Agenda packet, first session — Santa Fe Springs City Council, September 2, 2025

Agenda

09.02.2025 - CITY COUNCIL AGENDA.PDF
Meeting Materials
SEPTEMBER 2, 2025, MEETING VIDEO

09.02.2025 - AGENDA PACKET.PDF

1. Documents:

2. Documents:

CITY OF SANTA FE SPRINGS

MEETINGS OF THE HOUSING SUCCESSOR, SUCCESSOR AGENCY,

AND CITY COUNCIL
AGENDA
TUESDAY, SEPTEMBER 2, 2025
AT 5:00 P.M.

CITY HALL COUNCIL CHAMBERS
11710 TELEGRAPH ROAD
SANTA FE SPRINGS, CA 90670

CITY COUNCIL
William K. Rounds, Mayor
Joe Angel Zamora, Mayor Pro Tem
Annette Rodriguez, Councilmember
Juanita Martin, Councilmember
John M. Mora, Councilmember

CITY MANAGER CITY ATTORNEY
René Bobadilla, P.E. Rick Olivarez

CITY STAFF
Assistant City Manager Nicholas Razo
Fire Chief Chad Van Meeteren
Police Chief Aviv Bar
Director of Community Development Cuong Nguyen
Director of Community Services Maricela Balderas
Director of Finance Julio Morales
Director of Parks & Recreation Gus Hernandez
Director of Police Services Arlene Salazar
Director of Public Works James Enriquez
City Clerk Fernando N. Muñoz
September 2, 2025: City Council Meeting Page 2 of 7

NOTICES
This City Council Meeting (“Council”) will be held in person and will meet at City Hall – City Council Chambers, 11710 E. Telegraph Road, Santa Fe Springs, California. The meeting will be live streamed on the City’s YouTube Channel and can be accessed on the City’s website via the following link:
https://santafesprings.gov/city_council/city_council_meetings/index.php Americans with Disabilities Act: In compliance with the ADA, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s Office. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

SB 1439: Effective January 1, 2025, City Council Members are subject to SB 1439 and cannot participate in certain decisions for a year after accepting campaign contributions of more than $500 from an interested person. The Council Member would need to disclose the donation and abstain from voting.

Public Comments: The public is encouraged to address City Council on any matter listed on the agenda or on any other matter within its jurisdiction. If you wish to address the City Council on the day of the meeting, please fill out a speaker card provided at the door and submit it to City Clerk staff. You may also submit comments in writing by sending them to the City Clerk's Office at [email protected]. All written comments received by 12:00 p.m. the day of the City Council Meeting will be distributed to the City Council and made a part of the official record of the meeting. Written comments will not be read at the meeting, only the name of the person submitting the comment will be announced. Pursuant to provisions of the Brown Act, no action may be taken on a matter unless it is listed on the agenda, or unless certain emergency or special circumstances exist. The City Council may direct staff to investigate and/or schedule certain matters for consideration at a future City Council meeting.

Council Meeting Start Times: If there is a closed session or study session scheduled on the agenda, the regular meeting shall be scheduled to start at 5:00 p.m. and open session shall start at 6:00 p.m. If there is no closed session or study session scheduled on the agenda, the regular meeting shall be scheduled to start at 6:00 p.m.

Please Note: Staff reports and supplemental attachments are available for inspection online and at the office of the City Clerk in City Hall, during regular business hours 7:30 a.m. – 5:30 p.m., Monday – Thursday. Telephone: (562) 868-0511.

September 2, 2025: City Council Meeting Page 3 of 7

CALL TO ORDER

ROLL CALL

PUBLIC COMMENTS ON CLOSED SESSION ITEMS
At this time, the general public may address the City Council on closed session items only.

Please be aware that the maximum time allotted for members of the public to speak shall not exceed three (3) minutes per speaker. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the City Council.

1. CLOSED SESSION

CONFERENCE WITH REAL PROPERTY NEGOTIATIORS
(Pursuant to Government Code Section 54956.8)
Property: 12131 Telegraph Road (Assessor Parcel No. 8005-012-031) Agency Negotiator: René Bobadilla, City Manager
Negotiating Parties: AJUA
Under Negotiation: Price and Terms

CLOSED SESSION REPORT
REGULAR SESSION – BEGINNING AT 6:00 P.M.

INVOCATION

PLEDGE OF ALLEGIANCE

INTRODUCTIONS

PRESENTATIONS

2. RECOGNITION OF BACK-TO-SCHOOL BACKPACK PROGRAM DONORS (COMMUNITY SERVICES)

3. SANTA FE SPRINGS BRAND REFRESH BY “WE THE CREATIVE”
(COMMUNITY SERVICES)

4. WHITTIER POLICE DEPARTMENT DUI OFFICER RECOGNITION
(POLICE SERVICES)

CHANGES TO AGENDA

PUBLIC COMMENTS ON NON-AGENDA & NON-PUBLIC HEARING AGENDA ITEMS At this time, the general public may address the City Council on both non-agenda and nonpublic hearing agenda items. Comments relating to public hearing items will be heard during the public hearing. Please be aware that the maximum time allotted for members of the public to speak shall not exceed three (3) minutes per speaker. State Law prohibits the City September 2, 2025: City Council Meeting Page 4 of 7
Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the City Council.

STAFF COMMUNICATIONS ON ITEMS OF COMMUNITY INTEREST
PUBLIC HEARING – NONE
OLD BUSINESS – NONE
REGULAR BUSINESS – NONE

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine. Any items a Councilmember wishes to discuss should be designated at this time. All other items may be approved in a single motion. Such approval will also waive the reading of any Ordinance.

5. APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN THE CITIES

OF COMMERCE, INDUSTRY, IRWINDALE, SANTA FE SPRINGS, AND VERNON (CITY MANAGER)
RECOMMENDATION: It is recommended that the City Council:
1) Approve the Memorandum of Understanding between the Cities of Commerce, Industry, Irwindale, Santa Fe Springs, and Vernon to establish a multijurisdictional coalition for regional advocacy on industrial and commercial priorities; and 2) Take such additional, related action that may be desirable.

6. SIDE LETTER #2 (LONGEVITY PAY) TO THE 2024-2027 MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF SANTA FE SPRINGS AND THE

SANTA FE SPRINGS FIREFIGHTERS ASSOCIATION (HUMAN RESOURCES) RECOMMENDATION: It is recommended that the City Council:
1) Approve side letter #2 (Longevity Pay) to the 2024-2027 Memorandum of Understanding between the City of Santa Fe Springs and the Santa Fe Springs Firefighters Association.

7. AUTHORIZATION TO PURCHASE TRAFFIC CONTROL BARRIERS AND

SAFETY EQUIPMENT USING PROPOSITION C LOCAL RETURN FUNDS (PARKS AND RECREATION)
RECOMMENDATION: It is recommended that the City Council:
1) Authorize the purchase of traffic control barriers and related safety equipment from Meridian Rapid Defense Group in the amount not to exceed $135,342.91; and
September 2, 2025: City Council Meeting Page 5 of 7
2) Authorize the Director of Parks and Recreation to issue a purchase order to Meridian Rapid Defense Group in an amount not-to-exceed $135,342.91; and 3) Approve the use of Proposition C Local Return funds, as approved by the Los Angeles County Metropolitan Transportation Authority (LA Metro), to finance this purchase; and
4) Take such additional, related, action that may be desirable.

8. SECOND READING OF ORDINANCE NO. 1161 – DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE

SANTA FE SPRINGS MUNICIPAL CODE (PUBLIC WORKS)
RECOMMENDATION: It is recommended that the City Council:
1) Adopt Ordinance No. 1161:

AN ORDINANCE OF THE CITY OF SANTA FE SPRINGS DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE SANTA FE SPRINGS MUNICIPAL CODE; and
2) Take such additional, related, action that may be desirable.

9. TOWN CENTER HALL PAINTING AND FLOORING – FINAL PAYMENT (PUBLIC WORKS)
RECOMMENDATION: It is recommended that the City Council:
1) Approve the Final Payment to Restoration Unlimited of Santa Fe Springs, California for $80,141 (Less 5% Retention); and
2) Approve the final contract amount with Restoration Unlimited in the amount of $150,941 including the aggregate change order amount of $62,941; and 3) Authorize the Director of Public Works to execute Contract Change Order Nos. 1 - 6 in an aggregate amount of $62,941; and
4) Appropriate $45,000 from Utility Users Tax (UUT) Fund to the Town Center Hall Painting and Flooring Project (Account No. PW250001); and 5) Take such additional, related action that may be desirable.

September 2, 2025: City Council Meeting Page 6 of 7

10. CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL

APPROPRIATION OF FUNDS (PUBLIC WORKS)
RECOMMENDATION: It is recommended that the City Council:
1) Appropriate an additional $230,000 from the Utility Users Tax (UUT) Fund to the City Hall West Wing Office Renovation (PW250006); and
2) Authorize the City Manager to execute Contract Change Order Nos. 1-5 in the aggregate amount of $238,000 and Contract Change Order No. 6 in the amount of $230,000 with CTG Construction, Inc. (dba C.T. Georgiou Painting Co.), for additional work in an aggregate amount of $468,000; and 3) Take such additional, related action that may be desirable.

11. AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES VEHICLES (POLICE SERVICES)
RECOMMENDATION: It is recommended that the City Council:
1) Authorize issuing a purchase order to Villa Ford to purchase one (1) Ford F-550 and three (3) F-150s in the amount of $280,225.18; and
2) Authorize issuing a purchase order to Honda World Westminster to purchase one (1) Honda CR-V, one (1) Honda Accord and one (1) Honda Pilot in the amount of $126,744.83; and
3) Authorize issuing a purchase order to Bert’s Mega Mall Covina to purchase one (1) Polaris Ranger and one (1) Zieman trailer in the amount of $41, 203.04; and 4) Authorize issuing a purchase order to Irv Seaver BMW Orange to purchase one (1) BMW R1300RT-P Motorcycle an amount not-to-exceed $60,000; and 5) Authorize issuing a purchase order to Selman Chevrolet Co. to purchase two (2) Chevrolet Trax in the amount of $58,888.70; and
6) Authorize the City Manager to enter into a tax-exempt equipment lease or purchase vehicles in an amount not-to-exceed $240,000 to acquire eight (8) vehicles for the Volunteer Program; and
7) Authorize the City Manager to enter into an ongoing Professional Services Agreement with Gilmar Automotive Group, in a form that is acceptable to the City Attorney for fleet procurement services and issue a payment of $19,000 for broker fees for the acquisition of nineteen (19) vehicles and; 8) Authorize a contingency in the amount of $24,000 for any expenditures related to the leasing or purchasing of vehicles; and
September 2, 2025: City Council Meeting Page 7 of 7
9) Authorize a budget transfer from Bond Proceeds 1010-163020-Police Services to Equipment Acquisition and Replacement fund 10800000-573450 in the total amount of $831,061.75 for the above listed items; and
10)Take such additional, related action that may be desirable.

12. AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR A CITYWIDE SECURITY AND SURVEILLANCE CAMERA SYSTEM (POLICE SERVICES) RECOMMENDATION: It is recommended that the City Council:
1) Authorize staff to advertise the Request for Proposals (RFP) for a new Citywide Security and Surveillance Camera System, in accordance with the proposed bid schedule; and
2) Take such additional, related action that may be desirable.

APPOINTMENTS TO BOARDS, COMMITTEES, AND COMMISSIONS
COUNCIL COMMENTS/AB1234 COUNCIL CONFERENCE REPORTING
Council member announcements; requests for future agenda items; conference/meetings reports. Members of the City Council will provide a brief report on meetings attended at the expense of the local agency as required by Government Code Section 53232.3(d).

ADJOURNMENT
I, Fernando N. Muñoz, City Clerk for the City of Santa Fe Springs hereby certify that a copy of this agenda has been posted no less than 72 hours at the following locations; City’s website at www.santafesprings.gov; Santa Fe Springs City Hall, 11710 Telegraph Road; Santa Fe Springs City Library, 11700 Telegraph Road; and the Town Center Plaza (Kiosk), 11740 Telegraph Road.

CITY OF SANTA FE SPRINGS

MEETINGS OF THE HOUSING SUCCESSOR, SUCCESSOR AGENCY,

AND CITY COUNCIL
AGENDA
TUESDAY, SEPTEMBER 2, 2025
AT 5:00 P.M.

CITY HALL COUNCIL CHAMBERS
11710 TELEGRAPH ROAD
SANTA FE SPRINGS, CA 90670

CITY COUNCIL
William K. Rounds, Mayor
Joe Angel Zamora, Mayor Pro Tem
Annette Rodriguez, Councilmember
Juanita Martin, Councilmember
John M. Mora, Councilmember

CITY MANAGER CITY ATTORNEY
René Bobadilla, P.E. Rick Olivarez

September 2, 2025: City Council Meeting Page 3 of 7

CALL TO ORDER

ROLL CALL

PUBLIC COMMENTS ON CLOSED SESSION ITEMS
At this time, the general public may address the City Council on closed session items only.

1. CLOSED SESSION

CLOSED SESSION REPORT
REGULAR SESSION – BEGINNING AT 6:00 P.M.

INVOCATION

PLEDGE OF ALLEGIANCE

INTRODUCTIONS

PRESENTATIONS

2. RECOGNITION OF BACK-TO-SCHOOL BACKPACK PROGRAM DONORS (COMMUNITY SERVICES)

3. SANTA FE SPRINGS BRAND REFRESH BY “WE THE CREATIVE”
(COMMUNITY SERVICES)

4. WHITTIER POLICE DEPARTMENT DUI OFFICER RECOGNITION
(POLICE SERVICES)

CHANGES TO AGENDA

STAFF COMMUNICATIONS ON ITEMS OF COMMUNITY INTEREST
PUBLIC HEARING – NONE
OLD BUSINESS – NONE
REGULAR BUSINESS – NONE

5. APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN THE CITIES

6. SIDE LETTER #2 (LONGEVITY PAY) TO THE 2024-2027 MEMORANDUM OF

UNDERSTANDING BETWEEN THE CITY OF SANTA FE SPRINGS AND THE

7. AUTHORIZATION TO PURCHASE TRAFFIC CONTROL BARRIERS AND

8. SECOND READING OF ORDINANCE NO. 1161 – DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE

SANTA FE SPRINGS MUNICIPAL CODE (PUBLIC WORKS)
RECOMMENDATION: It is recommended that the City Council:
1) Adopt Ordinance No. 1161:

September 2, 2025: City Council Meeting Page 6 of 7

10. CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL

ITEM # 5

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
SUBJECT: APPROVAL OF MEMORANDUM OF UNDERSTANDING BETWEEN

THE CITIES OF COMMERCE, INDUSTRY, IRWINDALE, SANTA FE

SPRINGS, AND VERNON
DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Approve the Memorandum of Understanding between the Cities of Commerce, Industry, Irwindale, Santa Fe Springs, and Vernon to establish a multijurisdictional coalition for regional advocacy on industrial and commercial priorities; and 2) Take such additional, related action that may be desirable.

FISCAL IMPACT
There is no direct fiscal impact associated with entering into this Memorandum of Understanding (MOU). Each City will be responsible for its own costs related to participation, including staff time, travel, and consultant support, if any. No dues or mandatory financial contributions are required under the agreement.

BACKGROUND
The Cities of Commerce, Industry, Irwindale, Santa Fe Springs, and Vernon are each located in Los Angeles County and collectively represent a significant industrial and commercial corridor. Together, these jurisdictions host approximately 500,000 employees working in industries such as manufacturing, wholesale and distribution, transportation and logistics, and e-commerce. These activities contribute substantially to both local and state tax revenues.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMER 2, 2025

MOU BETWEEN THE CITIES OF COMMERCE, INDUSTRY, IRWINDALE, SANTA FE

SPRINGS, AND VERNON

Page 2 of 3 ends

Recognizing the shared economic and policy challenges facing these industrial and commercial sectors, the Cities have agreed to collaborate through a MOU. The MOU outlines the intent to jointly advocate for state and federal capital investment, infrastructure funding, and policies that support industrial and commercial activity, while also protecting local fiscal control.

ANALYSIS
The MOU establishes a framework for regional cooperation without creating a separate legal entity. Key provisions include:
• Development of a joint legislative agenda on an annual basis. • Engagement with state and federal legislators and advocacy groups to promote unified regional priorities.
• Coordination in monitoring state and federal legislation and grants affecting industrial and commercial zones.
• Formation of a state and federal legislative affairs working group consisting of staff, consultants, and advocates from each City.
• Joint efforts to prioritize infrastructure and capital projects for state and federal funding opportunities.
• Preparation of reports highlighting the economic impact and investment needs of the region.
• Alignment with regional partners such as SCAG, Los Angeles County Economic Development Corporation, and local Chambers of Commerce. • Importantly, each City retains autonomy and fiscal control. The MOU specifies that participation does not create any binding financial obligations beyond each City’s voluntary commitments.

ENVIRONMENTAL
N/A

DISCUSSION
This MOU represents a strategic opportunity for the Cities to strengthen their collective advocacy efforts in Sacramento and Washington, D.C. By presenting a unified voice, the Cities will be better positioned to secure funding for freight infrastructure modernization, workforce development facilities, and environmental mitigation projects within industrial zones.

The coalition also provides a platform to safeguard local revenue sources, such as utility user taxes and business license fees, against potential state mandates that could erode municipal fiscal stability.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMER 2, 2025

MOU BETWEEN THE CITIES OF COMMERCE, INDUSTRY, IRWINDALE, SANTA FE

SPRINGS, AND VERNON

Page 3 of 3 ends

ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
The term of the MOU is five years, effective September 1, 2025, through August 31, 2030, with the option for any City to withdraw upon 45 days’ written notice.

SUMMARY/NEXT STEPS
Approval of this MOU will formalize the City’s participation in a collaborative regional effort to advocate for policies and funding opportunities that benefit industrial and commercial sectors critical to the City’s economy.

If approved, staff will:
1) Participate in the formation of the legislative affairs working group. 2) Contribute to the development of the joint legislative agenda by November 15 of each year.
3) Collaborate with partner cities on outreach, monitoring, and advocacy activities. 4) Provide periodic updates to City Council on coalition activities, legislative outcomes, and funding opportunities.

ATTACHMENT(S):

A. Memorandum of Understanding Between the Cities of Commerce, Industry, Irwindale, Santa Fe Springs, and Vernon

MEMORANDUM OF UNDERSTANDING

BETWEEN THE CITIES OF COMMERCE, INDUSTRY, IRWINDALE,

SANTA FE SPRINGS AND VERNON
This Memorandum of Understanding (“MOU”) is dated as of September __, 2025, (“Effective Date”) and is entered into by and between the City of Commerce, a municipal corporation, (“Commerce”), City of Industry, a municipal corporation, (“Industry”), City of Irwindale, a municipal corporation, (“Irwindale”), City of Santa Fe Springs, a municipal corporation, (“Santa Fe Springs”), and City of Vernon, a municipal corporation, (“Vernon”). Commerce, Industry, Irwindale, Santa Fe Springs, and Vernon are hereinafter sometimes individually referred to as “City” and collectively referred to as “Cities.”

RECITALS
WHEREAS, each of the Cities is located in Los Angeles County and each offers extensive industrial and commercial zones boasting countless businesses employing approximately 500,000 people, focused on manufacturing, wholesale and distribution, transportation and logistics, and ecommerce; and WHEREAS, the working population of the Cities importantly contributes to the property and sales tax base of the Cities and the State of California; and WHEREAS, the Cities, through this Memorandum of Understanding, desire to create a unified effort advocating, advancing, and planning their shared priorities seeking state and federal capital investment, as well as legislative and administrative policies to address the unique needs and benefits that their industrial and commercial activities offer Los Angeles County and the State of California.

NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, the Cities agree as follows:

1. ROLES AND RESPONSIBILTIES.

Under this MOU, the Cities agree to work together to:

A. On or before November 15 of each year, develop a joint legislative agenda for Sacramento and Washington, DC, that focuses on the preservation of industrial and commercial activities, infrastructure funding, regulatory reform and, importantly, local land use control;
B. Engage state and federal legislators as well as local and statewide advocacy organizations with a unified voice seeking support for this MOU’s priorities; C. Develop and distribute information about the Cities, including, but not limited to, advocating for state and federal capital investment dollars for freight infrastructure modernization, environmental mitigation for industrial zones, industrial space redevelopment, and workforce development facilities;
D. Monitor state and federal grants that may assist one or all of the Cities to promote the purpose of this MOU and the industrial, manufacturing, and commercial activities of each respective City;
E. Monitor state and federal legislation affecting industrial, manufacturing, and commercial zones, warehouse emission regulations, local tax authority and fiscal tools and labor and workforce mandates. Each of the Cities will coordinate these efforts with their respective state and federal legislative advocates at their own respective cost; F. Create a state and federal legislative affairs working group made up with staff members, consultants, legislative advocates, contractors or agents of each of the Cities to track legislation, coordinate shared positions on legislation, and/or to visit either Sacramento or Washington, DC;
G. Draft, as necessary, a unified report highlighting the economic impact and investment needs for and contributions of each of the Cities;
H. The Cities agree that this MOU merely creates a multijurisdictional coalition that is not a separate legal entity and does not have the powers of a decision-making legislative body; I. The Cities look forward to aligning with key organizations throughout the region, including, but not limited to, the Los Angeles County Economic Development Corporation, the Southern California Association of Governments, the California and local Chambers of Commerce, the California State Association of Counties and the Southern California Leadership Council;
J. The Cities will identify and prioritize shovel-ready capital projects for inclusion in state bond measures, California Climate Investment funding projects, and any federal, state or local economic development infrastructure funding measures; K. The Cities, when appropriate, will support the preservation of local fiscal control efforts, protecting revenue generating tools such as utility user taxes, business license fees and local sales and use transaction taxes. In addition, when necessary, the Cities will oppose those state mandates that reduce city revenues without a corresponding funding increase elsewhere to assist local governments to avoid revenue decreases; and L. The Cities will draft and issue a legislative impact report outlining federal or state investments secured for the region; legislative wins or losses; policy priorities, and the economic contributions of the Cities to California’s GDP.

2. TERM & TERMINATION
This MOU is effective as of September 1, 2025, and shall expire on August 31, 2030, unless the Cities agree otherwise. Any City may terminate its participation in this MOU upon 45-days written notice to the other Cities.

3. FINANCIAL RESPONSIBILITES
Each City shall be responsible for their own respective costs related to any and all activities that are a part of this MOU. There are no dues related to the Cities’ participation in this MOU.

4. LIABILITY AND INDEMNIFICATION
Each City shall indemnify, protect, hold harmless and defend, with counsel selected by the affected City, the other Cities and any agency or instrumentality thereof, and/or any of its elected or appointed officials, officers, employees and agents from any and all claims, actions, or proceedings against the Cities, to attack, set aside, void, annul, seek monetary damages arising from this MOU.

Any of the Cities shall promptly notify the other Cities of any claim, action, or proceeding to which this provision may be applicable and shall further cooperate fully in the defense of the action. Each City reserves its right to take any and all action the City deems to be in the best interest of the City and its citizens in regard to such defense.

5. MISCELLANEOUS PROVISIONS.

5.1 The captions appearing at the commencement of the sections hereof, and in any paragraph thereof, are descriptive only and shall have no significance in the interpretation of this MOU.

5.2 The waiver by any of the Cities of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of such term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this MOU shall be deemed to have been waived by any of the Cities unless in writing.

5.3 Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance of the exercise by any Party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such Party of any of all of such other rights, powers or remedies.

5.4 If any action at law or suit in equity is brought to enforce or interpret the provisions of this MOU, or arising out of or relating to this MOU, the prevailing party shall be entitled to reasonable attorneys' fees and all related costs, including costs of expert witnesses and consultants, as well as costs on appeal, in addition to any other relief to which it may be entitled. The venue for any litigation shall be Los Angeles County, California or in the United States District Court for Central District of California.

5.5 If any term or provision of this MOU or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to, the extent necessary to cure such invalidity or unenforceability, and in its amended form shall be enforceable. In such event, the remainder of this MOU, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this MOU shall be valid and be enforced to the fullest extent permitted by law.

5.6 This MOU shall be governed and construed in accordance with the laws of the State of California without regard to principles of conflicts of laws.

5.7 The Parties represent and warrant that they have had advice of counsel of their own choosing in the negotiations for and the preparation of this MOU, and that they have read this MOU, or had the same read to them by counsel, and that they have had this MOU fully explained to them by their counsel, and they are fully aware of the MOU's legal effect. This MOU is to be construed fairly and not in favor of or against any City, regardless of which City or Cities drafted or participated in the drafting of its terms.

5.8 This instrument contains the entire MOU between the Cities with respect to the purpose and function of the MOU. No other prior oral or written agreement(s) are binding upon the Cities. Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed by each City.

5.9 The terms of this MOU shall bind and inure to the benefit of each of the Cities, and each of their respective elected and appointed officials, officers, employees, and agents.

5.10 This MOU may be executed in multiple counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one and the same instrument.

5.11 Each person executing this MOU hereby represents and warrants (i) their authority to do so, and (ii) that such authority has been duly and validly conferred.

IN WITNESS WHEREOF, the Parties have executed this MOU as of the Effective Date.

CITY OF COMMERCE
By:________________________________
Ivan Altamirano, Mayor
Attest:

By:______________________________
Lena Shumway, City Clerk
Approved as to form:

By:

Noel Tapia, City Attorney

CITY OF INDUSTRY
By:________________________________
Cory C. Moss, Mayor
Attest:

By:______________________________
Julie Gutierrez-Robles, City Clerk
Approved as to form:

By:

James M. Casso, City Attorney

CITY OF IRWINDALE
By:________________________________
Larry G. Burrola, Mayor
Attest:

By:______________________________
Laura Nieto, Chief Deputy Clerk
Approved as to form:

By:

Adrian Guerra, City Attorney

CITY OF SANTA FE SPRINGS
By:________________________________
William K. Rounds, Mayor
Attest:

By:______________________________
Fernando N. Munoz, City Clerk
Approved as to form:

By:

Rick R. Olivarez, City Attorney

CITY OF VERNON
By:________________________________
Leticia Lopez, Mayor
Attest:

By:______________________________
Genoveva Rocha, City Clerk
Approved as to form:

By:

Zaynah Moussa, City Attorney
ITEM # 6

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Debbie Ford, Human Resources Manager
SUBJECT: SIDE LETTER #2 (LONGEVITY PAY) TO THE 2024-2027

MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF

SANTA FE SPRINGS AND THE SANTA FE SPRINGS FIREFIGHTERS

ASSOCIATION
DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Approve side letter #2 (Longevity Pay) to the 2024-2027 Memorandum of Understanding between the City of Santa Fe Springs and the Santa Fe Springs Firefighters Association.

FISCAL IMPACT
The fiscal impact is estimated to be approximately $9,700 for fiscal year 2024-2025.

BACKGROUND
The California Public Agency Retirement System (CalPERS) initiated a regular audit regarding MOU language for longevity for safety personnel. In order to ensure compliance updates of CalPERS standards, staff met with representatives from CalPERS to discuss and identify preferable language that would bring these items into full compliance with CalPERS regulations. Staff also engaged in the meet and confer process with the Santa Fe Springs Firefighters Association. Based on a review and recommendations from all parties, the following revision is being made to longevity pay:

Longevity Pay: CalPERS requires that longevity pay be based solely on years of service without an education component. Longevity pay has been modified to establish two distinctive longevity ranges, based on years of service that already CITY COUNCIL AGENDA REPORT – MEETING OF AUGUST 19, 2025 SIDE LETTER #2 (LONGEVITY PAY AND UNIFORM ALLOWANCE) TO THE 2024- 2027 MOU BETWEEN THE CITY AND THE SFSFFA

Page 2 of 2 ends

ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
exist within the fire MOU. One range has been established for the environmental unit and another for the fire safety unit and chief officers unit. This ensures that longevity pay is properly accounted for in the calculation of retirement benefits.

ANALYSIS
N/A

ENVIRONMENTAL
N/A

DISCUSSION
City staff met with representatives from CalPERS and received guidance on recommended MOU language. City staff also engaged in the met and confer process with the Santa Fe Springs Firefighters Association and both parties agreed to the modifications to meet the standards and requirements set forth by CalPERS.

It is anticipated that this revised section of the MOU will provide greater clarity and ensure continued compliance with CalPERS updated standards, ultimately benefiting our safety personnel.

SUMMARY/NEXT STEPS
Staff recommends that the City Council approve side letter #2.

Upon approval, the Human Resources Office will apply changes to impacted staff.

ATTACHMENT(S):

A. Side Letter #2 to the 2024-2027 Memorandum of Understanding between The City of Santa Fe Springs and The Santa Fe Springs Firefighters Association SIDE LETTER #2 TO THE 2024-2027

MEMORANDUM OF UNDERSTANDING BETWEEN

THE CITY OF SANTA FE SPRINGS AND

THE SANTA FE SPRINGS FIREFIGHTERS ASSOCIATION

LONGEVITY PAY
This document shall serve as Side Letter No. 2 modifying the 2024-2027 Memorandum of Understanding between the City of Santa Fe Springs (“City”) and the Santa Fe Springs Firefighters Association (“Association”), in the following manner:

Based on recommendations from CalPERS, the parties have agreed to the following modification:

Longevity Pay
Association represented employees are entitled to the following longevity increments as set forth in the table below. Longevity calculations are based on Unit Representation.

Longevity Steps
Environmental Unit Fire Safety Unit and Chief
Officers Unit
Step 1 @ 5 years 3.00% 3.18%
Step 2 @ 8 years 6.00% 6.37%
Step 3 @ 12 years 9.18% 9.74%
Step 4 @ 16 years 12.36% 13.11%
Step 5 @ 19 years 15.73% 16.69%
Step 6 @ 22 years 19.10% 20.26%
Step 7 @ 25 years 22.67% 24.05%

This Side Letter Agreement is entered into this 2
nd day of September 2025.
_______________________________ ___________________________ William K. Rounds, Mayor Michael Palacios, President
City of Santa Fe Springs SFS Firefighters Association
ITEM # 7

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Gus Hernandez, Director of Parks and Recreation
SUBJECT: AUTHORIZATION TO PURCHASE TRAFFIC CONTROL BARRIERS

AND SAFETY EQUIPMENT USING PROPOSITION C LOCAL RETURN
FUNDS
DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Authorize the purchase of traffic control barriers and related safety equipment from Meridian Rapid Defense Group in the amount not to exceed $135,342.91; and 2) Authorize the Director of Parks and Recreation to issue a purchase order to Meridian Rapid Defense Group in an amount not-to-exceed $135,342.91; and 3) Approve the use of Proposition C Local Return funds, as approved by the Los Angeles County Metropolitan Transportation Authority (LA Metro), to finance this purchase; and
4) Take such additional, related, action that may be desirable.

FISCAL IMPACT
The total estimated cost of the purchase is $135,342.91, which includes equipment, training, and an estimated 15% for tax and freight. Funding will be provided entirely through the City’s Proposition C Local Return Allocation, as approved by LA Metro. No General Funds will be used. This procurement is exempt from the City’s standard bidding requirements under Santa Fe Springs Municipal Code Section 34.18(C) CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZATION TO PURCHASE TRAFFIC CONTROL BARRIERS AND SAFETY

EQUIPMENT USING PROPOSITION C LOCAL RETURN FUNDS

Page 2 of 3 ends

BACKGROUND
The City frequently hosts large-scale community events, such as Walk to School Day, holiday celebrations, and public safety events, where temporary traffic management and pedestrian safety measures are necessary. The acquisition of portable barriers and supporting equipment will allow the City to manage traffic flow more effectively, provide safer pedestrian crossings, and improve shuttle boarding zones during these events.

In previous years, the City utilized Public Works vehicles and temporary barricades to secure street closures during community events. This approach required significant staffing resources from multiple departments to coordinate and monitor road closures.

In 2024, the City began utilizing Meridian barriers at events such as the 5K, Fiestas de Octubre Cultural event, and various ribbon cuttings. Staff found that the Meridian barriers significantly reduced staffing demands, as they can be quickly deployed and repositioned without requiring staff to monitor closure points.

Staff submitted a request to LA Metro seeking approval to use Local Return funds for the purchase of portable traffic control barriers and related safety equipment. LA Metro has formally approved the purchase as an eligible use of Local Return funds.

ANALYSIS
The Meridian 8-Barrier Drop Deck Trailer provides a mobile, rapidly deployable solution that meets modern safety standards for large-scale public events. The system includes eight barriers, an Archer Rapid Gate Kit for controlled access, and City-branded graphics for a professional appearance. The proposed purchase includes:
• Meridian 8-Barrier Drop Deck Trailer (1 unit)
• Archer 1200 Barriers (8 units)
• Archer Rapid Gate Kit (1 unit)
• ADA Cable Protectors (7 units)
• Archer Arrestor Cables (7 units)
• Archer Field Tow Bar (1 unit)
• Marketing Frame Package (1 unit)
• Graphics Package (7 units)
• Mandatory Training (1 session)
This equipment is crash-rated and MUTCD-compliant and will provide the City with flexible, deployable infrastructure to ensure pedestrian and transit safety during events.

The ADA cable protectors will ensure accessibility for mobility devices, and the training will enable City staff to safely and effectively operate and deploy the barrier system.

ENVIRONMENTAL
N/A
CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZATION TO PURCHASE TRAFFIC CONTROL BARRIERS AND SAFETY

EQUIPMENT USING PROPOSITION C LOCAL RETURN FUNDS

Page 3 of 3 ends

DISCUSSION
This acquisition represents a long-term investment in the City’s ability to provide secure and well-managed community events. Unlike temporary barricades or rented systems, the trailer can be rapidly deployed, reused across multiple events, and operated by trained staff—reducing long-term costs and staffing demands.

The Archer Rapid Gate provides dual benefits: a secure perimeter for attendees and quick emergency access for first responders. This feature ensures that critical response times are not compromised while maintaining a safe environment.

Additionally, the use of Proposition C Metro Grant Funding ensures that the City is making this investment without affecting the General Fund, while the branding of the barriers enhances community identity at events.

SUMMARY/NEXT STEPS
Upon City Council approval of the recommended actions, staff will finalize the purchase order with Meridian Rapid Defense Group, coordinate delivery and training, and ensure that all expenses are charged to the City’s Proposition C Local Return account as authorized by LA Metro.

ATTACHMENTS:

A. Meridian Rapid Defense Group Quote
B. Sole Source
ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
Estimate: City of Santa Fe Springs
Important: This is an estimate only.

There will be additional charges for TAX and Freight
that you can estimate at 15% of the total charges on
top.

City of Santa Fe Springs
Ashley Doshi
[email protected]
5628634896
Estimate created: July 16, 2025
Quote expires: October 14, 2025
Estimate created by: John Joly
Director of Sales
[email protected]
720-995-2484
Comments from John Joly
Estimate of Products & Services
Item & Description Quantity Unit Price Total
Marketing Frame Package 1 $5,785.18 $5,785.18
Meridian 8-Barrier Drop Deck Trailer T1000-GSA 1 $34,247.85 $34,247.85 Archer Rapid Gate Kit-GSA 1 $12,540.18 $12,540.18
Marketing Frame Package Meridian 8-Barrier Drop Deck Trailer T1000 Archer Rapid Gate Kit ATTACHMENT: A
Item & Description Quantity Unit Price Total
Graphics Package-GSA 7 $56.94 $398.58
Inactive - Mandatory Training 1 $3,995.00 $3,995.00
1 Channel ADA Cable Protector-GSA 7 $574.18 $4,019.26
Archer Arrestor Cable-4ft-GSA 7 $574.18 $4,019.26
Archer Field Tow Bar-GSA 1 $574.18 $574.18
Archer 1200 Barrier-GSA 8 $6,513.75 $52,110.00
$117,689.49
This is an estimate only. There will be additional charges for TAX and Freight that you can estimate at 15% of the total charges on top.

Questions? Contact me
John Joly
Director of Sales
[email protected]
720-995-2484
Meridian Rapid Defense Group
177 E. Colorado Blvd 2nd Floor
Pasadena, CA 91105
United States
Included is customer’s choice of customized logo. Please note: if Graphics Package is not chosen the barriers will come with a reective MERIDIAN branded logo (shown on the left). All MERIDIAN branded logos are MUTCD compliant.
177 E. Colorado Boulevard, Suite 200
Pasadena, California 91105
www.meridian-barrier.com
July 16, 2025
Ashley Doshi
Management Analyst
City of Santa Fe Springs
This is a sole source letter to certify that the Archer 1200 Barrier, the Archer 1200 Trailer Barrier Kit, the Archer Beam Gate and the Archer Rapid Gate are exclusive MERIDIAN products that are manufactured and sold by Meridian Rapid Defense Group LLC (“MERIDIAN”). MERIDIAN is the creator, manufacturer, and patent holder of these products. MERIDIAN is the sole manufacturer and supplier for the U.S. and internationally. MERIDIAN does not permit any 3rd party distributors to supply its products and technologies.

The Archer 1200 is manufactured in US with 700 lbs. of American made steel and has been tested to MASH, ASTM, PAS 68, and IWA14. No other product on the market meets this standard except the Archer 1200 Barrier.

We are glad to make ourselves available to provide further technical information on materials and the proper use of the above-listed items. MERIDIAN provides the in-field training of the equipment to ensure the safety and effectiveness of the Archer 1200 Barrier.

The following items detail the unique, and one of its kind, characteristics of the Archer 1200 Barrier:
• No other product on the market provides unanchored stopping power certified to US DOD and PAS 68 standards. Unbolted units stop a vehicle traveling 30 mph within 14 feet; no other product on the market meets this standard.
• No other product on the market is rated for armor-piercing NATO ammunition up to .50 cal. ballistic rounds.
• No other barrier on the market is designed as a non-electric and non-hydraulic unit. • The Archer 1200 Barrier has easily deployable wheels that are self-contained on the barrier and effortlessly positioned. No other product on the market has this unique characteristic. • No other product on the market can be installed as a complete barrier system with MERIDIAN’s 4-foot and 10-foot Arrestor Cables.
• MERIDIAN’s unique, one-of-a-kind barriers can be deployed at any desired length, as unit can be “daisy chained” together. This cannot be achieved with any other product on the market. • MERIDIAN’s unique products are transported and positioned using a specially designed Drop Deck Trailer.
• A remaining unique feature of the Archer 1200 Barrier is that the unit allows for the installation of directional or informational signage.

Please feel free to contact me with any specific questions or additional requests for information.

Many thanks,
Eric Alms
President
Cell: (213) 400-9811 [email protected]

ATTACHMENT B
ITEM # 8

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: James Enriquez, P.E., Director of Public Works / City Engineer SUBJECT: SECOND READING OF ORDINANCE NO. 1161 - DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40
THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF

TITLE VII (TRAFFIC CODE) OF THE SANTA FE SPRINGS MUNICIPAL CODE
DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Adopt Ordinance No. 1161:

FISCAL IMPACT
Dissolving the Traffic Commission is anticipated to save the City a minimum of $60,000 annually. The savings are attributed to the elimination of commissioner stipends and the elimination of the staff and resources required to support and conduct the Traffic Commission meetings.

BACKGROUND
On June 9, 1960, the City Council of Santa Fe Springs adopted Ordinance No. 148 which amended Ordinance No. 17 and established the Traffic Commission (“Commission”) as an advisory commission to the City Council. The Commission is authorized to make CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 SECOND READING OF ORDINANCE NO. 1161 - DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE SANTA FE

SPRINGS MUNICIPAL CODE

Page 2 of 3 ends

decisions and recommendations to the City Council on traffic-related matters and requests from the public for the installation and modification of traffic control devices and parking restrictions. Ultimately, staff must seek City Council approval for final implementation of any parking installations or modifications approved by the Commission.

On August 19, 2025, the City Council approved the introduction of Ordinance No. 1161 by title only and waived further reading.

ANALYSIS
From January 2024 to present, a period of nineteen months, nine Traffic Commission meetings were canceled due to lack of business. Of the remaining ten meetings, seven of the meetings had agendas consisting only of the approval of minutes for prior meetings and a receive-and-file report from the Whittier Police Department’s Traffic Bureau. Only three agenda items within the nineteen-month period were requests for parking restrictions, which the City Council must approve before implementation.

The City’s Traffic Engineer, whose duties are listed in Santa Fe Springs Municipal Code section 70.31 in Title VII (Traffic Code), is responsible for reviewing parking and traffic installation and modification requests along with other matters. The Whittier Police Department’s Traffic Bureau will continue to provide a regular traffic report to the Traffic Engineer, and the Traffic Engineer will present any traffic or parking matters directly to City Council for approval. This makes the Commission redundant and unnecessary.

Therefore, it is recommended that the City Council consider the dissolution of the Traffic Commission because the amount of city resources required to prepare for and conduct Commission meetings is not justified given the lack of official business that is available for the Commission to consider. Additionally, the municipal code and state law assign sufficient authority to the Traffic Engineer to fulfill the same function, with the City Council retaining the ultimate authority to approve the majority of significant traffic control and parking restrictions.

ENVIRONMENTAL
Dissolving the Traffic Commission will not result in any potential indirect physical change in the environment, and any such potential is speculative and not reasonably foreseeable. Therefore, this item falls under the common sense exemption and no further action is required pursuant to CEQA.

SUMMARY/NEXT STEPS
Ordinance No. 1161 will be effective 30 days after its adoption.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 SECOND READING OF ORDINANCE NO. 1161 - DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE SANTA FE

SPRINGS MUNICIPAL CODE

Page 3 of 3 ends

ATTACHMENTS:

A. Ordinance No. 1161
ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
1 ORDINANCE NO. 1161

ATTACHMENT A
ORDINANCE NO. 1161

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA FE SPRINGS DISSOLVING THE TRAFFIC COMMISSION AND REPEALING SECTIONS 70.40 THROUGH 70.44 OF CHAPTER 70 (GENERAL PROVISIONS) OF TITLE VII (TRAFFIC CODE) OF THE SANTA FE SPRINGS MUNICIPAL CODE
WHEREAS, on June 9, 1960, the City Council of Santa Fe Springs adopted Ordinance No. 148 which amended Ordinance No. 17 and established the Traffic Commission (“Commission”) as an advisory commission to the City Council; and
WHEREAS, the City Council established the Commission to make decisions and recommendations to the City Council on traffic control and public safety; and WHEREAS, the Commission occasionally reviews parking restriction and other traffic related requests that require City Council approval, but more often has little to no business to conduct during meetings; and
WHEREAS, the City Council finds it is no longer necessary to have a Traffic Commission and that the resources expended to support it can no longer be justified; and WHEREAS, the City Council believes the office of City Traffic Engineer can sufficiently advise the City Council on traffic safety matters, such that the Commission is no longer needed and can be dissolved; and
WHEREAS, the City Council desires to dissolve the Commission and to repeal Sections

70.40 through 70.44 of Chapter 70 (General Provisions) of Title VII (Traffic Code) of the Santa Fe Springs Municipal Code.

THE CITY COUNCIL OF THE CITY OF SANTA FE SPRINGS DOES ORDAIN AS FOLLOWS:

Section 1. The foregoing recitals are true and correct and incorporated herein by this reference.

Section 2. The Traffic Commission is hereby dissolved.

Section 3. Sections 70.40 through 70.44 of Chapter 70 (General Provisions) of Title VII (Traffic Code) of the Santa Fe Springs Municipal Code are hereby repealed.

Section 4. The City Council hereby determines that this action is exempt from the California Environmental Quality Act (“CEQA”) (Pub. Res. Code § 21000 et seq.) pursuant to CEQA Guidelines (Cal. Code Regs., tit. 14, § 15000 et seq.) Section 15061(b)(3) (Common Sense Exemption) because the dissolution of the Traffic Commission will not result in any potential indirect physical change in the environment, any such potential is speculative and not reasonably foreseeable. Therefore, no further action is required pursuant to CEQA. 2 ORDINANCE NO. 1161
Section 5. This Ordinance shall take effect thirty (30) days after its adoption by City Council, after which the City Clerk of the City of Santa Fe Springs shall certify the same be published in the manner required by law.

PASSED and ADOPTED this 2nd day of September, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ASTAIN:
__________________________________
William K. Rounds, Mayor
ATTEST:
_____________________________
Fernando Munoz, City Clerk
ITEM # 9

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: James Enriquez, P.E., Director of Public Works / City Engineer SUBJECT: TOWN CENTER HALL PAINTING AND FLOORING – FINAL PAYMENT DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Approve the Final Payment to Restoration Unlimited of Santa Fe Springs, California for $80,141 (Less 5% Retention); and
2) Approve the final contract amount with Restoration Unlimited in the amount of $150,941 including the aggregate change order amount of $62,941; and 3) Authorize the Director of Public Works to execute Contract Change Order Nos. 1 - 6 in an aggregate amount of $62,941; and
4) Appropriate $45,000 from Utility Users Tax (UUT) Fund to the Town Center Hall Painting and Flooring Project (Account No. PW250001); and 5) Take such additional, related action that may be desirable.

FISCAL IMPACT
The Town Center Hall Painting and Flooring Project is funded by the Utility User Tax in the amount of $175,000. Staff is requesting an additional appropriation in the amount of $45,000 from the Utility User Tax in the amount of $45,000 to cover the final total project cost of $220,000, as summarized in the table below.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 TOWN CENTER HALL PAINTING AND FLOORING PROJECT – FINAL PAYMENT

Page 2 of 3 ends

The total project cost breakdown is summarized as follows:

ITEM ESTIMATED AMOUNT
Construction $ 88,000
Construction Change Orders $ 62,941
Flooring Replacement $ 27,875
Engineering $ 20,000
Inspection $ 21,184
Total Project Cost: $ 220,000
The payment detail (Attachment A) represents the Final Payment (less 5% retention) due, according to the terms of the contract, for the work that has been completed and found to be satisfactory. The retention will be released following the mandatory waiting period following the filing of the Notice of Completion with the LA County Registrar-Recorder.

BACKGROUND
The Town Center Hall is a key facility used for City events, community meetings, and other important functions. The interior has not undergone significant maintenance or renovation in several years, and its current condition is not consistent with the desired aesthetic or functional standard. As such, this project aims to improve the facility's aesthetic appeal, comfort, and usability for residents and staff.

On January 14, 2025, the City Council approved the award of a contract to Restoration Unlimited in the amount of $88,000 for the construction of the Town Center Hall Painting and Flooring project. The final contract amount is $150,941, which also includes adjustments for final quantities for unit-priced items as measured during construction.

ANALYSIS
Contract Change Order’s 1-6 have a total amount of $62,941 and were due to unforeseen conditions and additional scope of work.

ENVIRONMENTAL
N/A

DISCUSSION
The completion of the project improved the condition of the existing building appearance and its functionality for daily use.

SUMMARY/NEXT STEPS
Upon City Council’s approval of the recommended actions, the Public Works Department will coordinate with the Finance Department to issue a final payment to Restoration CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 TOWN CENTER HALL PAINTING AND FLOORING PROJECT – FINAL PAYMENT

Page 3 of 3 ends

Unlimited and proceed to close the project. The Public Works Department will then file the Notice of Completion with the LA County Registrar-Recorder as a part of the project closure. Following the mandatory waiting period after the filing of the Notice of Completion, Public Works will work with the Finance Department to release the retention payment.

ATTACHMENTS:

A. Final Payment Detail
ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
Contractor: $ 76,133.74
Item
No. Quantity Units Unit Price Total Quantity Amount Quantity Amount

1. Carpet: Remove and dispose existing carpet, padding, adhesives, epoxy coating, base cove, and prepare floor to receive new vinyl flooring on first floor, staircase, and second floor, complete in place. 1 L.S. $ 14,000.00 $ 14,000.00 25% $ 3,500.00 100% $ 14,000.00

2. Vinyl Floor: Prepare floor to receive new VCT and base cove on first floor, staircase and second floor, and furnish and install vinyl composition tile (VCT) flooring, base cove, adhesives, complete in place. 1 L.S. $ 42,000.00 $ 42,000.00 25% $ 10,500.00 100% $ 42,000.00

3. Interior Painting: Prepare all surfaces to receive new paint on first floor, staircase and second floor, and furnish and apply one (1) coat primer and two (2) coats paint on interior ceilings, doors, door trims, door jambs, dropleafs, window frames, window trims, wall trims, walls, crown molding, all decorative wall details, complete in place.
1 L.S. $ 32,000.00 $ 32,000.00 10% $ 3,200.00 100% $ 32,000.00 Contract Total: $ 17,200.00 88,000.00 $ 88,000.00 $
Item
No. Quantity Units Unit Price Total Quantity Amount Quantity Amount

CONTRACT CHANGE ORDER
CCO 1 Scope of work modification as described in Contract Change Order No.1 1 L.S. $ 7,143.99 $ 7,143.99 100% $ 7,143.99 100% $ 7,143.99 CCO 2 Scope of work modification as described in Contract Change Order No.2 1 L.S. $ 3,722.80 $ 3,722.80 100% $ 3,722.80 100% $ 3,722.80 CCO 3 Scope of work modification as described in Contract Change Order No.3 1 L.S. $ 4,127.55 $ 4,127.55 100% $ 4,127.55 100% $ 4,127.55 CCO 4 Scope of work modification as described in Contract Change Order No.4 1 L.S. $ 14,917.59 $ 14,917.59 100% $ 14,917.59 100% $ 14,917.59 CCO 5 Scope of work modification as described in Contract Change Order No.5 1 L.S. $ 8,915.55 $ 8,915.55 100% $ 8,915.55 100% $ 8,915.55 CCO 6 Scope of work modification as described in Contract Change Order No.6 1 L.S. $ 24,113.30 $ 24,113.30 100% $ 24,113.30 100% $ 24,113.30 $ 62,940.78 62,940.78 $ 62,940.78 $
$ 150,940.78 80,140.78 $
Invoice Due Date Invoice Pay Date Amount
03/10/2025 2398-001 03/18/2025 03/27/2025 $ 3,540.00 67,260.00 $ Less 5% Retention: 08/21/2025 Pay Detail 09/16/2025 09/25/2025 $ 76,133.74 $ 4,007.04 Amount
$ 76,133.74
$ 4,007.04
Robert Garcia Robert Garcia #2232 08/21/25
James Enriquez, PE
Total Items Completed to Date: $ 150,940.78
$ 7,547.04
Final Payment: $ 76,133.74
Progress Payment No 1: $ 67,260.00
Account
Invoice Date Invoice No.

Warrant Billing Period
Retention Amount
Completed To Date
CONTRACT PAYMENTS:

Description
Contract Completed This Period
Contract Change Order Total:

Santa Fe Springs, CA 90670
Description
Contract Completed This Period
Progress Payment No 1:

PW250001
270010
Finance Please Pay:
5% Retention Completed this Period:

Recommended by Project Manager:

Approved by Public Works Director:

CONTRACT & CONTRACT CHANGE ORDER TOTAL:

Completed To Date
Contract Work
Payment Detail: Restoration Unlimited Group, Inc.

TOWN CENTER HALL PAINTING & FLOORING 10440 Pioneer Blvd. Ste. 1

ATTACHMENT A
ITEM # 10

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: James Enriquez, P.E., Director of Public Works / City Engineer SUBJECT: CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL

APPROPRIATION OF FUNDS
DATE: September 2, 2025
It is recommended that the City Council:
1) Appropriate an additional $230,000 from the Utility Users Tax (UUT) Fund to the City Hall West Wing Office Renovation (PW250006); and
2) Authorize the City Manager to execute Contract Change Order Nos. 1-5 in the aggregate amount of $238,000 and Contract Change Order No. 6 in the amount of $230,000 with CTG Construction, Inc. (dba C.T. Georgiou Painting Co.), for additional work in an aggregate amount of $468,000; and
3) Take such additional, related action that may be desirable.

FISCAL IMPACT
The City Hall West Wing Office Renovation project is an approved Capital Improvement Project with an approved project budget of $1,665,000, funded entirely by the Utility Users Tax (UUT) Capital Improvement Plan Fund.

Staff recommends an appropriation in the amount of $230,000 from the Utility Users Tax Fund for the Contract Change Order No. 6, consisting of the Finance Department Interior Renovation Improvements.

The revised project cost breakdown is as follows:

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL APPROPRIATION

OF FUNDS

Page 2 of 4 ends

ITEM ESTIMATED AMOUNT
Construction (Interior Improvements) $ 482,000
Contract Change Order Nos. 1-6 $ 468,000
Office Furniture $ 450,000
Public Counter $ 60,000
Digitize Existing Archived Full-Sized Plans $ 60,000
Temporary Trailer to House Office File Cabinets $ 60,000 Design $ 60,000
Engineering $ 90,000
Inspection $ 115,000
Revised Contingency $ 50,000
Revised Total Project Cost: $ 1,895,000

BACKGROUND
On January 21, 2025, the City Council awarded the construction contract for the subject project to CTG Construction, Inc. (dba C.T. Georgiou Painting Co.), in the amount of $481.425. The solicitation for construction bids was advertised on November 25, 2024, in accordance with the California Public Contract Code.

During the demolition process multiple unforeseen changed conditions were encountered requiring additional work including: 1) electrical work had to be relocated and updated; 2) additional furniture purchasing and relocation of existing furniture; and 3) due to additions in scope additional components like drywall and carpet required removal and replacement.

Additional scope was added to the project, including relocation of the Cashier Area across from the Public Works and Community Development front counter. This work added framing to interior doors and windows and general demolition of interior walls in the Finance department. Renovation of the lactation room for added privacy. This work was not in the original scope but was added to avoid displacing City staff a second time if the work is done at a later date under a separate contract.

PROJECT FUNDING AMOUNT
Utility Users Tax (UUT) Capital Improvement Fund -
(previously approved project budget) $ 1,665,000
Additional Appropriation Utility Users Tax (UUT) –
(Recommended) $ 230,000
Total Project Funding: $ 1,895,000
CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL APPROPRIATION

OF FUNDS

Page 3 of 4 ends

ANALYSIS
Contract Change Order No. 1 in the amount of $12,000 included replacing tile in the southwest entry and elevator area, removal and abatement of existing floor tile, furnishing and installing new VCT floor tile to match the kitchenette.

Contract Change Order No. 2 in the amount of $145,000 included furnishing and installation of new electrical and low voltage lines at various locations including receptacles, junction boxes, ports, landing data lines in the server room via free wire in the attic and T-bar ceiling, relocating computers, tv’s, demo and construction of two new stud framed interior walls with drywall finish.

Contract Change Order No. 3 in the amount of $70,000 included constructing a new ADA/standing counter for the new Cashier Area, demolishing walls, case work, disassembling cubicles in City Clerk area, reassembling them in the new Cashier Area, furnishing/connecting all new data/electrical and demolishing the existing cashier area including cabinets, fixed desks, constructing new stud walls, paint all new rooms, furnishing and installing new carpet.

Contract Change Order No. 4 in the amount of $6,500 included demolition of existing door, frame and threshold at roof top mechanical room, installing a new outswing hollow metal door, frame with threshold, providing backer rod and sealant to provide a watertight opening, removing existing BEST Core cylinder from existing door and reinstalling Best Core for new door, and painting the new door and re-stucco area surrounding door.

Contract Change Order No. 5 in the amount of $4,500 included furnishing labor and material to install horizontal false mullions to one opening, inside and out and film to two windows, installing one set at the top between existing vertical mullions at the same height as adjacent storefront, and installing standard frost film to the same window for the false mullions.

Contract Change Order No. 6 in the amount of $230,000 located in the Finance Department includes demolishing of existing interior walls, relocation of electrical and data lines, relocating two existing office glass store fronts, installation of new doors, new drywall, removal/replacement of carpet and painting.

ENVIRONMENTAL
N/A

DISCUSSION
Completing the City Hall West Wing Office Renovation project will enhance office functionality, improve efficiency, and create a more visually appealing environment.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025 CITY HALL WEST WING OFFICE RENOVATION – ADDITIONAL APPROPRIATION

OF FUNDS

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SUMMARY/NEXT STEPS
Upon the City Council's approval of the recommended actions, City staff will coordinate with the Contractor to complete the project.

ATTACHMENTS:

None.

ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐
ITEM # 11

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Arlene Salazar, Director of Police Services
SUBJECT: AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES

VEHICLES
DATE: September 2, 2025
RECOMMENDATION(S):

It is recommended that the City Council:
1) Authorize issuing a purchase order to Villa Ford to purchase one (1) Ford F-550 and three (3) F-150s in the amount of $280,225.18; and
2) Authorize issuing a purchase order to Honda World Westminster to purchase one (1) Honda CR-V, one (1) Honda Accord and one (1) Honda Pilot in the amount of $126,744.83; and
3) Authorize issuing a purchase order to Bert’s Mega Mall Covina to purchase one (1) Polaris Ranger and one (1) Zieman trailer in the amount of $41, 203.04; and 4) Authorize issuing a purchase order to Irv Seaver BMW Orange to purchase one (1) BMW R1300RT-P Motorcycle an amount not-to-exceed $60,000; and 5) Authorize issuing a purchase order to Selman Chevrolet Co. to purchase two (2) Chevrolet Trax in the amount of $58,888.70; and
6) Authorize the City Manager to enter into a tax-exempt equipment lease or purchase vehicles in an amount not-to-exceed $240,000 to acquire eight (8) vehicles for the Volunteer Program; and
7) Authorize the City Manager to enter into an ongoing Professional Services Agreement with Gilmar Automotive Group, in a form that is acceptable to the City CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES VEHICLES

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Attorney for fleet procurement services and issue a payment of $19,000 for broker fees for the acquisition of nineteen (19) vehicles and; 8) Authorize a contingency in the amount of $24,000 for any expenditures related to the leasing or purchasing of vehicles; and
9) Authorize a budget transfer from Bond Proceeds 1010-163020-Police Services to Equipment Acquisition and Replacement fund 10800000-573450 in the total amount of $831,061.75 for the above listed items; and
10)Take such additional, related action that may be desirable.

FISCAL IMPACT
The total cost to acquire these vehicles shall not exceed $850,061.75. This includes $567,061.75 for the purchase of eleven (11) vehicles and $240,000 for the purchase eight (8) vehicles for the Volunteer Program, broker fee of $19,000 and a contingency in the amount of $24,000.

The purchase of these vehicles was not included in the FY 25/26 budget process, City staff had indicated that we would utilize available one-time monies (i.e., unspent bond proceeds) to fund vehicle and equipment purchases. The use of available unspent bond proceeds will mitigate the impact of these purchases on the City’s reserves and General Fund resources, nor the Equipment Acquisition and Replacement Fund.

These expenses will be charged to Bond Proceeds 1010-163010-Vehicles. No additional funds will be needed for the upfitting of these vehicles.

BACKGROUND
The City replaces vehicles that have reached the end of their cost-effective, useful life based on age, mileage, and history by the vehicle replacement schedule. In addition, this program identifies adjustments to the vehicle fleet as services change in size and scope.

A recent assessment has identified the need to replace four (4) aging units and add fifteen (15) new vehicles to the Police Services fleet to support the Department’s expansion of programs and services including the implementation of the Homeless Engagement Program, Volunteer Program and expansion of the Whittier Police Department Special Enforcement Team (SET) and Traffic Enforcement Team serving Santa Fe Springs.

ENVIRONMENTAL
N/A
CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES VEHICLES

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DISCUSSION
The City contracts with the Whittier Police Department to provide law enforcement services. As part of this agreement, the Department of Police Services is required to facilitate the acquisition of equipment such as vehicles. Four (4) of the vehicles included in this purchase will be used to support the Whittier Police Department SET, Traffic Enforcement and Detective Bureau. Additionally, four (4) vehicles will support the Homeless Engagement Program, three (3) vehicles will support Public Safety Officer patrol functions and eight (8) will be designated to support the operational needs of the newly implemented Police Services Volunteer Program.

The acquisition of vehicles continues to remain complex and challenging. Therefore, entering into a professional services agreement for fleet procurement services from Gilmar Automotive Group would assist in managing this challenge. Staff is actively addressing challenges stemming from manufacturer orders, limited vehicle options and increased prices. It is anticipated that recent changes in the economy will continue to increase the cost of both new and used vehicles. In addition, vehicles being requested are not readily available and require the manufacturer’s order. In many instances, manufacturer’s estimate an approximate delivery time of six to eight months. After careful evaluation of purchasing and pricing options, staff agreed to work closely with vendors and Gilmar Automotive Group to secure available vehicles and ensure timely delivery to meet fleet needs. Through this partnership, staff secured one (1) F-550, one (1) Honda Accord, one (1) pre-owned Honda Pilot, one (1) pre-owned Honda CR-V one (1) Polaris Ranger with one (1) Zieman trailer, one (1) BMW R1300 RT-P Motorcycle, and two (2) Chevrolet Traxs. To ensure the vehicles are obtained in a timely manner, it is necessary to place the order as soon as possible to ensure they are still available. As such, staff requests that the City Council authorize the urgent purchase of eleven (11) vehicles to support Whittier Police Department operations, the Homeless Engagement Team and Volunteer Program. To facilitate these purchases staff is requesting that the City Council authorize the following purchase orders:
• Authorize issuing a purchase order to Villa Ford to purchase one (1) Ford F-550 and three (3) F-150s in the amount of $280,225.18.
• Authorize issuing a purchase order to Honda World Westminster to purchase one (1) pre-owned Honda CR-V, one (1) new Honda Accord and one (1) pre-owned Honda Pilot in the amount of $126,744.83.
• Authorize issuing a purchase order to Bert’s Mega Mall Covina to purchase one (1) Polaris Ranger and one (1) Zieman trailer in the amount of $41, 203.04 • Authorize issuing a purchase order to Irv Seaver BMV Orange an amount not-toexceed $60,000 to acquire one (1) BMW R1300RT-P Motorcycle. • Authorize issuing a purchase order to Selman Chevrolet Co. to purchase two (2) Chevrolet Trax in the amount of $58,888.70; and
As previously stated, some of the Department’s vehicles are approaching the end of their use life cycle. Therefore, staff is taking immediate action to limit the risk of having an CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES VEHICLES

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insufficient number of operable vehicles to support Police and Public Safety operations.

In addition, the Department of Police Services is enhancing programs and services by expanding the Homeless Engagement Team, Special Enforcement Team and Traffic Enforcement Team. These expansions will require the above-listed vehicles to be available as soon as possible in order for personnel to perform their duties. Current market conditions, vehicle scarcity and the Department’s immediate operational needs create a situation where it would not be beneficial for the City to engage in a lengthy bidding process to risk losing the ability to acquire the vehicles listed above. The Department is also at risk of limiting services if sufficient operable vehicles are not available. For these reasons, this purchase is being considered under the Santa Fe Springs Municipal Code Sections 34.18(C) (D) (G), which states:
(C) Sole source, where supplies, equipment, or services are unique and available from one source, or where it would be undesirable or impossible for the city to solicit bids. Sole source procurements may include proprietary items sold directly from the manufacturer, items that have only one distributor authorized to sell in the area, or a specified product determined to be the only acceptable product for the City’s needs.
(D) Except where competitive bidding is required by federal or state law or funding regulations, equipment, supplies, and services may be procured by negotiated contract and without competition, when bidding is not likely to serve the best interests of the City or to result in the lowest price
(G) Where competitive bidding is not required by state law in specified circumstances, including, but not limited to, emergency purchases and design build projects.

Additionally, the Department recently implemented a Volunteer Program. This will require the Department to acquire (8) vehicles through a tax-exempt lease or purchase. As such, staff is recommending that the City Council authorize the City Manager to enter into a taxexempt lease or explore a purchase option in an amount not-to-exceed 240,000 to acquire eight (8) vehicles.

The Department is also requesting that the City Council authorize a contingency in the amount of $24,000. This contingency, equal to ten (10) percent of the total estimated cost to lease or purchase (8) vehicles will be used for any expenditures related to the acquisition of vehicles. Staff is also requesting a payment of $19,000 to Gilmar Automotives for procuring these essential vehicles.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZE THE PURCHASE AND LEASING OF POLICE SERVICES VEHICLES

Page 5 of 5 ends

SUMMARY/NEXT STEPS
Staff recommends that the City Council authorize the issuance of purchase orders to Villa Ford for $280,225.18, Honda World Westminster for $126,744.83, Bert’s Mega Mall for $41,203.04, Irv Seaver BMW Orange in an amount not-to-exceed $60,000, and Selman Chevrolet Co. for $58,888.70 for acquiring a total of eleven (11) vehicles.

In addition, staff recommends authorization for the City Manager to establish an agreement to finance these vehicles through a tax-exempt equipment loan/lease.

A contingency in the amount of $24,000 is being added for any unexpected expenditures associated with the lease agreement or purchase option. The use of Bond Proceeds will be utilized to acquire the vehicles listed above. The total cost to acquire these vehicles shall not exceed $850,061.75.

ATTACHMENT(S)
A. Invoices-Villa Ford
B. Invoices-Honda World Westminster
C. Invoice-Bert’s Mega Mall Covina
D. Invoice-Irv Seaver BMW Orange
E. Sales Contract-Selman Chevrolet Co. Orange
ITEM STATUS:

APPROVED:

DENIED:

TABLED:

DIRECTION GIVEN:

CITY OF SANTA FE SPRINGS

CITY COUNCIL AGENDA STAFF REPORT
ITEM # 12
TO: Honorable Mayor and City Council Members
FROM: René Bobadilla, P.E., City Manager
BY: Arlene Salazar, Director of Police Services
SUBJECT: AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR

A CITY-WIDE SECURITY AND SURVEILLANCE CAMERA SYSTEM
DATE: September 2, 2025
RECOMMENDATION:

It is recommended that the City Council:
1) Authorize staff to advertise the Request for Proposals (RFP) for a new City-wide Security and Surveillance Camera System, in accordance with the proposed bid schedule; and
2) Take such additional, related action that may be desirable.

FISCAL IMPACT
There is no fiscal impact associated with the authorization to advertise the RFP. Once a consultant is selected, staff will return to City Council with a recommendation for the award of contract and an associated cost analysis.

BACKGROUND
As part of the City’s ongoing efforts to improve public and employee safety and to further enhance monitoring of municipal-owned-controlled facilities, staff has identified the need for a comprehensive City-wide security camera system. Unfortunately, these facilities have experienced an increase in trespassing, break-ins, graffiti, and other incidents involving erratic customer behavior that have occurred in lobbies. Several City facilities either lack security cameras entirely or are operating outdated, non-networked systems that do not meet current security and integration standards.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR A CITY-WIDE

AND SURVEILLANCE SECURITY CAMERA SYSTEM

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As a result of the increase and frequency in these incidents, a consultant was hired by the City who provided a comprehensive safety and security assessment of City facilities and parks, primarily focusing on the effectiveness of the current security camera and alarm systems.

From the findings and recommendations of this report the Department of Police Services and the Department of Parks and Recreation determined that the best City-wide solution would be to issue a RFP for a City-wide Security and Surveillance Camera System.

ANALYSIS
The City currently lacks a comprehensive, centralized surveillance system to monitor its facilities and high traffic public spaces. Several sites have outdated or isolated camera systems with limited capabilities, such as in-house-only viewing, insufficient video storage, or no remote access. This limits the City’s ability to deter vandalism, investigate incidents, and provide staff and community members with a secure environment.

The goal of the proposed project is to modernize and centralize the City’s surveillance infrastructure using a web-based camera system that supports real-time access, secure storage, and system-wide integration.

The RFP requires that vendors attend a mandatory walk-through of all facilities and to consider pricing for installation and minimum features that include but are not limited to the following:
• 360-degree security camera/ Pan-Tilt-Zoom (PTZ)
• Web/Cloud based VMS
• Artificial Intelligence Analytics
Locations will include all City facilities, fire stations, parks, and water towers.

ENVIRONMENTAL
This action is exempt from the requirements of the California Environmental Quality Act (CEQA), as the act of advertising the RFP does not have a direct impact on the environment.

DISCUSSION
Staff estimate that this project, once awarded, will take one-year to implement City-wide.

Based on the number of facilities, the procurement and installation period staff estimates that this one-year project will be multi-faceted and will be considered over a two-fiscal year budget process.

CITY COUNCIL AGENDA REPORT – MEETING OF SEPTEMBER 2, 2025

AUTHORIZATION TO ISSUE A REQUEST FOR PROPOSAL (RFP) FOR A CITY-WIDE

AND SURVEILLANCE SECURITY CAMERA SYSTEM

Page 3 of 3 ends

ITEM STATUS:

APPROVED: ☐
DENIED: ☐
TABLED: ☐
DIRECTION GIVEN: ☐

SUMMARY/NEXT STEPS
Upon City Council authorization, staff will advertise the RFP within 15 business days.

Award of contract is expected by December 2025.

ATTACHMENT(S):

A. RFP # 26-1

REQUEST FOR PROPOSALS
No. 26 – 1
Surveillance Camera System
Issue Date: Thursday, September 4, 2025
Mandatory Site Walk: Monday, September 22, 2025, at 930 AM Pacific Questions Due Date: Thursday, September 25, 2025, at 2 PM Pacific Proposal Due Date: Tuesday, October 7, 2025, at 2 PM Pacific 2 (THIS PAGE INTENTIONALLY LEFT BLANK)
3 TO PROSPECTIVE PROPOSERS
The City of Santa Fe Springs (“City”) invites qualified firms to submit proposals in response to this Request for Proposals (“RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be considered.

The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
September 4, 2025

PROJECT
Surveillance Camera System

PROPOSAL OWNER
City of Santa Fe Springs – Community Development Department 11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Arlene Salazar, Director of Police Services
Contact Phone: (562) 868 - 0511
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Santa Fe Springs – Department of Finance
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Micah Herd, Procurement Manager
Contact Phone: (562) 868 - 0511
Contact E-Mail: [email protected]
The City has scheduled a mandatory site walk for this project for Monday, September 22, 2025, at 9:30 AM Pacific. Details regarding this site walk can be found in Section IV—Mandatory Site Walk.

Any questions/inquiries about this RFP should be submitted via the City's PlanetBids Portal by Thursday, September 25, 2025, at 2 PM Pacific.

Proposals must be submitted by Tuesday, October 7, 2025, at 2 PM Pacific.

Prospective proposers must register their business with PlanetBids before being able to submit questions and/or proposals. To access the City's PlanetBids Portal, please go to:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/133285 4 5

CONTENTS
I. Notice Inviting Proposals..........................................................................................................6 II. About the City of Santa Fe Springs........................................................................................6 III. Timeline .........................................................................................................................................7 IV. Mandatory Site Walk ..................................................................................................................7 V. Scope of Work/Services............................................................................................................7 VI. Proposal Submittal ...................................................................................................................14 VII. Proposal Content and Format ...............................................................................................14 VIII. Evaluation Criteria ....................................................................................................................17 IX. Proposal Protests .....................................................................................................................17 X. Execution of Agreement..........................................................................................................19 XI. Insurance Requirements.........................................................................................................19 XII. Business License Requirements..........................................................................................22 XIII. Use of Federal Funds...............................................................................................................22 XIV. Non-Commitment of City ........................................................................................................23 XV. Labor Requirements.................................................................................................................23 XVI. Records .......................................................................................................................................23 XVII. Use of Subcontractors.............................................................................................................23 XVIII. Modifications/Changes............................................................................................................24 XIX. Disclosure of Information .......................................................................................................24 XX. Ex-Parte Communications......................................................................................................24 XXI. General Rights of the City ......................................................................................................24 6 I. Notice Inviting Proposals
The City of Santa Fe Springs (hereinafter referred to as "City") invites Proposals from qualified contractors to upgrade the City's surveillance camera system following the specifications, terms, and conditions identified in this RFP. Prospective respondents should carefully read information related to this opportunity before submitting a proposal.

To view the complete RFP package, please visit:
https://vendors.planetbids.com/portal/65093/bo/bo-detail/133285 Prospective Proposers must register with PlanetBids before being able to view all documentation or submit a response.

The City has scheduled a mandatory site walk for this project for Monday, September 22, 2025, at 9:30 AM Pacific. Details regarding this site walk can be found in Section IV—Mandatory Site Walk.

Questions must be submitted by Thursday, September 25, 2025, at 2 PM Pacific. *****QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS*****
Proposals must be submitted via PlanetBids by Tuesday, October 7, 2025, at 2 PM Pacific. Responses to this RFP will be evaluated to determine the most qualified Proposer. Responses must adhere to the format and content described in the RFP.

The successful Proposer will be required to enter into a Professional Services Agreement with the City for the duration of the project. Final terms, including compensation and the length of the agreement, are subject to City Council approval.

II. About the City of Santa Fe Springs
Santa Fe Springs is located in the southeast of the County of Los Angeles. Though incorporated in May 1957, the City's history dates to 1871 when Dr. James E. Fulton came to the area and discovered a sulfur spring that was later developed into a health spa. Today, the City has approximately 18,800 residents and over 3,000 businesses.

The City provides a full range of municipal services, including police and fire, street maintenance, water utilities, recreational services, public library, and cultural events.

Additionally, the City is responsible for two (2) other legally separate entities, which include the Successor Agency to the Redevelopment Agency and the Housing Successor Agency to the Housing Authority.

The City has a vision statement that affirms: "The City of Santa Fe Springs is a great place to live, work and play," with the following mission statement: "The City of Santa Fe Springs is committed to enhancing the quality of life of its residents and businesses by providing: a safe environment, a thriving business community, quality family, youth, and 7 senior services, and sound financial management of the community's resources." The guiding values are as follows:
• Personal integrity, honesty, and ethics
• Public service
• Compassion
• Responsibility, accessibility, and accountability
• Dedication
III. Timeline
• Release RFP Thursday, September 4, 2025
• Mandatory Site Walk Tuesday, September 22, 2025, 930 AM Pacific • Online Q&A Deadline Thursday, September 25, 2025, 2 PM Pacific • Deadline to Submit Proposals Tuesday, October 4, 2025, 2 PM Pacific • City Review of Submissions Mid-October 2025
• Interviews TBD (If Necessary)
• Notifications Sent to Proposers Late October 2025
• Award of Contract Early November 2025
IV. Mandatory Site Walk
The city will host a mandatory site walk on Monday, September 22, 2024, at 930 AM.

Pacific. This meeting intends to ensure prospective bidders have a thorough understanding of the project requirements and have an opportunity to view the areas where items will be installed.

Before starting the meeting, the City will log each attendee's name, the business they represent, and email address. It is anticipated this meeting will last approximately XX hours.

The site walk will commence at:
(Name of Location)
(Address)
Attendees should meet in front of the main entrance of each location. City staff will meet attendees at each location and escort them to the facilities. Each attendee will be responsible for facilitating their own travel arrangements to each site.

A limited number of questions will be accepted during the meeting; however, attendees are highly encouraged to submit questions electronically following the method described for receiving questions so the City can provide a written response.

V. Scope of Work/Services
The City of Santa Fe Springs is requesting proposals from qualified vendors capable of providing interior and exterior security video cameras, network hardware, video 8 monitoring software, installation services, software support, maintenance and repair services, and related items and services. The requested cloud-based solution will be used to enhance the City’s existing video security system and will need to ensure cybersecurity measures are in place to protect camera data and transmission. The City would like to consider both purchase and lease options.

The current, primary video system is located throughout the City. If possible, the City would like to integrate the existing camera solutions into a single, unified solution. In general, the City is looking for a turn-key solution. The vendor will be responsible for providing any camera hardware as well as installation of networking equipment at City facilities. The vendor will also be responsible for coordinating with the City’s Police Services Division, as needed, for any configuration necessary for integration.

The City envisions this project being completed based on a list of priorities. This approach is being taken to ensure the project team can efficiently and effectively manage tasks.

Below is a list of areas/facilities associated with the proposed priorities, which include the City’s recommendations for the number of cameras to be installed in each of the impacted areas; however, proposers are encouraged to make recommendations regarding the quantity and type of cameras depending on the needs.

Priority 1
• Water Tower 1 & 2
• City Hall
• City Hall Plaza
• Town Center Hall
• Aquatic Center
• Clarke Estate
• Community Garden
• Post Office
• Library
Priority 2
• Little Lake Park
• Santa Fe Springs Athletic Fields
• Los Nietos Park/Activity Center/
• Parks & Recreation Building/Options for Learning Childcare Facility • Betty Wilson Center/ Lake Center Athletic Park
• Santa Fe Springs Park
• Heritage Park
• Gus Velasco Neighborhood Center (GVNC)
Priority 3
• Police Services
9 Priority 4
• Staging/City Yard/Warehouse/ Garage/Traffic Signals/Public Works Admin Office
Priority 5
• Fire Stations 1 (Headquarters)
• Fire Station 2
• Fire Station 3
• Fire Station 4
Priority 6
• City Storage Recovery Lot (Telegraph)
Priority 1 – Water Tower 1 & 2/City Hall/City Hall Plaza/ Library/ Town Center Hall/ Post Office/Aquatic Center/Clarke Estate/ Community Garden Water Towers 1 and 2 currently have no camera coverage. The City would like to install one 360-degree security camera at each location to increase security around critical infrastructure.

City Hall currently has web-based security cameras, in and around its parking area. The City is looking to install as few as two 360-degree security cameras to supplement existing cameras, to provide sufficient coverage for proper site security for entrance/exit routes of buildings for the City Hall complex area including City Hall, City Hall Plaza, Town Center Hall, the Post Office, and the Public Library.

Town Center Hall currently has low-cost cameras that were previously installed on site; however, they are frequently inoperable and only viewable in an office within the center.

The City would like to install security cameras inside the facility to cover main areas of activity, and entrance/exit routes. The City is requesting recommendations on the quantity of cameras from the approved vendor. The vendor’s recommendations will be implemented upon City approval.

The Aquatic Center currently has web-based cameras. The City would like to ensure that these cameras are integrated with the new cloud-based VMS system.

The Public Library currently has cameras installed internally and externally at the facility, viewable only by library staff inside the building. The City would like to ensure that these cameras are integrated with the new cloud-based VMS system.

Clarke Estate currently has security cameras on-site and are only viewable inside the building. The City would like to ensure that these cameras are integrated with the new cloud-based VMS system.

The Post Office and Community Garden do not have cameras. The City would like to ensure proper coverage of these areas are included in the project. The City is requesting recommendations on the quantity of cameras from the approved vendor. The vendor’s recommendations will be implemented upon City approval. 10 Priority 2 – City Parks & Facilities
Little Lake Park currently has non-operable security cameras near the recreational office.

The City would like to install a minimum of two 360-degree security cameras and high intensity motion-activated lights around the buildings, parking lots, and shade structure (priced separately from security camera system).

The Santa Fe Springs Athletic Fields currently have no cameras. The City would like to install a minimum of one 360-degree security camera and high intensity motion-activated lights around the buildings, parking lots, and shade structure (priced separately from security camera system).

Los Nietos Park currently has cameras that are accessible remotely. The Activity Center currently has older cameras which are only viewable on-site. Access to these cameras is available in the Parks & Recreation Building. The Parks & Recreation Building and the Options for Learning Childcare Facility have no cameras. The City would like to install a minimum of three 360-degree security cameras to provide sufficient interior coverage for the park and additional contained buildings and high intensity motion-activated lights around the buildings and parking lots (priced separately from security camera system).

The City would like to ensure that existing cameras are integrated with the new cloudbased VMS system.

The Betty Wilson Center currently has security cameras covering the exterior and interior of the building providing coverage for the Lake Center Athletic Park and is only viewable on-site. The City would like to install a minimum of two 360-degree security cameras to provide sufficient interior coverage for the park and additional contained buildings and high intensity motion-activated lights around the building and in the park (priced separately from security camera system).The City would like to ensure that existing cameras are integrated with the new cloud-based VMS system.

Santa Fe Springs Park currently has no cameras. The City would like to install a minimum of two 360-degree security cameras to provide sufficient interior coverage for the park and additional contained buildings and high intensity motion-activated lights in problem areas in the park and around the recreation building (priced separately from the security camera system).

Heritage Park currently has cloud-based cameras that were recently installed in the park and are remotely accessible on the system’s application. The City would like to install a minimum of three 360-degree security cameras to provide sufficient interior coverage for the park and additional contained buildings. The City would like to ensure that existing cameras are integrated with the new cloud-based VMS system.

Gus Velasco Neighborhood Center currently has security cameras on-site viewable only within the facility and are frequently inoperable. The City would like to install one 360- degree security camera and high intensity motion-activated lights around the building, particularly near entrances and in the parking lot (priced separately from the security 11 camera system). The City would like to ensure that existing cameras are integrated with the new cloud-based VMS system.

Priority 3 – Police Service
The Police Services Center currently has security cameras on-site viewable only within the building. The City would like to ensure that these cameras are integrated with the new cloud-based VMS system.

Priority 4 – City Yard (Staging, Warehouse, Garage, Traffic Signals, Public Works Admin Office)
The City Yard currently has no camera coverage, however, there are security cameras in the Staging area and multiple cameras in the Warehouse, all of which are only viewable on-site. The City would like to install two 360-degree security cameras to provide sufficient exterior coverage for the City Yard and its incorporated facilities.

Priority 5- Fire Stations (1-4)
Fire Station 1 (Headquarters) currently has security cameras on-site; however, they are only viewable locally and may not be fully operational. The remaining three Fire Stations do not have any existing security camera system. The City would like to ensure that these cameras are integrated with the new cloud-based VMS system.

Priority 6 – City Storage Recovery Lot
The City Storage Recovery Lot currently have no camera coverage. The City would like to install one 360-degree security camera to increase security around critical infrastructure.

Upon completion of each phase and system acceptance by the City’s project team, the selected vendor will be required to provide documentation which inventories of all items/equipment installed, by the make, model, serial number, description, and location of the items/equipment. In addition, the documentation should include a diagram which details the field of view.

As previously mentioned, the City is seeking a video security system that can be expanded in the future. Beyond the initial phases mentioned above, the City will engage with the selected vendor for the procurement of necessary items and services if it is within the term of the agreement.

Advanced Camera Features
To ensure the solution is effective, the City is seeking a solution which includes features to enhance performance. These features include but are not-limited-to:
• 360-degree security camera/ Pan-Tilt-Zoom (PTZ)
• Vandal/Theft Resistant
• Real-Time Alerts
• Video Management System (VMS)
• Web/Cloud based
• Level based privilege access
12 • High-Definition
• Night Vision/Low light
• Motion/Trigger Activation
• Artificial Intelligence Analytics
• Solar power and/or battery operated (if applicable)
Optional Features:
• One and Two-way Audio (pre-recorded messages, alarms, etc.) • Direct connectivity to 911 dispatch
• Visual deterrents (flashing lights)
o High intensity motion activated lights that connect/trigger the new camera to record
Vendor proposals should make recommendations regarding the use of these features and others if determined to improve performance. Recommendations should identify which cameras should include these features.

Video Retention
All video recordings must have a retention period of 1 year. The new cloud-based VMS shall have the capacity to store the existing camera footage and all priority one through six recommendations. In addition, the VMS should have the capacity to scale for future video additions. The retention period is subject to change at any time at the request of the City.

Remote Video Monitoring
As part of the initial implementation plan, the City expects to utilize a web-based video monitoring system. The web-based system should be accessible on computers and a phone-based application. The application should be accessible through Apple and Android services and be mobile and tablet friendly. The City will establish level-based administrator access for all locations listed in this RFP.

Staff Training
The vendor selected is expected to conduct system administrator and user training sessions for the City. At least three (3) training sessions are conducted for the groups (1 – System Administrator Training, 2 – User Trainings). Furthermore, the vendor will also be required to provide all reference manuals, booklets, and/or other materials required for training. Vendors are requested to indicate their availability to conduct training and provide the cost in their proposal.

Training sessions can be facilitated remotely (e.g. Zoom, Microsoft Teams) or in-person.

Warranty Requirement
Unless otherwise specified, the selected vendor is expected to unconditionally guarantee the materials and workmanship on all products and equipment furnished by it for a period of three (3) years, in addition to the manufacturing warranty, from the date of acceptance by the City. If within the guarantee period, any defects or signs of deterioration are noted 13 which, in the opinion of the City, are due to faulty design and installation, workmanship, or materials, the City shall notify the vendor. At the vendor's expense, the vendor shall repair or adjust the equipment or parts to correct the condition or replace the part or entire unit to the complete satisfaction of the City.

No end-of-life equipment should be considered for this project.

Maintenance and Repair Services
The City will seek ongoing support, maintenance, and repairs services to ensure continue operation of the equipment. Vendors must include the cost of extended maintenance and repair services for the expected life of the equipment beyond the warranty period.

Background Check
Vendor representatives working on-site and in some remote capacities, will be subject to undergo a background check conducted by the City or site supervision.

Work Schedule
All work associated with the system build/implementation must be completed during normal operating hours, Monday – Thursday, 7:30am – 5:30pm, excluding City observed holidays. The vendor’s designated project manager is expected to inform the City’s representative(s) where and when work will be completed to ensure accessibility and to minimize disruption of normal City business. Any work that is necessary to be conducted outside of normal business hours must be coordinated and approved by the City’s project management team.

It is anticipated that the project timeline will span two fiscal years and should account for the prevailing wage rate.

Qualifications

1. Relevant Experience
• 5 years of experience working with Local Cities, Government, Colleges, Counties, School Districts, etc.
• Examples of at least three (3) projects of similar size and complexity completed within the last five years; preferably local government projects • Client references three (3) with contact details
• Photos or descriptions of installed systems

2. Technical Capability
• Overview of camera brands, models, and technologies supported • Certifications (manufacturer, network/security, electrical, etc.) • Description of installation, configuration, and testing processes

3. Financial Stability
• Proof of adequate insurance coverage (general liability, workers’ compensation, etc.)
14 4. Compliance
• Acknowledgment of compliance with applicable laws, regulations, and standards • Ability to meet ADA, cybersecurity, and privacy requirements Proposal Evaluation and Selection
Proposals will be evaluated by a review committee based upon the following criteria:
• Relevant experience.
• Technical capability & applicable certification.
• Video quality.
• Diversity of proposed models, and the ability to meet all the City's security and community camera requirements.
• Network capability.
• Demonstrated performance, reliability, and dependability. • System features (video retention, video search capabilities, video redaction capabilities, scalability, video analytics, etc.).
• Ease of operation (User-friendliness).
• Pricing.
• Service capacity of vendor.

The award of contract(s) will depend upon an evaluation of all criteria listed above, and not solely upon the lowest proposed price. Equipment will be independently evaluated based upon the unique requirements of its intended location. Vendor interviews will be scheduled with those receiving the highest rating by the City.

VI. Proposal Submittal
Please see Section VII – Proposal Content and Format for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time-stamped after the deadline will not be accepted. Proposers planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid technical difficulties/errors.

VII. Proposal Content and Format
Proposal Content
Proposers shall prepare a compelling, clear, and concise proposal. The City is requesting proposals that contain, at a minimum, the following information:

A. Letter of Interest - Please include a letter expressing your interest in being considered for the project. Include a statement regarding the Proposer's availability to dedicate time, personnel, and resources to this effort. Indicate the address and telephone number of the Proposer's office nearest Santa Fe Springs, and the office 15 from which the project will be managed. The letter of interest must include a commitment to the availability of the Proposer and all key project staff during the planning period and a proposed schedule designed to meet the City's needs. If applicable, include the proposed working relationship with any subcontractors. An individual authorized to bind the Contractor must sign the letter.

B. Project Understanding and Summary - Please include a statement demonstrating your understanding of the City, the work to be done, and the objectives to be accomplished. Describe your general approach to completing the project successfully and the methodologies and technologies you would employ.

Describe what information you would expect the City to supply.

C. Proposed Statement of Work - Please provide a proposed Statement of Work that will be used to fulfill each requirement listed in the Scope of Work of this RFP.

Include key deliverables, milestones, and tasks. Explain what the respective roles of City staff and Proposer staff would be to complete the tasks specified in the Scope of Work. Discuss any ideas for modifying, clarifying, or improving the City's proposed scope of work.

D. Detailed Project Schedule: Provide a realistic and detailed project schedule identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion.

E. Relevant Experience & Key Personnel - Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the Proposer should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the Proposer has performed similar services of similar size, scope, and complexity. Identify key personnel who would be assigned to provide the services described in the Proposal, and the functions to be performed by each.

Resumes may also be included in this section.

Using Attachment A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.

F. Conflict of Interest Statement – The Proposer shall disclose any financial, business, or other relationship with the City that may impact the selection process.

If the Proposer has no such conflicts, a statement declaring such should be included in their submission.

G. Cost Proposal – Cost proposal should include the following:
16 Total All-Inclusive Not-To-Exceed Maximum Price: The cost proposal should contain all pricing information relative to performing the scope of work as described in this request and identified in the Line-Item list (See “Line-Item” tab in PlanetBids).

The total all-inclusive maximum not-to-exceed price should contain all direct and indirect costs, including all out-of-pocket expenses. Provide a budget for each significant milestone for the entire scope of services. The proposed budget should include all meetings, conference calls, site visits, and deliverables. It should also include a list of anticipated reimbursable expenses with rates charged for each.

Component Costs: Include separate schedules of all fees and expenses for each of the work tasks and deliverables described in this RFP. These schedules should include hourly rates, the number of hours anticipated for each staff level, and outof-pocket expenses such as travel and transportation, meals, communications, and duplication costs. The total of these separate schedules should be directly related to the total all-inclusive maximum price.

Rates for Additional Services: If it should become necessary for the City to request the successful Proposer to render additional services to either supplement services requested in this RFP or to perform any additional work as a result of the specific recommendations included in any report issued, resulting from this engagement, then such additional work shall be performed only if outlined in an addendum to the contract between the City and the Proposer. Unless otherwise noted in the proposal, any such additional work would be performed at the same rates submitted in the dollar cost bid.

Proposal Format
To facilitate the evaluation process, all responses must adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed nonresponsive.

Responses shall not exceed thirty (30) pages when printed on 8-½ -inch by 11-inch paper.

The thirty (30) page requirement does not include a cover letter/letter of transmittal, or any items included as additional attachments. Proposals should also include the following:

A. Title Page showing the request for proposals subject; the Proposer's name; the name, address, e-mail, and telephone number of the contact person; and the date of the proposal.

B. Table of Contents identifying the items/section listed in the “Proposal Content” section of this RFP.
17 C. Detailed proposal following the order set forth in the "Proposal Content" of this RFP.

VIII. Evaluation Criteria
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method, which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals based on the following:

1. Experience of Proposer and Project Personnel (40 points) • Experience, resources, and qualifications of the Proposer and assigned individuals to perform tasks identified in the scope of work. • Good reference checks from primary and/or secondary sources.

2. Proposed Approach & Work Plan (30 points)
• Proposer has a clearly defined approach, strategy, and execution plan. • The timeline meets the City’s requirements.
• Proposal clearly defines what is required from the City.

3. Proposed fees for items/services (20 points)
• Proposed fees are reasonable.

4. Responsiveness to RFP (10 points)
• Compliance with the required format.
• Offered new/innovative services, suggestions.

City Staff will present to the City Council the ratings assigned to each proposal by the evaluation committee, together with Staff’s recommendations. The City Council exercises discretion and judgment in its award of a contract, which is a legislative act, and shall in no way be bound to follow the evaluation committee’s ratings or Staff’s recommendations.

Interviews
If necessary, the City may require top-rated proposers to participate in an interview. The City will e-mail proposers selected for the interview to schedule a date and time.

IX. Proposal Protests
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing no later than ten (10) working days before opening. The most common types of protest that might be filed 18 before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

When a protest is filed before a scheduled proposal opening, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the City’s Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Julio Morales
City of Santa Fe Springs
Attn: Finance Department
11710 Telegraph Road
Santa Fe Springs, CA 90670
Or
E-mail:
[email protected]
B. The protest must contain factual and legal reason(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the City will hold an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:
• The items to be procured are urgently required;
• Delivery or performance will be unduly delayed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) business days after receipt of a properly filed protest. The Director of Finance will respond and include a response to each substantive issue raised in the protest.
19 After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the award. The City will grant the protesting party a fair review and shall have up to ten (10) business days to review the protest and render its decision.

X. Execution of Agreement
The resulting agreement (see attached sample Attachment B) shall be signed by the successful Proposer and returned within the required insurance within ten (10) business days after the City has provided written notice that the Consultant has been awarded.

Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Proposer decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

XI. Insurance Requirements
Any Consultant conducting services for the City of Santa Fe Springs must obtain and maintain insurance at their own expense. Insurance must be held until completion of services and formal acceptance by the City. The following insurance placed with an insurer admitted to write insurance in California or a non-admitted insurer on California’s List of Eligible Surplus Lines Insurers (LESL):

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise-operations, products-completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.

If requested, the "City of Santa Fe Springs, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if Consultant has not owned autos, Code 8 20 (hired) and 9 (non-owned) with limit no less than $1,000,000 per accident for bodily injury and property damage.

If an automobile is not necessary to perform services, the Consultant must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
Depending on the work or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the Consultant to provide professional liability or errors and omissions liability insurance in an amount not less than $2,000,000 per occurrence or claim. Architects' and engineers' coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' Compensation as required by the California Labor Code and Employer's Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

E. Cyber Liability Insurance (if applicable)
With limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.

Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

F. Technology Professional Liability Errors & Omissions (if applicable) Coverage must be appropriate to Consultant's profession and work hereunder, with limits not less than $2,000,000 per occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.
21 The policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the City in the care, custody, or control of Consultant. If not covered under Consultant’s liability policy, such “property” coverage of City may be endorsed onto Consultant’s Cyber Liability Policy as covered property.

Required insurance documentation
A. Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Santa Fe Springs
11710 Telegraph Road
Santa Fe Springs, CA 90670
Attn: Risk Management
B. Endorsements (if requested)
In addition to the Certificate of Insurance, the Consultant must provide the following endorsements:

1. Additional insured endorsements to the general liability and auto liability insurance policies. The "City of Santa Fe Springs, its officials, employees, and agents" must be endorsed to the Consultant's general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

2. Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be cancelled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

3. Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non-contributing basis with any insurance or self-insurance, primary or excess, maintained by or available to the City or its officials, employees and agents.

C. Waiver and Modifications of the Insurance Requirements The City has the authority to modify these insurance requirements at any time at its discretion.

In general, any contract deemed sole source, professional/professional services, involve the disclosure of proprietary information, and/or a public works project, may require revisions to the City's standard insurance requirements. Any revisions to 22 the insurance requirements will be identified within the associated service contract terms and conditions.

Consultants may request a waiver or modification of these insurance requirements.

Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case-by-case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority or an authorized designee's discretion.

XII. Business License Requirements
Consultants that conduct business within city limits may be required to obtain City of Santa Fe Springs business license if selected. The business license must be acquired before commencing any work. Additional information regarding the City's Business License program may be obtained by visiting the City's website at:
https://www.santafesprings.org/business/opening_a_business/new_application.php Or by calling the City of Santa Fe Springs Business Support Center at (562) 264 - 5219.

XIII. Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed-through" to the City from a non-Federal entity (i.e., sub-recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:
• Transactions shall be conducted lawfully and ethically. • Unnecessary/duplicative purchases are not permitted.
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited.
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest.
• Procurement transactions must be conducted in a manner providing full and open competition.
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible. • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A.
• Purchases of goods and services must include documentation detailing the procurement history.
23 XIV. Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

XV. Labor Requirements
A. Background: All personnel engaged in the performance of this work shall be employees of the Consultant and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Consultant shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building.

Neither shall the Consultant allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Consultant shall not engage in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

E. Age: The Consultant will only hire individuals who are of legal age to work.

XVI. Records
The Consultant agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Consultant to audit any performance aspect under this agreement.

XVII. Use of Subcontractors
The Consultant shall be responsible for all work performed under the final agreement and shall keep all work under their control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be 18 and be under the direct supervision of the Consultant and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the primary's insurance. 24 XVIII. Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Consultant. These changes will be processed by the City Manager.

XIX. Disclosure of Information
A. The Consultant agrees that it will not, during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, Consultant, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Consultant shall be used exclusively in connection with the performance of services.

B. The Consultant shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Consultant hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

XX. Ex-Parte Communications
Consultants and their representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit consultants and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

XXI. General Rights of the City
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

1. The proposal is incomplete, non-responsive, obscure, irregular, or lacking necessary detail and specificity.

2. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.

3. The Proposer failed or neglected to complete and submit any information within the time specified by the City and as may be otherwise required herein. 25 B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;
C. Accept all or any part of a proposal;
D. Make multiple awards;
E. Cancel the entire RFP;
F. Issue subsequent RFPs; or
G. Waive any errors or informalities in any proposal to the extent law permits

PLEASE REVIEW
Attachment A – References
Attachment B – Sample PSA

Santa Fe Springs City CouncilSeptember 2, 2025

Santa Fe Springs City Council
September 2, 2025