environment Task Prerequisites and Assumptions
z Remote access enabled on all servers for the Hexagon users account(s). z Customer will have dedicated representatives scheduled and available for contract by Hexagon resources during testing and working on Defects.
z Hexagon resource will only install the Upgraded Version. z All Services are performed remotely.

Hexagon Team Participation and Responsibilities
z Install the Covered Products in Attachment A.

Customer Team Participation and Responsibilities
z Verify all Covered Products listed in Attachment A are accounted for in the provided checklist. z The Customer has provided Hexagon with a full backup of their existing production database or given permission for Hexagon to take the backup on the Customer’s behalf. z Once the full backup of I/CAD database is complete, it will be used for the update activity. The Customer must track any changes made to the (current) Production environment. The Customer is then responsible for replicating said changes in the non-production database once the upgrade is complete.

Task Acceptance Criteria
This Task is complete when the Upgraded Version for the Covered Products listed in Attachment A have been installed in the Customer’s non-production ancillary environment. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON

Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4

Statement of Work 12

4. 2H2023 Update in Training Environment for I/CAD 9.4
Task Description
Hexagon resources will provide remote services to install the Upgraded Version of the Covered Products in Customer’s training environment.

Task Deliverables
z Staging of Upgraded Version in the training environment Task Prerequisites and Assumptions
z Remote access enabled on all servers for the Hexagon users account(s). z Customer will have dedicated representatives scheduled and available for contract by Hexagon resources during testing and working on Defects.
z Hexagon resource will only install the Upgraded Version. z All Services are performed remotely.

Hexagon Team Participation and Responsibilities
z Install the Covered Products in Attachment A.

Customer Team Participation and Responsibilities
z Verify all Covered Products listed in Attachment A are accounted for in the provided checklist.

Task Acceptance Criteria
This Task is complete when the Upgraded Version for the Covered Products listed in Attachment A have been installed in the Customer’s training environment.

-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON

Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4

Statement of Work 13

5. Testing of 2H2023 Update for I/CAD 9.4
Task Description
During this Task, Customer will conduct internal testing of the Upgraded Version and its configuration in a timely manner and report any Defects back to Hexagon via Hexagon’s CRM tool within ten (10) business days of receiving notification from Hexagon that the Upgraded Version is ready for testing.

Hexagon resources make commercially reasonable efforts to ensure prior configurations are carried forward to the Updated Version. That effort notwithstanding, Defects can appear after upgrading the software.

During update configuration testing, and as a result of Customer being the only party that can fully understand all associated workflows, site-specific configuration decisions, and product customizations as they apply to Customer's operation, Customer is solely responsible for making sure the I/CAD and MPS Subsystems are acceptable and ready for production use. If the Customer desires additional Services from Hexagon to further configure or modify the Upgraded Version, those Services may be quoted for a fee.

Nothing in Hexagon’s responsibilities herein modifies the Version Limitations or n-1 support framework provided in the Support Contract. Consequently, if the Upgraded Version is outside of the support framework, resolution of Defects may be limited or unavailable.

Task Deliverables
z Defect Trending Report
Task Prerequisites and Assumptions
z The following items must be complete and fully deployed prior to beginning this task:
z Upgraded Version has been installed in Test Environment.

Hexagon Team Participation and Responsibilities
z Will provide up to thirty-two (32) hours of support over the course of the twenty (20) days of Customer testing period. If additional hours are needed, a change order will be required to add services for support.
z Address Blocker Defects and answer functionality questions. z Respond to Defects in a timely manner according to the Project Schedule and assigned timeframes for addressing errors as set forth in the Customer’s existing maintenance and support agreement.

Customer Team Participation and Responsibilities
z Customer will conduct update configuration testing with remote support from Hexagon resources. z Customer will file an CASE in the CRM tool for all Defects encountered as part of testing. CASEs must contain all information required to reproduce the Defect being reported. Defects should not be reported until they can be reproduced and the steps to reproduce are documented. CASEs may be filed upon the occurrence of any of the following events, which is not an exhaustive list:
z Defects
z Anomalies
z Questions
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 14
z All CASEs filed as part of the configuration testing for the update must have a summary that begins with “UPDATE:” This requirement is intended to ensure the Defect is properly routed to the Hexagon resource assigned responsibility for addressing Defects. z Respond in a timely manner to inquiries from Hexagon resources assigned to work on addressing Defects.
z Complete Update Configuration Testing within twenty (20) calendar days from the date upon which Hexagon notifies Customer the Upgraded Version is ready for testing (“Testing Period”). Task Acceptance Criteria
This Task is considered complete upon completion of the Testing Period. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 15

6. Addressing Defects from the Testing Period
Task Description
During this Task, Hexagon resources will review Defects filed by Customer as a result of Customer testing conducted in the Update Configuration Testing task. Hexagon will address Blocker Defects encountered during or prior to the Testing Period a n d answer functionality questions Customer has submitted.

Permissive Defects shall not preclude completion of the project or be a condition for completion of any Task and will be supported in accordance with the Customer’s existing Support Contract.

Addressing Defects is very much a team effort. Hexagon will rely on Customer to report detailed and accurate information about the Defects encountered, which shall include, but not be limited to:
z A complete and accurate description of the Defect;
z A complete workflow description that allows the Defect to be reproduced, including any variables required such as unit ID, event location, event type, personnel, date, time etc. z The name and contact information for the person reporting the Defect.

Hexagon resources will be scheduled to address Defects noted in Attachment B after the Upgraded Version has been configured in the Test environment and documented in the mutually agreed upon Project Schedule.

Task Deliverables
z CASE List
Task Prerequisites and Assumptions
z Remote access enabled on all servers for the Hexagon users account(s). z VPN credentials and client (if needed) provided to the Hexagon Project Manager. z Not required if Customer is using SecureLink.
z All work for this task will be conducted remotely.
z Customer will have dedicated representatives scheduled and available for contract by Hexagon resources during testing and working on errors.
z All Defects will be tracked via Hexagon’s CRM tool.
z Requests for new configuration or testing conducted outside of the Testing Period may require a Change Order to add additional scope/level of effort and modify the Project Schedule accordingly.

Hexagon Team Participation and Responsibilities
z Address Blocker Defects recorded in the CRM tool and respond in a timely manner and in accordance with the Project Schedule
Customer Team Participation and Responsibilities
z Ensure adequate detail is available to aid Hexagon as it addresses Defects recorded by Customer in the CRM tool
z Respond to Hexagon questions and requests for information in a timely manner.

Task Acceptance Criteria
This Task is complete when the Hexagon implementation team has addressed all valid Blocker Defects. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 16

7. Cutover to Production Use
Task Description
During this task the production system will Cutover to the Upgraded Version. The Cutover to production use is the culmination of the tasks that comprise this SOW. During the Cutover process, the following tasks will be completed:
z Production use of the Current Version will be stopped. Downtime is generally less than four (4) hours. Interface downtime can be far longer depending on circumstances surrounding third-party availability, required connections to third-party vendors, and availability of the Hexagon Product Center/developer support
z If new hardware was purchased to run the upgraded I/CAD system:
z The database will be cleaned of all test data
z The number tables between old version and new version will be synchronized to avoid any gaps in event and/or case numbers
z Operators may connect to and begin using the upgraded system The CAD and MPS Subsystems will be absent of any historical unit and event data until the backfill of data has been completed.

The Current Version I/CAD database will be upgraded again to the Upgrade Version to capture the entire event and unit history data generated since the full Subsystem backup was taken for the I/CAD Database Upgrade task.

Task Deliverables
z On-site Cutover support by Hexagon resources
Task Prerequisites
z Agreement by and between Hexagon and Customer that Cutover can proceed (“Cutover Commencement Agreement”)
Task Assumptions
z Hexagon's Project Manager will direct the following activities:
z Verify software configuration is ready for live Cutover z Work with Customer to ensure third-party vendors are available for support during Cutover, if needed
z Coordinate addressing of post Cutover P1 errors with Customer and Hexagon z Be on site during the week of Cutover
z Hexagon will have a Project Manager, a CAD Implementer, and a CAD Interface/Mobile Implementer on site for the week of Cutover
z Cutover will take place on the day and time designated by Customer but will occur no later than Tuesday of the week designated for Cutover
z If Cutover cannot take place due to issues within the control of Customer and/or Customer’s vendor(s), there may be a cost associated with re-scheduling the upgrade Cutover -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 17
Hexagon Team Responsibilities
Hexagon shall:
z Stop all I/CAD and I/CAD interface related services on the existing (old) version of I/CAD, thus shutting down access to the old System
z Synchronize the number table entries between the old System and the new System, ensuring no event or case numbers are skipped and verifying that no System level numbers are or will be duplicated
z Start all the I/CAD and I/CAD interface services on the upgraded System z Notify Customer that the upgraded I/CAD system is ready for production use Customer Team Responsibilities
Customer shall:
z Use the unit summary command to print off lists of the units currently logged on and their statuses z Use the event chronology command to print an event chronology for every open event (pending or active)
z Cancel all pending events with a disposition code to be determined by Customer, and a comment that states “CLOSED FOR CAD UPGRADE”
z Clear all units from active events with a disposition code to be determined by Customer, and a comment that states “CLEARED AND CLOSED FOR CAD UPGRADE” z All operators must sign out of the Hexagon applications they are using and exit the application z Stop all use of the existing (old) version of I/CAD including all I/Dispatcher, I/Calltaker, NetViewer, NetDispatcher, Mobile for Public Safety, and other interfaces Task Acceptance Criteria
This Task is complete when the Customer has Cutover to the Upgraded Version. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 18

8. Test/Training Server Update
Task Description
This task is for configuring the Test/Training server utilizing copy of the Production VM. Only those products on the Customer’s maintenance agreement that have applicable license types, i.e. test and/or training licenses, or new product(s) with applicable licenses being purchased as part of this upgrade will be configured for test/training server. This task does include the setup of the VMs, setting server names and IPs, joining them to the domain and adding the Hexagon CAD Admin groups to the local admin groups of the servers.

Task Deliverables
z Updated Server configuration documentation, which includes: (i) a spreadsheet with server names, IPs and passwords utilized and (ii) an updated Visio document showing servers, applications installed, names, and IP addresses (collectively, “Server Configuration Documentation”)
Task Prerequisites
z Customer must have available virtual environment resources for staging of project VMs z VPN credentials and client (if needed) must be provided to the Hexagon Project Manager z Not required if Customer is using SecureLink
z Complete the Server name, IP Address and Service account template provided by Hexagon.

Task Assumptions
z New servers will be created/provided for the sole purpose of the Project defined by this SOW and will not serve other roles
z Access to the vCenter server via Power CLI is required by the Hexagon staff to script the creation of the VMs
Hexagon Team Responsibilities
Hexagon shall:
z Configure Hexagon Test/Training Servers for products on Maintenance or purchased as part of this Upgrade
Customer Team Responsibilities
Customer shall:
z Clone the designated VMs, assign them the required CPU, memory, and disk space to comply with the Public Safety System Specifications document
z Assign the IP Addresses to the VMs
z Join the VMs to the domain
z Apply current Windows updates if Internet connectivity or access to another repository for updates is available
z Provide assistance with resolving issues related to network connectivity and/or remote access z Answer other configuration questions as needed
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 19
Task Acceptance Criteria
This Task is complete when the VMs for the Test/Training servers have been configured and Server Configuration Documentation has been delivered to the Customer. Server documentation includes two documents: a spreadsheet that lists server names, IPS, and passwords as appropriate, and a Visio document that shows the servers with the Hexagon applications installed on each server. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 20

ACCEPTANCE CRITERIA
The software and services shall be considered as accepted with either written acceptance by the Customer or upon
installation of the Hexagon I/CAD 9.4 2H2023 Update in the production environment, whichever comes first. Prior to acceptance, defects shall be addressed by Hexagon in accordance with the
framework set forth in the Statement of Work.

Note: If a delay in final acceptance is caused
by another vendor or Customer’s inability to provide
required deliverables and lasts for more than 30 days after delivery by Hexagon, Customer agrees to provide written acceptance
of the Hexagon software and services.

SCHEDULE
Scheduling of Hexagon’s services will occur: (1) upon receipt of this executed document, (2) receipt of Customer’s purchase order (if applicable), and (3) if Customer has no past due payments to Hexagon.

Hexagon and Customer will determine a mutually agreeable schedule for completion of the deliverables as described in this SOW.

CONTRACT PRICE
Pricing for the SOW is in accordance with Hexagon’s Quote to which this SOW is attached.

TERMS OF PAYMENT
Payment for this SOW will be due according to the following payment schedule:

PAYMENT MILESTONE PAYMENT PERCENTAGE
Upon execution of SOW $83,467.21
Upon acceptance as defined in Section: Acceptance Criteria $83,467.21 Total Amount $166,934.42
Payment terms are set forth in the Master Terms.

TERMS AND CONDITIONS
This Quote is an Order made pursuant to that certain Master Agreement dated October 12, 2017 by and between the City of Santa Clara (“Customer”) and Intergraph Corporation, doing business through its Hexagon Safety & Infrastructure division (“Hexagon”).
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 22
ATTACHMENT A — SOFTWARE COVERED UNDER

MAINTENANCE
Contract: Master Agreement Executed 10/12/17

PART NUMBER DESCRIPTION QUANTITY
PSA1002 ASAP CAD Xalt Interface 1
PSA1026 AXON CAD Xalt Interface 1
PSA1026TST AXON CAD Xalt Interface - TEST 1
IPSCUSTOM04 CAD Custom Interface (I/Informer to CLETS/NCICCLETS/NCIC) 1 IPSCUSTOM04 CAD Custom Interface (I/Informer Query into Legacy RMS) 1 IPSCUSTOM04 CAD Custom Interface (I/Informer to CJIC) 1 IPSCUSTOM04 CAD Custom Interface (Informer Nested Queries) 1 IPSCUSTOM04 CAD Custom Interface (Informer Transactions for Mobile Responder)
1 GSPX5006C I/Incident Analyst CC w/GeoMedia Advantage CC 1 IPS2305C HXGN OnCall Analytics – Dispatch Advantage 1
IPS0035NC I/Backup 1
IPS0004CAC I/CAD Message Suite for CA State Switch CC 1 IPS0051 I/CADLink CC 1
IPS0051BCK I/CADLink CC – Backup License 1
IPS0051RDT I/CADLink CC – Redundant License 1
IPS002 I/Dispatcher CC 16
IPS002TST I/Dispatcher CC – Test License 1
IPS002TRN I/Dispatcher CC – Training License 3
IPS0001HA I/Executive for High Availability 1
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 23
IPS0001HABCK I/Executive for High Availability – Backup License 1 IPS0001HATST I/Executive for High Availability – Test License 1 IPS0001HATRN I/Executive for High Availability – Training License 1 IPS0052 I/Fire Station Alerting CC 1
IPS0052BCK I/Fire Station Alerting CC – Backup License 1 IPS0053 I/Fire Station Printing CC 1
IPS0053BCK I/Fire Station Printing CC – Backup License 1 IPS0053TST I/Fire Station Printing CC – Test License 1
IPS0053TRN I/Fire Station Printing CC – Training License 1 IPS0048 I/FRMS – CADlink CC 1
IPS0048TST I/FRMS – CADlink CC – Test License 1
IPS0048BCK I/FRMS – CADlink CC – Backup License 1
IPS0048RDT I/FRMS – CADlink CC – Redundant License 1
IPS0004 I/Informer CC 1
IPS0004TST I/Informer CC – Test License 1
IPS0004BCK I/Informer CC – Backup License 1
IPS0004TRN I/Informer CC – Training License 1
IPS0004RDT I/Informer CC – Redundant License 1
IPS1184 I/MAP Editor for ArcGIS CC 1
IPS0009MRC I/MDT for Mobile Responder - Comp 1
IPS0009 I/Mobile Data Terminal NL 1
IPS0009TST I/Mobile Data Terminal NL – Test License 1
IPS0009RDT I/Mobile Data Terminal – Redundant License 1 IPS0009TRN I/Mobile Data Terminal – Training License 1
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 24
IPS00451 I/NetDispatcher CC 5
IPS00451TST I/NetDispatcher CC – Test License 5
IPS00451BCK I/NetDispatcher CC – Backup License 5
IPS00421 I/NetViewer CC 5
IPS00421TST I/NetViewer CC – Test License 5
IPS00421BCK I/NetViewer CC – Backup License 5
IPS0012 I/Page NL 2
IPS0012BCK I/Page NL – Backup License 1
IPS0012RDT I/Page NL – Redundant License 1
IPS0008 I/Push to Talk NL 1
IPS0008BCK I/Push to Talk NL – Backup License 1
IPS0008RDT I/Push to Talk NL – Redundant License 1
IPS0015 I/Tracker – I/CAD NL 1
IPS0015ABCK I/Tracker – I/CAD NL – Additional Back License 1 IPS0015A I/Tracker – I/CAD NL – Additional License 1
IPS0015ARDT I/Tracker – I/CAD NL – Additional Redundant License 1 IPS0015ATST I/Tracker – I/CAD NL – Additional Test License 1 IPS0015ATRN I/Tracker – I/CAD NL – Additional Training License 1 IPS0015RDT I/Tracker – I/CAD NL – Redundant License 1
IPS0015TST I/Tracker – I/CAD NL – Test License 1
IPS0015MRC I/Tracker NL for Mobile Responder – Comp 1
IPS1168C Incident Analyst CC - Comp 1
PSA1018 InterCAD CAD Xalt Interface 1
IPS2300A Intergraph Insight Explorer – 5 Concurrent Users 1 -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 25
IPS3204 Mobile Responder Client CC – I/CAD 100
IPS3206 Mobile Responder Client Server CC – I/CAD 1
IPS1183 Remote Content Management CC 1
IPS0082 Map Administration Utility CC 1
IPS0080 Mobile for Public Safety CC 56
IPS1128UG ProQA Paramount I/CAD Interface CC – Upgrade Only 3 IPS0028A RapidSOS for I/CAD – Essentials 1
IPS3042DEV Xalt – Integration Developer Engine NL 1
IPS3042BCK Xalt – Integration Runtime Engine NL – Backup License 1 IPS3042RDT Xalt – Integration Runtime Engine NL – Redundant License 1 IPS3042TST Xalt – Integration Runtime Engine NL – Test License 1 IPS3042 Xalt – Integration Runtime Engine NL 1
EFCUSTOM16 Xalt Custom Development Services 1
EFCUSTOM16 Xalt Custom Development Services 1
EFCUSTOM16 Xalt Custom Development Services 1
PSA1033 CA AB-953 Automated Reporting 1
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 26
ATTACHMENT B — GLOSSARY OF TERMS
Unless otherwise defined herein all capitalized terms shall have the definition ascribed to the term as set forth in the Master Terms, regardless of the existence of a Master Agreement. “Blocker Defect”
means a Level One Defect as defined in the chart below.* “CJIS” means
most recent Criminal Justice Information Services Security Policy published by the Federal Bureau of Investigation.
“Customer Responsibilities ” means (1) those specific tasks and obligations identified in the SOW as being the responsibility of the Customer and (2) those obligations, not stated in the SOW, but which would otherwise be reasonably consid ered as being Customer obligations and responsibilities.
“Custo
mer Project Manager” means a single duly -authorized Customer representative with the authority and/or responsibility to: (1) approve deliverables, changes, invoices, and other official Project documents; (2) allocate and schedule the necessary Customer resources and facilities required to work on and support the Project; (3) communicate with Hexagon’s Project Manager;
(4) coordinate
any necessary efforts performed by Customer’s third-party vendors; and (5) provide a single point of contact for coordination with the Hexagon Project Manager. “Hexagon Project Manager ” means Hexagon’s
resource who shall be responsible for the
following: (1) maintaining Project communications with
the Customer Project Manager; (2)
managing the efforts of the Hexagon
staff and coordinating Hexagon’s activities with the Customer Project Manager; (3) conducting any meetings (if applicable) with the Customer Project Manager; and
(4) preparing and submitting Project changes to the Customer Project Manager, as necessary “NCIC” means the National Crime Information Center.
“Network Infrastructure” means the provision of adequate network and internet connectivit y to provide sufficient operational bandwidth for the operat ion of the System in a manner consistent with the Product System Specifications together with all indust ry-standard network security,
monitoring, and protection.
“Permissive Defects” means a substantially failed test that would correspond to a Level Two, Three or Four
Error as defined in the chart below*, if the Defect occurred in a live environment.
“Project Assumptions” means assumptions about the SOW. Changes in any of the assumptions will affect the scope, schedule, and/or cost of the Project. “Project Team”
means the applicable Core Team and other resources assigned to provide information or services in connection with the Project, or applicable part thereof. “
Subject Matter Expert” or “SME” means a person(s) who has particular knowledge about a specific topic(s).
“System Administrator(s)”
means a person or persons having the appropriate education, training, and/or experience in information technology to provide first tier support of the System. -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 27
“Upgraded Version” means the new version of I/CAD and MPS the Customer will operate as a result of completion the tasks set forth in the SOW.
*
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Level
► Level One
► Level Two
Level Three
► Level Four
lmeact of Defect
No workaround available and either:
► Productive use prohibited, or
► Aborts.

No workaround available and either:
► Primary purpose comprom ised, or
► Productive use significantly impacted
► Productive, burt incomp lete operat ion
Level Three Defects generally have a workaround
or do not otherwise substantially impair productive
use.
► Defects not qualifying as Level One, Two, or Three,
including defects of a cosmet ic nature and defects
not materially limiting complete productive use
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 28
ATTACHMENT C — ESTIMATED PROJECT TIMELINE
Task Name Duration Business Days
Since Start
I/CAD Maintenance Release Update 65.25 days 0 days
2H2023 Update in Test Environment for I/CAD 9.4 32 days 10.25 days Virtual Server Installation 7.25 days 10.25 days
Configure Securelink for Remote Access 0 days 10.25 days Database Upgrade 0.25 days 17.5 days
GUI Upgrade 5 days 17.75 days
COTS Interface Upgrade 16.25 days 22.75 days
MPS Build Update 3.25 days 39 days
2H2023 Update in Training Environment for I/CAD 9.4 14.25 days 0 days Testing of 2H2023 Update for I/CAD 9.4 10 days 42.25 days Customer conducts functional testing (10 business days) 10 days 42.25 days Addressing Defects from the Testing Period 15 days 42.25 days 2H2023 Update in Production Environment for I/CAD 9.4 8 days 57.25 days Data Refresh 1 day 57.25 days
Readiness Review 3 days 58.25 days
Cutover to Production Use 4 days 61.25 days
-82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 29
Attachment D - Bill of Materials for Subscription
Licenses -I/CAD Maintenance Release Update
The following subscription Test licenses will be utilized during the I/CAD Maintenance Release update project. The subscription Test licenses will be valid for up to a twelve (12) month period during the project. These subscription Test licenses are solely for nonproduction use and their inclusion creates no entitlement to them outside of this stated purpose.

The subscription Test licenses will remain on Customer’s non-production ancillary environment for the duration of the I/CAD Maintenance Release update project, the conclusion of which, Hexagon will discontinue the subscription.

Part # Description Quantity
IPS0035TSTSU I/Backup NL - Subscription - Test License 1 IPS0001HATSTSU I/Executive for High Availability - Subscription - Test License 1 IPS0002TSTSU I/Dispatcher CC - Subscription - Test License 16 IPS0004TSTSU I/Informer CC - Subscription - Test License 1 IPS0008TSTSU I/Push To Talk NL - Subscription - Test License 1 IPS0009TSTSU I/Mobile Data Terminal NL - Subscription - Test License 1 IPS0012TSTSU I/Page NL - Subscription - Test License 1
IPS0015TSTSU I/Tracker - I/CAD NL - Subscription - Test License 1 IPS0015ATSTSU I/Tracker - I/CAD NL - Additional Subscription - Test 1 IPS0028ATSTSU RapidSOS for I/CAD - Essentials - Subscription - Test License 1 IPS0035TSTSU I/Backup NL - Subscription - Test License 1 IPS0042ITSTSU I/NetViewer CC - Subscription - Test License 5 IPS0045ITSTSU I/NetDispatcher CC - Subscription - Test License 5 IPS0048TSTSU I/FRMS-CADlink CC - Subscription - Test License 1 IPS0051TSTSU I/CADLink CC - Subscription - Test License 1 IPS0052TSTSU I/Fire Station Alerting CC - Subscription - Test License 1 IPS0053TSTSU I/Fire Station Printing CC - Subscription - Test License 1 IPS0080TSTSU Mobile for Public Safety CC - Subscription - Test License 56 IPS0082TSTSU Map Administration Utility CC - Subscription - Test License 1 IPS1128UGTSTSU
ProQA Paramount I/CAD Interface CC - UPG Only -
Subscription - Test License 1
IPS1183TSTSU
Intergraph Remote Content Management CC - Subscription - Test License 1
IPS1184TSTSU I/Map Editor for ArcGIS CC - Subscription - Test License 1 -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
Santa Clara Police Department
Services for 2H2023 Update for I/CAD 9.4
Statement of Work 30
IPS2305TSTSU
HxGN OnCall Analytics - Dispatch Advantage NL 4 Core -
Subscription - Test License 1
IPS3042-TSTSU
Xalt - Integration Runtime Engine NL - Subscription - Test License 1
IPS3204TSTSU
Intergraph Mobile Responder Client CC - I/CAD - Subscription - Test License 100
IPS3206TSTSU
Intergraph Mobile Responder Server - I/CAD CC - Subscription - Test License 1
PSA1033TSTSU CA AB-953 Automated Reporting - Subscription - Test License 1 IPS0004CACTSTSU
I/CAD Message Ste for CA State Switch CC - Subscription - Test License 1
PSA1002TSTSU ASAP CAD Xalt Interface - Subscription - Test License 1 PSA1018TSTSU InterCAD CAD Xalt Interface - Subscription - Test License 1 PSA1026TSTSU Axon CAD Xalt Interface - Subscription - Test License 1 IPS1168TSTSU Incident Analyst – Subscription- Test License 1 -82:1547Ā.7;36893Ā0-)Ā "!+/$(/Ȁ"+!-Ȁ# +'Ȁ+'*&Ȁ ! #.#$%!+(,

HEXAGON
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-855 Agenda Date: 9/24/2024

REPORT TO COUNCIL

SUBJECT
Action on Authorizing the Use of City Electric Forces for Public Works Projects at Various Locations

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure

BACKGROUND
Section 1310 of the Santa Clara City Charter (Contracts on Public Works) states “that every contract involving an expenditure of more than one thousand dollars ($1,000) for the construction or improvement (excluding maintenance and repair) of public buildings, works, streets, drains, sewers, utilities, parks and playgrounds shall be let to the lowest responsible bidder.” The section further states that “the City Council may declare and determine that, in its opinion, the work in question may be performed better or more economically by the City with its own employees, and after the adoption of a resolution to this effect by at least four affirmative votes, it may proceed to have said work done in the manner stated, without further observance of the provisions of this section.”

DISCUSSION
Staff believes that the work described below is better performed with City forces based upon the following factors: (1) the work is limited in size and scope; (2) City forces have knowledge and training in operating and maintaining the electric system that can be leveraged to more economically perform this work; and (3) bidding out the work and contracting with a private entity would not likely result in a lower overall cost or time savings. Therefore, staff recommends that the City Council declare and determine that City forces can better perform the installation of the following electric facilities and approve the use of City forces.

Estimate Number: 38647
Location: 45 Cronin Drive
Type of Service: New Business
Description of Work: Replace old wood pole with new wood pole and install overhead transformer bank for customer's service.

Estimated Cost: $30,855
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate Work
Source of Revenue: Customer Service Charges
Estimate Number: 36613
Location: 2230 Calle Del Mundo
Type of Service: New Business
Description of Work: Install 2 padmount switches, 2 padmount transformers, 1120' high voltage City of Santa Clara Printed on 9/20/2024Page 1 of 3
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24-855 Agenda Date: 9/24/2024
conductor, 1600' low voltage conductor, 3 street light poles and luminaires, and 373 meters.

Estimated Cost: $518,643
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate Work
Source of Revenue: Customer/Developer Contribution
Estimate Number: 38085
Location: 2900 Semiconductor Drive
Type of Service: New Business
Description of Work: Install 2 vacuum disconnect switches, pull 12kv cable, and reroute existing 12kv service into new vacuum disconnect switch.

Estimated Cost: $561,798
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate Work
Source of Revenue: Customer/Developer Contribution
Estimate Number: 38386
Location: 2250 Walsh Avenue
Type of Service: New Business
Description of Work: Installing a new padmount transformer, pull cable from the riser pole, and remove the existing overhead transformer bank.

Estimated Cost: $53,600
Appropriation: Electric Utility Capital Fund (591) Project 2005 - New Business Estimate Work
Source of Revenue: Customer Service Charges

ENVIRONMENTAL REVIEW
Staff recommends that the City Council determine that the action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to the section 15303 (Class 3 - New Construction or Conversion of Small Structures) of Title 14 of the California Code of Regulations as the proposed work involves the construction or installation of a limited number of small electric utility facilities.

FISCAL IMPACT
The funds to support the staff time for work performed by SVP and related construction materials for the work detailed in this report totaling $1,164,896, are included in the FY 2024/25 Adopted CIP Budget, in the New Business Estimate Work project in the Electric Utility Capital Fund. All referenced work will be performed with City Silicon Valley Power staff. Some work associated with encroachment permits may be performed by the Department of Public Works (DPW). DPW costs are recovered through payment of permit fees.

COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board City of Santa Clara Printed on 9/20/2024Page 2 of 3
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24-855 Agenda Date: 9/24/2024
outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] < mailto:[email protected]>
or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Determine the proposed action is exempt from CEQA pursuant to Section 15303 (Class 3 - New Construction or Conversion of Small Structures) of Title 14 of the California Code of Regulations; and

2. Declare and determine in accordance with Section 1310 of the City Charter that the public works located at 45 Cronin Drive, 2230 Calle Del Mundo, 2900 Semiconductor Drive, and 2250 Walsh Avenue are better performed by the City with its own employees based on the information set forth in this Report to Council and authorize the performance of these public works consistent with this authorization.

Reviewed by: Manuel Pineda, Chief Electric Utility Officer Approved by: Jovan D. Grogan, City Manager
City of Santa Clara Printed on 9/20/2024Page 3 of 3
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-843 Agenda Date: 9/24/2024

REPORT TO COUNCIL

SUBJECT
Action to Approve Increased Hourly Rates for As-Needed Classifications Working at Levi’s Stadium, Adopt Resolution Approving the Updated Salary Plan, and Approve Related Budget Amendment

BACKGROUND
The City of Santa Clara relies on sworn and civilian law enforcement and security professionals to provide public safety and law enforcement services for events at Levi’s Stadium. Among these professionals, Per Diem Staff (Per Diem), such as Special Event Officers (SEOs), Public Safety Dispatchers (PSDs), and Traffic Control Officers (TCOs), are present for all events at Levi’s Stadium.

Anticipating the staffing needs of Levi’s Stadium, the Police Department worked with the Human Resources Department to establish Per Diem classifications (temporary as-needed) prior to the Stadium’s opening.

Special Event Officers (SEOs) are Peace Officer Standards and Training (POST) certified peace officers with specialized training and expertise to patrol the Stadium and preserve law and order which includes, but is not limited to, patrolling designated areas, crime prevention, and responding to calls for service for the protection of life and property.

Public Safety Dispatchers (PSDs) deploy police, fire and emergency medical personnel and equipment within the stadium footprint, interior and exterior. Due to the nature of their assignment, Public Safety Dispatchers are typically the first wave of staff to arrive and the last to depart on event days. Public Safety Dispatchers are also required to possess POST certification and have specialized training and experience.

Traffic Control Officers (TCOs) direct motorists, provide traffic control, monitor routine and unusual traffic conditions, and assist and advise motorists and the general public. TCOs are required to have a minimum of one year of full time paid or volunteer work experience involving considerable contact with the general public. The Police Department worked with the Human Resources Department to develop this classification in lieu of utilizing full-time police officers for pedestrian and traffic control on the exterior of the facility as a cost saving measure.

All public safety expenses associated with events at Levi’s Stadium, including per diem or as-needed personnel, are reimbursed to the City by the Stadium Authority.

DISCUSSION
Perhaps the greatest planning challenge for Levi’s Stadium events is staffing. Recruitment and solicitation for event staffing is one of the greatest pre-event resource draws. When fewer per diem staff commit to an event, more regular full-time employees (FTE) are required, which drives up costs, City of Santa Clara Printed on 9/20/2024Page 1 of 4
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24-843 Agenda Date: 9/24/2024
as FTEs command a higher pay rate. FTE Officers are at a much higher OT pay rate, at approximately $131 for Non-NFL Events and approximately $175 for NFL events. Currently, SEOs are paid $75 per hour.

The pay disparity (resulting from the fact that SEOs are not working overtime for the City) has significantly impacted recruitment. Additionally, after 10 seasons, staffing interest from the per diem staff has waned. Over the past four seasons, there has been a 43.2% decrease in SEO attendance. · 2019 SEO staffing: 66% attendance of SEO staffing pool (avg of 91/138 per event, Aug 2019- Jan 2020)
· 2023 SEO staffing: 37.5% attendance of SEO staffing pool (avg of 60/160 per event, 2023-24 event season)
The conversation of stale pay rates also applies to the PSDs and TCOs, whose interest has likewise waned. For the 2023-24 event season, the TCO staffing average was 14 TCOs per event, while the staffing pool guidance level is much higher, at 58 TCOs per event.

As a result, FTE-mandated events have increased (see below), which impacts morale on the current FTE staff, drives up costs, and increases risks. When a threat assessment calls for more staffing than the available FTE pool, the City has no mechanism to mandate the per diem staff or allied partners (mutual aid is not permissible for pre-planned, for-profit events).

FTE-mandated events:
· 2021-22: 1 event
· 2022-23: 3 events
· 2023-24: 6 events
Research demonstrates that a pay increase for per diem staff will boost staffing support and have an immediate effect on increasing SEO, PSD and TCO staffing levels. An April 2024 poll conducted with SEOs states that 85% of respondents (101 total) indicated the primary factor that would increase their staffing support is an hourly wage increase.

The Santa Clara Police Department is recommending the following:
· An increase of the SEO hourly rate from $75.00 per hour to $95.00 per hour. · An increase of the PSD hourly rate from $60.00 per hour to $70.00 per hour. · An increase of the TCO hourly rate from $25.00 per hour to $30.00 per hour.

This would be the first salary adjustment for PSDs since the classification was created with the opening of Levi’s Stadium. This hourly wage increase would continue to be reimbursed to the City of Santa Clara for events at Levi’s Stadium. If approved, the pay increase would be effective on September 29, 2024.

The table below outlines the cost reduction realized when comparing per diem staff to FTE staff, currently and after the recommended pay raise. Of note, the FTE staff rates do not include non-public safety City employees that may be asked to fill the role.

HOURLY RATE COMPARISON
Police Officer (Step Five) /
Special Event Officer (SEO)
Hours/
Event FTE Current
Per Diem
Current
Cost Reduction
(vs. FTE)
Per Diem
Proposed
Cost Reduction
(vs. FTE)
Regular 10 $ 87.54 $ 75.00 14% $ 95.00 -9% NFL Events 10 $ 175.08 $ 75.00 57% $ 95.00 46% Non-NFL Events 10 $ 131.31 $ 75.00 43% $ 95.00 28% Public Safety Dispatcher III
(Step Five) (PSD)
Regular 10 $ 67.62 $ 60.00 11% $ 70.00 -4% NFL Events 10 $ 101.43 $ 60.00 41% $ 70.00 31% Non-NFL Events 10 $ 101.43 $ 60.00 41% $ 70.00 31% Traffic Control Officer (TCO)
Regular 10 $ 87.54 $ 25.00 71% $ 30.00 66% NFL Events 10 $ 175.08 $ 25.00 86% $ 30.00 83% Non-NFL Events 10 $ 131.31 $ 25.00 81% $ 30.00 77% Hourly Rate
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HOURLY RATE COMPARISON
Police Officer (Step Five) /
Special Event Officer (SEO)
Hours/
Event FTE Current
Per Diem
Current
Cost Reduction
(vs. FTE)
Per Diem
Proposed
Cost Reduction
(vs. FTE)
Regular 10 $ 87.54 $ 75.00 14% $ 95.00 -9% NFL Events 10 $ 175.08 $ 75.00 57% $ 95.00 46% Non-NFL Events 10 $ 131.31 $ 75.00 43% $ 95.00 28% Public Safety Dispatcher III
(Step Five) (PSD)
Regular 10 $ 67.62 $ 60.00 11% $ 70.00 -4% NFL Events 10 $ 101.43 $ 60.00 41% $ 70.00 31% Non-NFL Events 10 $ 101.43 $ 60.00 41% $ 70.00 31% Traffic Control Officer (TCO)
Regular 10 $ 87.54 $ 25.00 71% $ 30.00 66% NFL Events 10 $ 175.08 $ 25.00 86% $ 30.00 83% Non-NFL Events 10 $ 131.31 $ 25.00 81% $ 30.00 77% Hourly Rate
Updated Salary Plan
Section 9 of the Personnel and Salary Resolution requires City Council approval of the compensation plans for As-Needed classifications. California Code Regulations Section 570.5 requires the adoption of updated publicly available salary schedules by the governing body. The attached Resolution approves and adopts the updated salary plan for the Per Diem Police Officer, Per Diem Dispatcher, and Traffic Control Officer (temporary as-needed) classifications.

ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.

FISCAL IMPACT
The recommended budget amendment for Per Diem Police Officers is detailed in the table below.

The costs associated with Per Diem Police Officers are reimbursed to the City of Santa Clara by the Stadium Authority.

Budget Amendment - FY 2024/25
Current Increase/
Decrease
Revised
General Fund
Revenue
Charges for Services $1,191,086 $317,623 $1,508,709
Expenditure
Non-Departmental -
Salaries and Benefits
$813,750 $317,623 $1,131,373

COORDINATION
This report has been coordinated with the Human Resources Department, City Attorney’s Office and Police Department.

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I I I I I I I
24-843 Agenda Date: 9/24/2024

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] < mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Approve increases to the hourly pay rate for the as-needed classifications of Per Diem Dispatcher, Per Diem Police Officer, and Traffic Control Officer;

2. Adopt a Resolution approving and adopting the updated as-needed salary plan reflecting the increased hourly rates; and

3. Approve the FY 2024/25 budget amendment in the General Fund to increase the Charges for Services budget in the amount of $317,623 and increase the Non-Departmental Salaries and Benefits budget in the amount of $317,623 (five affirmative Council votes required to appropriate additional revenue).

Reviewed by: Chuck Baker, Assistant City Manager
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Resolution

2. Updated As-Needed Salary Plan (effective 9/29/2024)
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Santa Clara City Council Resolution/Adopt Updated As-Needed Salary Schedule Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA TO ADOPT

THE AMENDED AS-NEEDED SALARY PLAN FOR THE

POSITIONS OF PER DIEM POLICE OFFICER, PER DIEM

DISPATCHER (STADIUM), AND TRAFFIC CONTROL SPECIAL
EVENTS WITH AN APPROVAL DATE OF SEPTEMBER 24, 2024

WHEREAS, the City of Santa Clara contracts with CalPERS to provide retirement benefits; WHEREAS, to comply with the California Code Regulations section 570.5, the City of Santa Clara shall among other things, have pay scheduled approved and adop ted by the City Council; and indicate an effective date and date of any revisions; and, WHEREAS, as required by the California Code Regulations section 570.5 and as mandated by CalPERS, the City Council deems it to be in the best interests of the City to adopt the Amended As- Needed Salary Plan reflecting increased pay rates for the positions of Per Diem Police Officer, Per Diem Dispatcher (Stadium), and Traffic Control Special Events, with an approval date of September 24, 2024.

NOW THEREFORE, BE IT RESOLVED BY THE SANTA CLARA STADIUM AUTHORITY AS FOLLOWS:

1. That the City hereby adopts the Amended As-needed Salary Plans for various City of Santa Clara As-needed positions as described above.
//
//
//
//
//
//

2. Effective date. In accordance with the California Code Regulations s ection 570.5 and to comply with CalPERS, the salary schedule attached hereto shall be effective September 29, 2024.

Santa Clara City Council Resolution/Adopt Updated As-Needed Salary Schedule Page 2 of 2 Rev: 7/27/2023

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE SANTA CLARA CITY COUNCIL, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2024 , BY THE FOLLOWING VOTE:

AYES: BOARD MEMBERS:

NOES: BOARD MEMBERS:

ABSENT: BOARD MEMBERS:

ABSTAINED: BOARD MEMBERS:

ATTEST: ____________________________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

1. As-Needed Salary Plan (effective 09-29-2024) approved 09-24-2024 As-Needed Salary Plan
Effective 09/29/2024
Approved 09/24/2024
Job Code Description Minimum Hourly Rate Maximum Hourly Rate 349 TEMPORARY EMPLOYEE 17.75$ 214.06$ 362 CROSSING GUARD 17.75$ 24.00$ 100 EMERGENCY MEDICAL TECHNICIAN 17.75$ 20.19$ 501 INSTRUCTOR/LIFEGUARD 17.75$ 25.31$ 502 LABORER 17.75$ 24.85$ 524 LAW CLERK I 17.75$ 20.16$ 523 LAW CLERK II 19.61$ 23.84$ 542 LIBRARY PAGE 17.75$ -$ 537 LIBRARY TECHNOLOGY AIDE 17.75$ -$ 608 NUTRITION MEAL SERVER 17.75$ 20.81$ 609 NUTRITION SITE MANAGER 19.53$ 24.71$ 865 OFFICE CLERK I 29.18$ 35.50$ 870 OFFICE CLERK II 32.15$ 39.21$ 617 PER DIEM DISPATCHER (CITYWIDE) 75.00$ -$ 618 PER DIEM DISPATCHER (STADIUM) 70.00$ -$ 619 PER DIEM POLICE OFFICER 95.00$ -$ 666 POOL MANAGER 21.02$ 27.84$ 606 RECORDS ASSISTANT 17.75$ 18.41$ 699 RECREATION INSTRUCTOR 17.75$ 30.91$ 681 RECREATION LEADER I 17.75$ 21.56$ 682 RECREATION LEADER II 18.36$ 23.91$ 683 RECREATION LEADER III 20.65$ 27.57$ 698 RECREATION OFFICE ASSISTANT 17.75$ 21.56$ 684 RECREATION PROGRAM COORDINATOR 21.69$ 32.33$ 686 RECREATION SPECIALIST 18.86$ 27.57$ 756 SR LIBRARY PAGE 17.75$ 20.96$ 497 STUDENT INTERN I 17.75$ 18.72$ 498 STUDENT INTERN II 20.15$ 24.50$ 504 STUDENT INTERN III 23.17$ 28.18$ 848 TRAFFIC CONTROL SPECIAL EVENTS 30.00$ -$ City of
Santa Clara
The Center of What 's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-874 Agenda Date: 9/24/2024

REPORT TO COUNCIL

SUBJECT
Action to Designate a Voting Delegate for the 2024 League of California Cities Annual Conference and Expo

BACKGROUND
The League of California Cities Annual Conference and Expo will be held in Long Beach, California from October 16 through October 18, 2024. During the Annual Conference, the League of California Cities will hold its General Assembly. The City of Santa Clara is a full-voting member of the League of California Cities. Each member city has a right to cast one vote on matters pertaining to League of California Cities policy.

To vote at the General Assembly, the City Council must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve. The League of California Cities issued an informational packet (Attachment 1) advising City Council action by September 25, 2024 as the final date to designate a voting delegate. The packet states that designating the voting delegate and alternates must be approved by City Council action and cannot be accomplished by individual action or by the Mayor or City Manager alone.

Voting delegates will debate and consider resolutions from the League of California Cities Resolutions Committee. Potential League of California Cities bylaws amendments are also considered at this meeting. The Annual Conference Resolutions guide the members of the League of California Cities to improve the quality, responsiveness, and vitality of local government in California.

At the October 8, 2024 City Council meeting, the City Council will take action on City positions on the proposed resolutions for the League of California Cities 2024 Annual Conference.

DISCUSSION
The League of California Cities requests that the City of Santa Clara designate a voting delegate and up to two alternates who will be present at the General Assembly. Alternate delegates are not required by the League of California Cities.

City Councilmember Kevin Park is the only member of the City Council registered to attend the 2024 Cal Cities Annual Conference and Expo. The recommendation is to designate City Councilmember Park as the voting delegate.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes City of Santa Clara Printed on 9/20/2024Page 1 of 2
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24-874 Agenda Date: 9/24/2024
in the environment.

FISCAL IMPACT
The Cal Cities Annual Conference expenses for City Council attendance are included in the FY 2024/25 Adopted Biennial Operating Budget. It is valuable for City representatives to participate and represent the City given the legislative activity that is in the City’s interest.

COORDINATION
This report was coordinated with the City Attorney’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] < mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

RECOMMENDATION
Designate City Councilmember Kevin Park as a voting delegate for the 2024 League of California Cities Annual Conference and Expo
Reviewed by: Maria Le, Assistant to the City Manager
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. 2024 League of California Cities Voting Delegate Information Packet City of Santa Clara Printed on 9/20/2024Page 2 of 2
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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, July 10, 2024
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 16-18, 2024 Long Beach Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Oct. 18, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 25. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.

Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.

Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.

Council Action Advised by September 25, 2024

LEAGUE OF

CALIFORNIA
CITIES
For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 16, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 17, 7:30 a.m.-4:00 p.m. On Friday, Oct. 18, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for submitting your voting delegate and alternates by Wednesday, Sept. 25. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly

LEAGUE OF

CALIFORNIA
CITIES
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities .org 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote.Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative.Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee.The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.

LEAGUE OF

CALIFORNIA
CITIES
Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
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individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control. 7KH UHVROXWLRQV SURFHVV DQG *HQHUDO $VVHPEO\ LV RQH ZD\ WKDW FLW\ RIÀFLDOV FDQ GLUHFWO\ SDUWLFLSDWH LQ WKH GHYHORSPHQWRI&DO&LWLHVSROLF\,IDUHVROXWLRQLVDSSURYHGDWWKH*HQHUDO$VVHPEO\LWEHFRPHVRIÀFLDO&DO Cities policy. Here’s how resolutions and the General Assembly work.

The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.

Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.

Recommendations are forwarded
to the Resolutions Committee.

Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.

Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.

Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.

Cal Cities policy
development is a member-
informed process,
grounded in the voices and
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throughout the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved
1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.

General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
24-1603 Agenda Date: 9/24/2024

REPORT TO COUNCIL

SUBJECT
Action to Waive First Reading and Introduce an Ordinance Amending and Restating in its Entirety Chapter 13.20 (Storm Drains and Discharges) of Title 13 (Public Services) of “The Code of the City of Santa Clara, California” to Enable Compliance with Regional Water Resources Control Board Requirements and Update Administrative Language

COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure, and Promote Sustainability and Environmental Protection

BACKGROUND
The City is regulated by the Municipal Regional Stormwater National Pollutant Discharge Elimination System Permit (MRP) issued by the California Regional Water Quality Control Board, San Francisco Bay Region, under which the City is a permittee. In 1994, Council adopted Ordinance No. 1655 to prevent stormwater pollution from urban runoff that flows to creeks and channels, eventually discharging in the San Francisco Bay. The requirements in Ordinance No. 1655 are laid out in Chapter 13.20 entitled “Storm Drains and Discharges” in the Santa Clara City Code.

The requirements in the MRP have been updated over the years, most recently with MRP 3.0, which took effect in 2022. MRP requirements for new and redevelopment projects to install and maintain low impact development (LID) control measures, active construction site inspections, trash load reduction on private property parcels, and monitoring and reporting of stormwater discharges were not contemplated when Chapter 13.20 was developed in 1994. Chapter 13.20 needs to be updated to enable the City to comply with MRP 3.0 requirements.

DISCUSSION
The Department of Public Works engaged a consultant that specializes in stormwater compliance to assist in updating the code language of Chapter 13.20, “Storm Drains and Discharges.” The summary below provides an overview of the significant changes to Chapter 13.20.

13.20.030 Discharges into City storm drains
Section 13.20.030 previously stated that waste discharges were prohibited into any storm drain, storm sewer, natural outlet, or channel, and outlined examples of such discharges. The discharge language has been changed from “waste” to “non-stormwater” to be more inclusive of pollutants and reflective of MRP 3.0 requirements. This language update is reflected throughout the code.

Additionally, the examples of discharges have been expanded to include newly identified pollutants of stormwater.

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13.20.040 Stormwater Management Requirements for New and Redevelopment Projects This new section provides an overview of the stormwater site design measures, control measures, and requirements for various types of projects including regulated projects, special projects, small projects/smaller detached single-family home projects, and non-regulated projects, and references the possibility of in-lieu compliance if approved by the MRP and City.

Projects that create and/or replace 5,000 square feet or more of impervious surface area are considered regulated projects and must implement treatment measures using LID techniques designed in accordance with the numeric sizing criteria described in the MRP 3.0. Regulated projects must install and maintain full trash capture devices and enter into a Stormwater Treatment Measures Inspection and Maintenance Agreement with the City which requires maintenance of all stormwater treatment measures, controls, and devices.

13.20.050 Stormwater Management Requirements for Construction Sites This section was added to incorporate construction site stormwater management requirements.

Construction sites must implement and maintain adequate and effective erosion and sediment control by implementing various Best Management Practices (BMP). These BMPs must be incorporated into an Erosion and Sediment Control Plan that is reviewed and approved by the City.

Construction projects that disturb one acre or more of soil shall file a Notice of Intent (NOI) for permit coverage under the Construction General Permit and develop a site-specific Stormwater Pollution Prevention Plan (SWPPP) that is amended to reflect site changes throughout the project timeline.

City representatives shall have access to inspect BMPs throughout all stages of the project and may request to review the current SWPPP as well as evidence of permit coverage.

13.20.060 Stormwater Management Requirements for Industrial and Commercial Sites This section has been updated to state that industrial and commercial businesses must maintain adequate and effective BMPs to address stormwater pollution associated with outdoor activities, storage, equipment, and any other potential sources of pollution. It also lays out a process for businesses to demonstrate whether coverage under the State’s Industrial General Permit is required when applying for a new or renewed business license as required by the State.

13.20.070 Stormwater Management Requirements for Private Land Drainage Areas (PLDAs) This new section provides the framework of the City’s PLDA program to address trash on privately owned parcels with private drainage which can reach the City’s storm drain system to enable the City to comply with trash load reduction requirements in MRP 3.0.

Depending on the levels of trash visually observed, property owners may be required to implement BMPs. If BMPs are not effective, property owners can be required to install and maintain full trash capture devices.

13.20.080 Stormwater Management Plan Review and Inspection Fees Due to the new requirements of the MRP and necessary resources and programs required to meet those requirements, this new section provides a pathway for the City to establish fees for stormwater related reviews, inspections, and MRP compliance.

13.20.090 Authority to Inspect, Monitor, and Sample
To ensure compliance with the MRP, this new section authorizes City representatives to enter any property to inspect, monitor, and collect samples/measurements when deemed necessary and within City of Santa Clara Printed on 9/20/2024Page 2 of 3
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24-1603 Agenda Date: 9/24/2024
the limitations of applicable state and federal laws.

In addition to the changes for compliance with the MRP, several changes are also included in the Ordinance to improve the ordinance structure, enhance definitions, and remove outdated language.

ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(2) as a general policy making activity.

FISCAL IMPACT
There was no fiscal impact associated with this report.

COORDINATION
This report has been coordinated with City Attorney’s Office and City Manager’s Office.

PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email [email protected] < mailto:[email protected]> or at the
public information desk at any City of Santa Clara public library.

RECOMMENDATION
Waive First Reading and Introduce an Ordinance Amending and Restating in its Entirety Chapter

13.20 (Storm Drains and Discharges) of Title 13 (Public Services) of “The Code of the City of Santa Clara, California” to enable compliance with Regional Water Resources Control Board Requirements and Update Administrative Language.

Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Ordinance
City of Santa Clara Printed on 9/20/2024Page 3 of 3
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Ordinance/Storm Drain Code Update
Rev: 09/2019