Agenda packet, second session — Santa Monica City Council, December 19, 2023 (part 1 of 3)

City of Santa Monica
City Council Meeting
AGENDA

PHIL BROCK
MAYOR

GLEAM DAVIS LANA NEGRETE

COUNCILMEMBER MAYOR PRO TEM

CHRISTINE PARRA CAROLINE TOROSIS

COUNCILMEMBER COUNCILMEMBER

JESSE ZWICK OSCAR DE LA TORRE

COUNCILMEMBER COUNCILMEMBER

DAVID WHITE

CITY MANAGER

DOUGLAS SLOAN

CITY ATTORNEY

DENISE ANDERSON-WARREN

CITY CLERK

STANDARDS OF BEHAVIOR THAT PROMOTE CIVILITY AT ALL PUBLIC MEETINGS:
• Treat everyone courteously; • Give open-minded consideration to all viewpoints; • Listen to others respectfully • Focus on the issues and avoid personalizing debate; • Exercise self-control • Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive public process, and tools for forging sound decisions
Regular meetings are broadcast live on CityTV cable channel 16 and on the internet at santamonica.gov. Cable television re-broadcasts air on Thursday and Saturday at 11:30 AM. The agenda will air on CityTV on Saturday and Sunday at 11:00 AM and 6:00 PM, and on Monday and Tuesday at 12:30 PM and 6:00 PM.

City of Santa Monica Generated: 12/21/2023 3:03 PM Page 2

RULES OF ORDER FOR THE CONDUCT OF CITY COUNCIL MEETINGS (Resolution No.11547(CCS))

WAYS TO PROVIDE PUBLIC COMMENT
If you are interested in providing public comment at a City Council meeting, there are several ways to participate:
(1) Written public comment. In lieu of oral public comment, the public is strongly encouraged to submit written public comment on agenda items via email to [email protected]. Written public comment submitted before 12:00 pm on the day of the meeting will be available for online viewing. Please note the agenda item number in the subject line of your written comments. (2) Oral public comment. Persons wishing to address the City Council regarding items on the agenda must be present and submit their name and address (optional) to the City Clerk before the public comment section is opened for that item or before the public hearing is opened where one is required by law. Register to speak at the Speaker Kiosk prior to the meeting. Remarks from the public are limited to a total of 6 minutes per City Council meeting, with a maximum of 2 minutes and a minimum of one minute per item. Except for the author of the request, public comment on 15-items are limited to 1 minute. Except on Public Input, speakers appearing at the meeting in person, may donate 2 minutes to another person present in-person at the meeting, who may speak for a total of 4 minutes on that item.

Both the donor of time and the designated speaker must register at the Speaker Kiosk in person together.

Oral public comment from any one individual is limited to a total of 6 minutes per City Council meeting, with a maximum of 2 minutes per agenda item; under some circumstances, Council may change the maximum to 1 minute per agenda item.

ORDER OF BUSINESS (may not be changed except by majority vote of the City Council.)

1. General Public Input
(members of the public may address the City Council
only on items not on the agenda, but within the
subject matter jurisdiction of the City).

2. Public Comment for Closed Session, Special
Agenda, and Consent Calendar Items Only
(Commendations and Proclamations presented).

3. Closed Session.

4. Special Agenda Items (City Manager’s Report,
Presentations, etc.).

5. Consent Calendar (All items considered in one
motion unless removed by a City Councilmember for
discussion. Public comment shall be heard prior
to City Council discussion).

6. Public Comment on remaining Agenda Items

7. Study Session.

8. Continued Items.

9. Administrative Proceedings.

10. Ordinances:
• 1
st Reading
• 2
nd Reading

11. Staff Administrative Item.

12. Public Hearings.

13. Reports of Boards and Commissions.

14. Resolutions.

15. Written Communications (other than
Reports of Commission and Officers).

16. Councilmember Discussion Items.

Agendas and reports are accessible on the City's webpage at smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].

Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.

City of Santa Monica Generated: 12/21/2023 3:03 PM Page 3

AGENDAS

CITY OF SANTA MONICA

REGULAR MEETING
.CITY HALL COUNCIL CHAMBERS
1685 MAIN STREET, ROOM 250, SANTA
MONICA, CA AND, AV. ADOLFO LOPEZ
MATEO SUR 830, CHAPALITA, MEXICO
TUESDAY, DECEMBER 19, 2023
MEETING BEGINS AT 5:30 PM (PST)
AND AT A TELECONFERENCE SITE AT 7:30 P.M. (CST)
The Santa Monica City Council Meeting will be held at 5:30 P.M. (Pacific Standard Time), on Tuesday December 19, 2023, in the City Council Chambers, 1685 Main Street, Santa Monica, California, 90401 and at 7:30 P.M. (Central Standard Time) at a teleconference site located at Hotel Riu Plaza Guadalajara, Av. Adolfo López Mateos Sur 830, Chapalita, 44500, Guadalajara, Jalisco, Mexico, where one of the Councilmembers will be present and will participate by telephone.

HOW TO PROVIDE WRITTEN PUBLIC COMMENT:

Written public comment can be submitted via email to [email protected].

Written comments received prior to 12:00 pm on the day of the meeting will be available online. Please note the agenda item number in the subject line of your written comments.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL

1. PUBLIC INPUT
(Public comment is permitted only on items not on the agenda that are within the subject matter jurisdiction of the City. State law prohibits the City Council from taking any action on items not listed on the agenda, including issues raised under this agenda item.)

1.A. Written Comments

2. PUBLIC INPUT (AGENDA ITEMS UNDER CLOSED SESSION, SPECIAL AGENDA

ITEMS, CONSENT CALENDAR ONLY)

3. SPECIAL AGENDA ITEMS
City of Santa Monica Generated: 12/21/2023 3:03 PM Page 4

3.A. Recognition of Outgoing Board & Commission Members

3.B. City Manager Report

4. CLOSED SESSIONS
No items
The following is the order of business for items to be heard no earlier than 7:00 p.m.

5. CONSENT CALENDAR
(All items will be considered and approved in one motion unless removed by a Councilmember for discussion. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents. No public discussion is permitted on ordinances for second reading and adoption.)

5.A. Approval of Sixth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) in the amount of $35,754 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 12-year amended agreement with a new total amount not to exceed $243,500, with future year funding contingent on Council budget approval; and

2. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

5.B. Authorization to Execute Agreements with Altec Industries, National Auto Fleet Group, and Folsom Lake Ford to Purchase City Vehicles Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15302 (Replacement or Reconstruction) of the California Environmental Quality Act (CEQA) guidelines.

2. Authorize the City Manager to negotiate and execute an agreement with Altec Industries for the purchase of 5 vehicles and equipment for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed $1,488,984, including a 10% contingency, over a fiveyear period, with future year funding contingent on Council budget approval.

3. Authorize the City Manager to negotiate and execute an agreement with National Auto Fleet Group for the purchase of 217 vehicles and equipment for the Public Works Department. This recommended award is made as an City of Santa Monica Generated: 12/21/2023 3:03 PM Page 5 exception to the competitive bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed $19,850,627, including a 10% contingency, over a five-year period, with future year funding contingent on Council budget approval.

4. Authorize the City Manager to negotiate and execute an agreement with Folsom Lake Ford for the purchase of 53 vehicles and equipment for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed $4,013,246, including a 10% contingency, over a five-year period, with future year funding contingent on Council budget approval.

5.C. Award Bid and Issue a Purchase Order to HASA, Inc. for Pool Chemicals and Supplies
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) guidelines.

2. Award Bid #4470 to HASA, Inc., for the purchase of pool chemicals for the Public Works Department.

3. Authorize the Procurement Manager to issue a purchase order with HASA, Inc. for pool chemicals in an amount not to exceed $168,598 (for one year, with four additional one-year renewal option(s) to extend on the same terms and conditions) for a total amount not to exceed $1,029,305 over a five-year period which includes an annual escalator not to exceed 10%, with future year funding contingent on Council budget approval.

5.D. Award Request for Proposal to Pcubed Associates Consulting Engineers for Design Services for the Farmers Market Vehicle Barriers Installation Project Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemptions pursuant to Sections 15301 and 15311 of the California Environmental Quality Act (CEQA) Guidelines and Section 21080.25 of CEQA.

2. Award RFP# SP2697 to Pcubed Associates Consulting Engineers to provide engineering design services, develop construction documents, and provide engineering support during the construction of the Farmers Market Vehicle Barriers Installation Project for the Public Works Department.

3. Authorize the City Manager to negotiate and execute an agreement with Pcubed Associates Consulting Engineers in an amount not to exceed $155,250 (including $20,250 contingency).

5.E. Approval of Fifth Modification to A. G. Coast, Inc. Contract for Security Services on the Pier
Recommended Action
Staff recommends that City Council:

City of Santa Monica Generated: 12/21/2023 3:03 PM Page 6

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3)(Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

2. Award RFP #384 to A. G. Coast, Inc. dba California Panther Security for security services on the Santa Monica Pier for the Community Development Department.

This will result in a five- year amended agreement with a new total amount not to exceed $3,102,470, with future year funding contingent on Council budget approval.

5.F. Approval of Second Modification to Master Equity Lease Agreement with Enterprise Fleet Management, Inc. for Vehicle Leasing Services Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of exemption pursuant to Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;

2. Authorize the City Manager to negotiate and execute a second modification to Master Equity Lease agreement #4631 in the amount of $600,000 with Enterprise Fleet Management, Inc. to provide vehicle leasing services for the Police Department. This will result in a nine-year amended agreement with a new total amount not to exceed $1,638,120, with future year funding contingent on Council budget approval.

5.G. Approval of Lease Renewal with Snap Inc. for Property Use and Approval of Agreement Modifications with CRG and with Aeroplex for Commercial Real Estate Broker Services
Recommended Action
Staff recommends that Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the City Manager to negotiate and execute a Lease extension with Snap, Inc. dba (“Snap”) for general office and administrative uses and storage of personal property. Located at 2772-2800 Donald Douglas Loop North (“DDLN”) and 3000 31st Street.

3. Authorize the City Manager to negotiate and execute a first modification to professional services agreement 11419 (CCS) in the amount of $2,259,094 with Corporate Realty Group (“CRG”) for commercial real estate broker services associated with these negotiations. This would result in a 5-year amended agreement with a new total amount not to exceed $3,423,897 with future year funding contingent on Council budget approval.

4. Authorize the City Manager to negotiate and execute a first modification to professional services agreement 11381 (CCS) in the amount of $211,144 with Aeroplex Group Partners for commercial real estate broker services City of Santa Monica Generated: 12/21/2023 3:03 PM Page 7 associated with these negotiations. This would result in a 5-year amended agreement with a new total amount not to exceed $2,617,236 with future year funding contingent on Council budget approval.

5.H. Award Request for Proposal and Enter into Agreement for State and Federal Advocacy Services and Grant Writing Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;

2. Award RFP# 376 to Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services and to Elizabeth Anderson Consulting for state grant application and acquisition services for the City of Santa Monica;

3. Authorize the City Manager to negotiate and execute an agreement with Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services, in an amount not to exceed $320,360 over a 5-year period, with future year funding contingent on Council budget approval;

4. Authorize the City Manager to negotiate and execute an agreement with Elizabeth Anderson Consulting (EAC) for state grant application and acquisition services, in an amount not to exceed $100,000 over a 5-year period, with future year funding contingent on Council budget approval;

5. Award RFP# 378 to The Ferguson Group, LLC, a Washington, D.C.-based company for federal representative and legislative advocacy services and grant application and acquisition services for the City of Santa Monica; and

6. Authorize the City Manager to negotiate and execute an agreement with The Ferguson Group, LLC (TFG) for federal representative and legislative advocacy services and grant application and acquisition services, in an amount not to exceed $452,139 over a 5-year period, with future year funding contingent on Council budget approval.

5.I. Approval of Change Order to Purchase Order for Xylem Flygt Pumps for the Moss Avenue Pump Station
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemption pursuant to Section 15302 of the California Environmental Quality Act (CEQA) Guidelines.

This would result in a revised purchase order total not to exceed $330,000, with future year funding contingent on Council budget approval.

5.J. Authorization to Issue Purchase Orders to Zoll Medical for the Purchase, Maintenance, and Repairs of Cardiac Monitor Defibrillators City of Santa Monica Generated: 12/21/2023 3:03 PM Page 8 Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the Procurement Manager to issue a purchase order with Zoll Corporation for an extended 5-year warranty for servicing, maintenance, and repairs of 17 cardiac monitor defibrillators for the Fire Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) and is for a total amount not to exceed $161,058 over a five-year period with future year funding contingent on Council budget approval.

3. Authorize the Procurement Manager to issue a purchase order with Zoll Corporation for two additional Monitor Defibrillators for the Fire Department.

This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) for a total amount not to exceed $176,400 and is contingent on additional grant funding.

5.K. Authorization to Issue Purchase Order to Lion Equipment for Firefighting Personal Protective Equipment
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the Procurement Manager to issue a purchase order with All Star Fire Equipment Inc., for firefighting personal protective equipment for the Fire Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c). The cost for year one is $205,301, with two additional one-year renewal options in the amount of $155,850 for year 2 and $171,435 for year 3, on the same terms and conditions for a total not to exceed $532,586 over a three-year period.

5.L. Adoption of Resolution Adopting Salary Rates for City Manager and Police Chief and Approval of Modification to Employment Agreement with David White for service as City Manager
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding that this action does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA), or, in the alternative, a finding of Categorical Exemption pursuant to Section 15324 (Regulations of Working Conditions) of the CEQA Guidelines.

2. Adopt a resolution of the City of Santa Monica adjusting the salary rates for City Manager and Police Chief (Attachment A).

3. Approve modification to employment agreement with David White for service as City Manager, and authorize the Mayor to sign the modification to employment agreement on behalf of the City (Attachment B).

City of Santa Monica Generated: 12/21/2023 3:03 PM Page 9

5.M. Adoption of a Resolution Adopting Salary Rates for Custodian II, Director of Records and Election Services (City Clerk) and Maintenance Assistant, and Establishing a New Classification and a Adopting Salary Rate for Principal Design and Planning Manager
Recommended Action
Staff recommends that the City Council:

2. Adopt the attached Resolution adopting salary rates for Custodian II, Director of Records and Elections Services (City Clerk) and Maintenance Assistant and establishing a new classification and adopting salary rates for Principal Design and Planning Manager.

5.N. Adoption of a Resolution Accepting Tentative Agreement and Authorizing the City Manager to Negotiate and Execute Side Letter of Agreement with the Coalition of Santa Monica Employees (Coalition)
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;

2. Adopt the proposed Resolution (Attachment A) accepting the tentative agreement and authorizing the City Manager to negotiate and execute a Side Letter of Agreement with the Coalition of Santa Monica Employee (Coalition).

5.O. Second Reading and Adoption of an Interim Zoning Ordinance Extending Interim Zoning Regulations Adopted by Interim Zoning Ordinance 2764 (CCS) Amending the Text of the Zoning Ordinance to Replace the Term “Medical Marijuana Dispensary” with “Medicinal Cannabis Retailer”, to Remove Certain Requirements for Medicinal Cannabis Retailers for Consistency with State law, and to Permit Medicinal Cannabis Retailers to Sell Adult-Use Cannabis or Adult-Use Cannabis Products to Persons 21 Years of Age and Over Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.

5.P. Second Reading and Adoption of an Ordinance Amending Santa Monica Municipal Code (SMMC) Section 4.85.020 Related to Lobbyist Registration and Reporting Requirements
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.

5.Q. City Council - Regular Meeting - Oct 24, 2023 5:30 PM - New Item Received 12/14/2023
City of Santa Monica Generated: 12/21/2023 3:03 PM Page 10

6. PUBLIC INPUT ON REMAINING AGENDA ITEMS

7. STUDY SESSION
No items

8. CONTINUED ITEMS
No items

9. ADMINISTRATIVE PROCEEDINGS
No items

10. ORDINANCES
(Public comment is permitted on ordinances for introduction and first reading. No public discussion is permitted on ordinances for second reading and adoption. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents.)

10.A. Introduction and Adoption of Emergency Interim Zoning Ordinance Authorizing Establishment, By Resolution, of Objective Design Standards for Qualifying Housing Projects that Elect to Use the Streamlined, Ministerial Approval Process Established by Senate Bill 35 and Adoption of Resolution Establishing Objective Design Standards for Qualifying Housing Projects that Elect to Use the Streamlined, Ministerial Approval Process Established by Senate Bill 35
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3)(Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;

2. Introduce and adopt an Emergency Interim Zoning ordinance authorizing Council to establish, by Resolution, objective design standards for housing projects that qualify for the streamlined, ministerial approval process established by SB 35 housing projects; and

3. Adopt Resolution establishing objective design standards for housing projects that qualify for the streamlined, ministerial approval process established by SB 35.

10.B. Introduction and First Reading of an Ordinance to Amend Municipal Code

4.68.160 Athletic Events
Recommended Action
Staff recommends that the City Council:

1. Introduce for first reading the attached ordinance to amend Chapter 4.68 of the Municipal Code to add one additional 5K, one additional 10K race route, and to adjust the start time for races to begin at 7a.m.; and City of Santa Monica Generated: 12/21/2023 3:03 PM Page 11

2. Adopt a finding of Categorical Exemption pursuant to CEQA Guidelines Section 15304 (minor alterations to land)

11. STAFF ADMINISTRATIVE ITEMS

11.A. Award Request for Proposal and Enter into Agreement with Sasaki Associates, Inc. for Community Outreach Process, Visioning Services and Concept Design for the Airport Conversion Project
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Sections 15262 of the California Environmental Quality Act (CEQA) Guidelines.

2. Award RFP #SP2641 – Airport Conversion RFP to Sasaki Associates, Inc. for a community outreach process, visioning services, and a concept design (collectively, “the Process”), related to the future planning of the Airport land in anticipation of Airport closure, for the Public Works Department.

3. Provide direction and approve the scope of services for the Sasaki contract related to the RFP #SP2641, including the community outreach work.

4. Authorize the City Manager to negotiate and execute an agreement with Sasaki Associates, Inc. for a community outreach process, visioning services, and concept design, in an amount not to exceed $2,070,000.00 (including a 12% contingency) for 21 months, as described in this report, with future year funding contingent on Council budget approval.

5. Approve the position and classification changes necessary to dedicate a project lead for the Airport Conversion project as described in the “Funding and Staffing Recommendations” section of this report.

6. Authorize budget changes as outlined in the Financial Impacts and Budget Actions section of this report.

12. PUBLIC HEARINGS
No items

13. REPORTS OF BOARDS AND COMMISSIONS
No items

14. RESOLUTIONS
No items

15. WRITTEN COMMUNICATIONS OTHER THAN REPORTS OF COMMISSION AND

OFFICERS
No items

16. COUNCILMEMBER DISCUSSION ITEMS
City of Santa Monica Generated: 12/21/2023 3:03 PM Page 12

16.A. Appointment to one unscheduled vacancy on the Disabilities Commission for a term ending on June 30, 2025. - New Item Received 12/14/2023

16.B. Request by Mayor Brock for Council to approve providing the Mayor Pro Tempore the working title of “Vice Mayor” for ceremonial purposes. - New Item Received 12/14/2023

16.C. Request of Mayor Brock that the City Manager and City Attorney evaluate and return with an ordinance and program to allow banners to be placed on City light poles supporting arts and culture of Santa Monica. The program should be designed as government speech, and allow for nonprofit submissions to promote arts and culture, pursuant to a program approved by the Council.

Program guidelines and details will be set forth in a resolution, with clear guidelines on the expressive action, such as government support and promotion of community-based artistic and cultural events and causes that serve civic and public interest. Council will adopt submissions by resolution, stating they reflect the views of the Council. The City will maintain control and discretion over the selections and control installation. Staff will provide estimates of costs to the City for installation and program administration. - New Item Received 12/14/2023

16.D. Request of Councilmember Zwick, Councilmember Davis, and Councilmember Torosis that the City Manager and City Attorney evaluate the potential to place a General Tax with an Advisory Measure on the November 2024 ballot to increase the parking facility tax to reduce traffic congestion and the risk of traffic fatalities and serious injuries in Santa Monica, while preserving free 90- minute parking in the downtown lots. Specifically, the City Manager is being asked to evaluate the potential resources that can be generated by increasing the parking facility tax and the use of resources to restore the Safe Routes to School program and fund safety-enhancing street infrastructure to protect children, elderly and disabled residents, hire additional school crossing guards and traffic enforcement officers, and address deferred maintenance needs of the City’s downtown parking structures. The City Manager and City Attorney are also being asked to enter into discussions with the California Coastal Commission and assess the impacts of a proposed increase in the parking facility tax on parking rates in the Coastal Zone. - New Item Received 12/14/2023

ADJOURNMENT
Agendas and reports are accessible on the City's webpage at www.smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].

Members of the public unable to attend a meeting but wishing to comment on an item(s) listed on the agenda may submit written comments prior to the meeting by meeting by mailing them to: City Clerk, 1685 Main Street, Santa Monica, CA 90401 or to [email protected]. Written comments received from the public by 2 PM on the day of the City Council meeting will be distributed to the City Council prior to the City of Santa Monica Generated: 12/21/2023 3:03 PM Page 13 meeting and posted online.

City Hall and the Council Chamber are wheelchair accessible. If you require any special disability related accommodations to either attend or provide public testimony at a Council meeting (i.e. sign language interpreting, access to an amplified sound system, remote option, etc.), please contact the City Clerk’s Office at (310) 458-8211 or TDD: (310) 917- 6626 or via email at [email protected] at least 72 hours prior to the scheduled meeting. Best efforts shall be made to accommodate requests received after the 72-hour deadline. In the case of special meetings, requests should be submitted as early as possible, but no later than noon the day of the special Council meeting.

Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.

Santa Monica Blue Bus Lines #2, #3, #5, #9 and the EXPO Line serve City Hall. Parking is available on Main Street, on Olympic Drive, and in the Civic Center Parking Structure (validation free).

City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 1.A
1 of 1
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Written Comments
Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Written Comments

1.A
Packet Pg. 14
1 Xavier Mota
From: Joel Garcia <[email protected]>
Sent: Tuesday, December 19, 2023 1:05 PM
To: Council Mailbox; councilmtgitems
Subject: Support Letter for Bob Ramirez (Arts Commission) Attachments: Bob Ramirez Support Letter 2024.pdf

EXTERNAL
Dear Councilmembers,
I submit this letter in support of Bob Ramirez's application for arts commissioner. As president of the Gabrielino Tongva Springs Foundation, Bob has helped revitalize Kuruvungna which in turn has created space for the reawakening of cultural art forms. For example, Kuruvungna hosted the first Tongva Basketry Workshop; for the first time in 150 years, the Tongva community has revived the art of harvesting plant material and weaving baskets.

Bob has also helped expand and deepen partnerships with important partners such as UCLA, Descanso Gardens and the Theodore Payne Foundation among others. These partnerships continue to increase the cultural importance and visibility of not only Kuruvungna but also the arts and cultural practices connected to the site and Santa Monica.

In April, students and professors from UCLA performed a survey of artifacts uncovered during construction operations on the grounds of Uni High. Over several months, the team created a database of over 1,200 items, which will help us understand the history of Kuruvungna.

With Bob's leadership, the collaboration with the UCLA Botanical Garden resulted in new plant identification tags; that include the common name, the scientific name, the family, and the Tongva name when possible. Over a hundred native species were identified, including 24 non‐native heritage trees from around the world.

As part of the Meztli projects team working on the City Hall Mural Reframe project I have seen the lack of representation of First Peoples in bodies such as the Arts Commission and this is an area where their inclusion can do many things to spark both healing opportunities, build bridges between the City of Santa Monica and the First Peoples community and secondly uplift the arts and culture of Indigenous folks on par with all other communities.

The City of Santa Monica is in a unique position to do something many cities have not done yet. The inclusion of First Peoples in decision‐making bodies like the Arts Commission is an important step towards healing past, present and ongoing harms.

Sincerely,
Joel Garcia
Director
323.637.4375
[email protected]
ITEM 1.

December 19, 2023
ITEM 1.

December 19, 2023

1.A.a
Packet Pg. 15
Attachment: Written Comments (6191 : Written Comments)
December 14, 2023
Santa Monica City Council
1685 Main Street
Santa Monica, CA 90401
Re: Arts Commission
Dear Councilmembers,
I submit this letter in support of Bob Ramirez's application for arts commissioner. As president of the Gabrielino Tongva Springs Foundation, Bob has helped revitalize Kuruvungna which in turn has created space for the reawakening of cultural art forms. For example, Kuruvungna hosted the first Tongva Basketry Workshop; for the first time in 150 years, the Tongva community has revived the art of harvesting plant material and weaving baskets.

The City of Santa Monica is in a unique position to do something many cities have not done yet. The inclusion of First Peoples in decision-making bodies like the Arts Commission is an important step towards healing past, present and ongoing harms.

Sincerely,
Joel Garcia
Director
323.637.4375
[email protected]
Meztli Projects: 6615 Easton Street, Los Angeles, CA 90022 | 323-637-4375 | meztliprojects.org meztli projects
ITEM 1.

December 19, 2023
ITEM 1.

December 19, 2023

1.A.a
Packet Pg. 16
Attachment: Written Comments (6191 : Written Comments)
City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 3.A
1 of 2
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Recognition of Outgoing Board & Commission Members The City of Santa Monica has a rich history of public participation through its boards, commissions, and task forces program. These volunteers serve in an advisory capacity, assisting the Council in providing linkages between residents, organizations, city officials and the general community.

Prior to the COVID-19 pandemic, members were acknowledged and recognized for their service at an annual dinner, with the last dinner being held in April 2019. Since the hiatus of the annual dinner, there has not been any public recognition for those members who completed their service between 2020 and 2023. As such, on behalf of the City of Santa Monica, the City Council, in coordination with the Office of the City Clerk, would like to extend their appreciation and well wishes to the following former members (see attached list).

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Prepared By: Nikima Newsome, Interim City Clerk
Approved Forwarded to Council
Attachments:

A. List of Former B&C Members

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Name Board/Commission
Lael R. Rubin Airport Commission
Chris Waller Airport Commission
Dr. Joseph (Joe) Schmitz Airport Commission
Therese Kelly Architectural Review Board
Joshua Rosen Architectural Review Board
Jeff Swimmer Arts Commission
Arts Commission
Arts Commission
Arts Commission
Audit Subcommittee
Building and Fire-Life Safety Commission
Building and Fire-Life Safety Commission
Building and Fire-Life Safety Commission
Building and Fire-Life Safety Commission
Clean Beache & Ocean Parcel Tax Citizens Oversight Committee Clean Beache & Ocean Parcel Tax Citizens Oversight Committee Clean Beache & Ocean Parcel Tax Citizens Oversight Committee Commission on Sustainability, Environmental Justice and the Environment Commission on Sustainability, Environmental Justice and the Environment Disabilities Commission
Disabilities Commission
Disabilities Commission
Disabilities Commission
Disabilities Commission
Disabilities Commission
Housing Commission
Housing Commission
Housing Commission
Housing Commission
Housing Commission
Housing Commission
Michael Robert Myers
Eric Chalice
Janeen Jackson
Elizabeth V Van Denburgh
Drew A Smith
Charles Biase Muttillo
James (Kit) Bagnell
David Lawrence Gray
Vanessa L Meier
Troy Harris
Debbie Dyner Harris
Garen Baghdasarian
Erik Neandross
Marielle A. Kriesel
June Carol Hagen
Christy Hobart
Lauri Ringer
Thomas John Hill
Delbert A. Whetter
Loren Henry Bloch
Rene Jean Buchanan
Carl Hansen
Todd Flora
Gina DeBaca
Richard Hilton
Leonora Camner Housing Commission

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Attachment: List of Former B&C Members [Revision 1] (5899 : Recognition of Outgoing Board & Michael Soloff Housing Commission
Pamela Ramer Human Services Commission
Ruth Shari Landmarks Commission
Barry A. Rosenbaum Landmarks Commission
Kenneth A. Breisch Landmarks Commission
Eve Brosnahan Personnel Board
Joy O Abbott Personnel Board
Marcia Zimmer Personnel Board
Homa Mojtabai Personnel Board
Elisa Paster Planning Commission
Richard McKinnon Planning Commission
Mario Fonda-Bonardi Planning Commission
Marcy Kaplan Recreation and Parks Commission
Deborah A. Cohen Recreation and Parks Commission
Arlene Hopkins Santa Monica Library Board
John Hart Santa Monica Library Board
Laurel Schmidt Santa Monica Library Board
Marcia Ferreira Santa Monica Library Board
Hans Baumann Urban Forest Task Force
Thomas Cleys Urban Forest Task Force
Grace Phillips Urban Forest Task Force
Tom Berquist Urban Forest Task Force
Bruria Finkel Downtown Santa Monica, Inc.

Patricia Hoffman Downtown Santa Monica, Inc.

Rob Rader Downtown Santa Monica, Inc.

Johannes Van Tilburg Downtown Santa Monica, Inc.

Juan Matute Downtown Santa Monica, Inc.

Daniela Martin Santa Monica Pier Corp.

Rosemary Regalbuto Santa Monica Travel and Tourism, Inc.

Bill Parent Social Services Commission
Cindy Akin Social Services Commission
Winifred Beth Wechsler Social Services Commission
Kay Ambriz Social Services Commission
Ellen Sloan Social Services Commission

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Attachment: List of Former B&C Members [Revision 1] (5899 : Recognition of Outgoing Board & Elaine V Barringer Social Services Commission
Nancy M Coleman Social Services Commission
Eric Stoff Social Services Commission
Barbara Jane Browning Commission for the Senior Community Elliot Goldberg Commission for the Senior Community
Meghan E Kelley Commission for the Senior Community
Kathryn G Kietzman Commission for the Senior Community
Barry H Engelman Commission for the Senior Community
Paula Fern Commission for the Senior Community
Leigh Alan Brumberg Commission for the Senior Community Nancy Pierandozzi Commission on the Status of Women
Ty-Juana T Taylor Commission on the Status of Women
Melissa Goodman Commission on the Status of Women
Jenny Vazquez-Newsum Commission on the Status of Women
Sylvia Ghazarian Commission on the Status of Women
Joni J Byun Commission on the Status of Women
Diane Miller Commission on the Status of Women
Elena Christopoulos Commission on the Status of Women

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Attachment: List of Former B&C Members [Revision 1] (5899 : Recognition of Outgoing Board & City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 3.B
1 of 1
To: Mayor and City Council
From: David White, City Manager, City Manager's Office
Subject: City Manager Report
Prepared By: Sergio Ramirez, Acting Chief of Staff
Approved Forwarded to Council

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City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.A
1 of 3
To: Mayor and City Council
From: Denise Anderson Warren, City Clerk, Records and Election Services Department
Subject: Approval of Sixth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:

2. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
In 2013, the City entered into a Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system to support City staff’s process of preparing City Council items, agendas and meeting packets. The current contract expires on January 1, 2024, and staff recommends that Council authorize the City Manager to negotiate and execute a sixth modification to Agreement 9784 (CCS) for 1 year, with one 6-month renewal option, for a total modification amount of $35,754. This will result in a contract not to exceed the amount of $243,500. Extending this contract will maintain services while staff completes implementation of a new system by Winter 2024 and allow for a 6-month contingency budget.

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Discussion
At its August 13, 2013, meeting, the Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management system following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize templates. During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its system to Granicus in March 2018. The second modification with Carahsoft/Granicus, continued service for one year, with three oneyear renewal options. The third modification exercised the third one-year renewal option. The fourth and fifth modifications extended the contract while staff conducted an RFP to replace the current agenda management system. The contract was executed and the extension will allow time for implementation before transitioning to the new system by Winter 2024.

Environmental Review
The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exemption). The proposal is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, the modification to the agreement is exempt from CEQA and no further environmental review under CEQA is required.

Past Council Actions
Meeting Date Description
08/13/13
(attachment A)
Original bid and agreement electronic agenda management services
06/27/23
(attachment B)
Fifth Modification to Agreement #9784

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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a 1-year software renewal with one 6-month renewal option of an agenda management system. Future year funding is contingent on Council budget approval.

Agreement Modification Request
Agreement #
Current Authorized
Amount
FY 2023-24
Budget
Modified Request
Amount
Dept/CIP Account # Total Revised
Contract Amount
9784 $207,746 $35,754 01110001.552010 $243,500
Prepared By: Maria Dacanay, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Oaks_Carahsoft Technology
B. Contract 9784, 5th Modification
C. Contract 9784

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Attachment: Oaks_Carahsoft Technology [Revision 1] (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

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Attachment: Oaks_Carahsoft Technology [Revision 1] (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 FIFTH MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Fifth Modification of Agreement Number 9784 (CCS) (“Fifth Modification”), executed on ___________, and effective as of July 1, 2023 (“Effective Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following:

RECITALS
A. On or about October 7, 2013, the City, Carahsoft and IQM2, Inc. (“IQM2”) entered into Agreement Number 9784 (CCS) (“Original Agreement”) for IQM2 to provide to the City, in conjunction with Carahsoft, an agenda management system (the “Agenda Management System”) in the form of software, professional services, and web hosting services.

B. On or about May 6, 2014, the City and IQM2 entered into a First Modification of Agreement Number 9784 (CCS) (“First Modification”) which included additional services to be performed by IQM2, in conjunction with Carahsoft, to enhance the Agenda Management System and increased the compensation to be paid under the Original Agreement to reflect the additional services.

C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

D. On or about March 13, 2018, Accela sold the Agenda Management System to Granicus, Inc. (“Granicus”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

E. On or about July 10, 2018, the City and Carahsoft entered into a Second Modification of Agreement Number 9784 (CCS) (“Second Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, and Second Modification may be referred to collectively herein as “the Agreement.”
F. On or about September 10, 2019, the City and Carahsoft entered into a Third Modification of Agreement Number 9784 (CCS) (“Third Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term.

G. On or about June 30, 2022, the City and Carahsoft entered into a Fourth Modification of Agreement Number 9784 (CCS) (“Fourth Modification”) which extended the term of the Original Agreement to June 30, 2023 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, Second Modification, Third Modification and Fourth Modification may be referred to collectively herein as “the Agreement.”
DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD 9/19/2023

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 H. The City and Carahsoft desire to modify the Agreement as set forth in this Fifth Modification.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Term. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following:

Term. This Fifth Modification begins on the Effective Date and terminates January 1,2024 (the “Fifth Modification Extension Term”), unless terminated earlier as set forth in the Agreement or extended by the parties in writing.

2. Compensation. Section 5 of the Agreement entitled “Compensation” shall be deleted in its entirety and replaced with the following:

Compensation. The City will compensate Consultant for Services performed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, B-3, Budget and B-4, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services performed during the Fifth Modification Extension Term shall not exceed $12,754.56 as set forth in Exhibit B-5, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification, the Third Modification, the Fourth Modification, and the Fifth Modification shall not exceed $201,369.

3. Notices. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following:

7.1 All notices, demands, requests or approvals to the City:

City of Santa Monica
City Clerk’s Office
1685 Main Street, Room 102
Santa Monica, California 90401
Attn: Maria Dacanay, Administrative Analyst
DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 With a copy to:

City Attorney’s Office
1685 Main Street, Room 310
Santa Monica, California 90401
Attn: Douglas Sloan, City Attorney

7.2 All notices, demands, requests or approvals to Consultant:

Granicus Government at Carahsoft
11493 Sunset Hills Road, Suite 100
Reston, Virginia 20190
Attn: Christine Wilt, Account Manager

4. Exhibits. Section 4 entitled “Exhibits” shall be amended to read as follows:

Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein:

Exhibit A Request for Proposal
Exhibit B Proposal
Exhibit C Terms
Exhibit D Insurance Requirements
Exhibit A-1 Scope of Services
Exhibit B-1 Budget
Exhibit A-2 Scope of Services
Exhibit B-2 Budget
Exhibit A-3 Terms
Exhibit B-3 Budget
Exhibit A-4 Terms
Exhibit B-4 Budget
Exhibit A-5 Terms
Exhibit B-5 Budget

5. References to Consultant. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, the Third Modification, the Fourth Modification, and this Fifth Modification shall be deemed to refer to Carahsoft.

6. Agreement in Effect. The Agreement, as modified by this Fifth Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Fifth Modification.

7. Execution in Counterparts. This Fifth Modification may be executed in counterparts with the same effect as if both parties hereto had executed the same document. All counterparts shall be construed together and shall constitute a single modification. Any signature to this Fifth Modification transmitted electronically through DocuSign or PDF shall be deemed an original signature and be binding upon the parties hereto (it DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 being agreed that such electronic signature shall have the same force and effect as an original signature).

8. All Other Terms and Conditions in Effect. Except as expressly modified by this Fifth Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 5 IN WITNESS WHEREOF, the parties have executed this Fifth Modification as of the date and year first written above.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

DOUGLAS SLOAN
City Attorney

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

DAVID WHITE
City Manager

CARAHSOFT TECHNOLOGY
Corporation
VENDOR #359017
By: _______________________________
Kristina Smith, Contract Manager
DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A5
Terms
DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RANICUS

TERMS & CONDITIONS
Order Form
Santa Monica, CA
• This quote, and all products and services delivered hereunder are governed by the terms located at https://qranicus.com/leqal/licensing, including any product-specific terms included therein (the "License Agreement"). If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction, the terms of the License Agreement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the \ separate agreement or contract vehicle to the extent applicable. • If submitting a Purchase Order, please include the following language: The pricing, terms and conditions of quote Q-257950 dated 09 Aug 2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • This quote is exclusive of applicable state, local, and federal taxes, which, if any, wil l be included in the invoice. It is the responsibility of Santa Monica, CA to provide applicable, exemption certificate(s) . • Any lapse in payment may result in suspension of service and i:n1 requjre the payment of a setup fee to reinstate the subscription.

Order#: Q-257950
Prepared: 09 Aug 2023

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-5
Budget
As shown in the attached Government-Price Quotation, for Fiscal Year 2023-2024 the City will compensate Carahsoft in an amount not to exceed $12,754.56 for the Fifth Modification Extension Term, to be paid in the form of a monthly service & maintenance fee not to exceed $2,125.76 upon receipt of a monthly invoice.

DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION
carahsoft. Granicus at Carahsoft G GRANICUS
TO:

EMAIL:
11493 SUNSET HILLS ROAD I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX {703) 871-8505 I TOLL FREE {888) 66CARAH WWW.CARAHSOFT.COM I [email protected]
Maria Dacanay
Santa Monica City Clerks Office
1685 Main Street
Room 102
Santa Monica, CA 90401 USA
[email protected]
FROM:

EMAIL:

Christine Wilt'
Granicus at Carahsoft
11493 Sunset Hills Road
Suite 100
Reston, Virginia 20190
\
[email protected]
PHONE: (310) 458-8211 PHONE: (571) 662-3048 FAX: (703) 871-8505 TERMS: FTIN: 52-2189693
Shipping Point: FOB Destination
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1 P3C5
DUNS No: 088365767
UEI: DT8KJHZXVJH5
Credit Cards: VISA/MasterCard/AMEX
Sales Tax May Apply
LINE NO. PART NO.

SAS-SE-ME-IQM2-
AM-2

DESCRIPTION

BASE RENEWAL
IQM2 - Agenda & Minutes each Annual Subscription
Monthly Billing
Granicus - SAS-SE-ME-IQM2-AM
Start Date: 07/01/2023
End Date: 01/01/2024
SUBTOTAL:

For govDelivery Customers Only:

QUOTE NO:

QUOTE DATE:

QUOTE EXPIRES:

RFQNO: .

SHlfflNG:

TOtAL PRICE:

TOTAL QUOTE:

QUOTE PRICE
$2,125.7600 OM
TOTAL PRICE:

TOTAL QUOTE:
38164298
03/13/2023
08/30/2023
ESD
$12,754.56
$12,754.56

QTY EXTENDED PRICE
6 $12,754.56
$12,754.56
•$12,754.56
$12,754.56
Potential Users are based on the greater of quarterly website visits to the domains covered by a license or the subscriber base multiplied by 12, less 20% to account for inactive subscribers.

The Granicus Master Subscription Agreement can be found at www.granicus.com/Master_Subscription_Agreement

CONFIDENTIAL
PAGE 1 of 1
QUOTE DATE:

QUOTE NO:
03/13/2023
38164298
DocuSign Envelope ID: CEE06D9E-8721-417D-8B95-F1794800F1BD

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RAN ICUS
THIS IS NOT AN INVOICE Order Form
Prepared for
Santa Monica, CA
Granicus Order Form for Santa Monica, CA

ORDER DETAILS
Granicus Contact:

Email:

Order#:

Prepared On:

ORDER TERMS
Currency:

Payment Terms:

Current Subscription
End Date:

Period of Performance:

Order#: Q-257950
Prepared: 09 Aug 2023
Tania Dominguez Chon
[email protected]
Q-257950
09 Aug 2023
USD
All fees set forth in the Quote from reseller/distributor to Client are due and payable in accordance with those terms. Use of the Products is governed by the terms of the Granicus Master Subscription Agreement or such other Agreement as agreed to by the parties.
30 Jun 2023
07/01/2023 - 01/01/2024

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"R AN ICUS

PRODUCT SUMMARY
Order Form
Prepared for
Santa Monica, CA
The specifications and terms within this Order Form are specific to the products and volumes contained herein.

NOTE: Fees for the below Products will be as set forth in the quote from an authorized reseller.

Solution
IQM2 - Agenda & Minutes
Order #: Q-257950
Prepared: 09 Aug 2023
Period of Performance
01 Jul 2023 - 01 Jan 2024 Monthly

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G G"RANICUS

PRODUCT DESCRIPTIONS
Solution
IQM2 - Agenda & Minutes
Order#: Q-257950
Prepared: 09 Aug 2023
Description
Order Form
Santa Monica, CA
Easily prepare for meetings, approve agenda items, generate documents, create meeting packets and capture minutes.

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Attachment: Contract 9784, 5th Modification (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) I.

Contract No.q7i!j (CCS)

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement"), entered into as of tfJd · 1, 2013 ("Execution Date"), by and between the City of Santa Monica ("City") and IQM2/Carahsoft ("Consultant"), is made with reference to the following:

RECITALS
A. TI1e City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.

B. Consultant is qualified to do business, and is doing business, in the State of California. Consultant represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Agreement.

C. The City and Consultant now desire to enter into an agreement for Consultant to provide software, professional services and web hosting services to the City for an agenda management system.

Now, therefore, the parties agree as follows:

TERMS AND CONDITIONS

1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2018.

2. Consultant Services. Consultant will perform all of the services ("Services") described in the City's Request for Proposal (RFP), Exhibit A, Consultant's Proposal (Proposal), Exhibit B, and Consultant's Terms (Exhibit C).

3. City Services. The City agrees to:

3.1. Make available to Consultant any currently existing documents, business process data or information required for the performance of the Services.

3.2. Designate a representative authorized to act on behalf of City.

3.3. Promptly review, test and render findings on all system configuration parame, ters submitted for City staff's review by Consultant.

4. License Grant. In consideration of the City's promises contained in this Agreement, Consultant grants to City, and City accepts, subject to the terms and conditions set forth in this Agreement, a perpetual, non-exclusive and non-transferable license to use the Licensed Products indicated in the Terms attached hereto as Exhibit C. Specifically, City is licensed to install and use the Client Software on an unlimited number of workstations. Consultant represents that it possesses all rights and interest in the Software Product to enter into this Agreement.
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5. Compensation. The City will compensate Consultant for the Services in an amount not to exceed $85,357, as set forth in Exhibit B.

6. Invoices. Consultant will invoice the City monthly for the Services and the City will pay any undisputed amount within 30 days of receipt.

7. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
7 .1. All notices, demands, requests or approvals to the City:

City of Santa Monica
1685 Main Street, Room 105
Santa Monica, California 90401
Attention: Jory Wolf
7 .2. All notices, demands, requ.ests or approvals to Consultant:

IQM2, Inc.
100 Comae Street
Ronkonkoma, NY 11779
Attention: Doug Eden

8. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, e1nployees, partners, or joint venturers of one another.

Neither the City nor its officers or employees will have any control over the conduct of Consultant or any of Consultant's agents, employees, or subConsultants, except as otherwise provided in this Agreement.

9. Integrated Contact. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature arc merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement.

This Agreement may be modified only by written agreement signed by City and Consultant, and approved as to form by the City Attorney.

10. Insurance. Prior to co1n1nencing work, Consultant rnust procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Consultant or Consultant's agents, representatives, employees or subConsultants for the duration of this Agreement. Consultant 1nust obtain insurance that, at a tninhnum, meets the re, quirements for insurance set forth in Exhibit D, Insurance Requirements and Verifications.

11. Cost of Litigation. If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of any alleged breach of any provision of this Agreement, the prevailing party is entitled to receive from the losing party all reasona2

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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ble litigation costs, disbursements and expenses, and such amount as the court may adjudge to be reasonable attorney's fees.

12. Defense and Indemnification.

12.1. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees against any or all loss, damages, liability, clailns, suits, costs, expenses, and judgments, whatsoever, including rca~ so nab le attorney's fees, arising from the negligent or willful acts, errors or omissions of Consultant or Consultant's officers, agents, employees or subConsultants, in the pcrfonnancc of services, activities or work conducted pursuant to this Agreement.

12.2. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees, from and against any and all claims and losses whatsoever, including reasonable attorney's fees occurring to or resulting from any and all persons, firms, or corporations employed or contracted by Consultant or Consultant's subConsultants in connection with Consultant's services under this Agreetnent.

13. Prohibition against Transfers.

13.1. Consultant may not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City's consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer.

13.2. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant or of any general partner or joint venturer or syndicate member of Consultant, if a partnership or joint venture or syndicate exists, which results in changing the control of Consultant, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
14, Permits and Licenses. Consultant, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.

15. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.

16. Default and Termination.

16.1. If Consultant fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City's written 3 5.A.c
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16.2. The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days' written notice to Consultant. Upon termination of this Agreement, City will pay Consultant any compensation earned and unpaid up to the effective date of termination.
17, Compliance with Law. Consultant must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

18. Discrimination. Consultant may not discriminate in the provision of services hereunder because of race, color 1 religion, national origin, ancestry, sex, age, sexual orien, ration, marital status, AIDS or disability.

19. Nuisance. Consultant 111ay not 1naintain, comn1it, or permit the 1naintenance or co1n1nission of any nuisance in connection with the perforrnance of services under this Agreement.

20. Standard of Care. Consultant agrees to provide all Services, including services performed by any subConsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of Consultant's profession currently practicing in the same locality under similar conditions.

21. SubConsultants.

21.1. If Consultant proposes to have any subConsultant perform any part of the Services, Consultant must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subConsultant, and the total price or hourly rates used in preparing an estimated cost for the subConsultant's services. The City, in its sole discretion, may grant or deny the request.

21.2. Consultant will be responsible for the quality of any subConsultant's work. Every subcontract or agreement of any kind entered into between Consultant and any subConsultant (or between any subConsultant and others) must contain the following provision:

This agreement is consistent with all terms and conditions of the Agreement No. ______ (CCS) entered into between the City of Santa Monica and Consultant on _________ .

22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.

23. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature 1nust be exercised after termination of this Agreetnent, will survive tennination 4 5.A.c
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24. Confidentiality. Each party shall hold in confidence and shall not disclose (except on a confidential basis to its employees, contractors and Consultants who need to know and who agree to preserve the confidentiality thereof) all confidential information re, ceived from the other party in the same manner and to the same extent as it holds in confidence its own confidential information, and shall not use any such confidential information except for purposes contemplated by this Agreement. Notwithstanding the foregoing, confidential information shall not include any information which: (i) is or becomes part of the public domain through no act or omission on the part of the receiving party, (ii) is in the receiving party's possession, as evidenced by a writing, without an obligation of confidentiality with respect thereto, at or prior to the time of disclosure under this Agreement, (iii) is released from confidential treatment by writ· ten consent of the disclosing party; (iv) is disclosed to the receiving party by a third party with the legal right to do so; or (v) is required to be disclosed pursuant to any le, gal, regulatory, or other governmental proceedings.

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

ATTEST:

SARAH P. GORMAN
City Clerk
5 CITY OF SANTA MONICA,
a 1nunicipal corporation
By:~

ROD GOULD -----
City Manager
IQM2, INC.
~m:9~~"'
Title: Gou

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EXHIBIT A
Request for Proposal (See Attached)

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The City of Santa Monica is seeking an agenda management software system to assist with the development of public policy presented to the City Council.

The primary purpose is to assist City staff in the development of staff reports for City Council meetings.

April 1
2013
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Table of Contents

1.0 Goals and Objectives ................................................................................................................................. - 2 -

2.0 Background ................................................................................................................................................ - 2 -

3.0 Scope of Work ........................................................................................................................................... - 3 -

4.0 Specifications and Requirements .............................................................................................................. - 4 -

5.0 RFP REVIEW CRITERIA ...................................................................................................................................... - 8 -

6.0 VENDOR RESPONSE .......•................................................................................................................................. - 9 -

1. INTRODUCTION ............................................................................................................................................. - 9 -

2. EXPERIENCE ................................................................................................................................................... - 9 -

3. QUESTIONS .................................................................................................................................................... - 9 -

4. SCHEDULE .................................................................................................................................................... - 10 -

5. COSTS ........................................................................................................................................................... - 11-

6. REFERENCES ................................................................................................................................................. - 11 -

7. EQUIPMENT SPECIFICATIONS ...................................................................................................................... - 11-

7.0 RFP SUBMITTAL ............................................................................................................................................. - 12 -

8.0 RFP SCHEDULE ............................................................................................................................................... - 13 -

9.0 INFORMATION AND INQUIRIES ..................................................................................................................... -13 - ATTACHMENT A- BUSINESS LICENSE ................................................................................................................. • 14 - ATTACHMENT B- INSURANCE REQUIREMENTS ................................................................................................. -16 - ATTACHMENT C - NON COLLUSION AFFIDAVIT TO ACCOMPANY ...................................................................... · 18 · ATTACHMENT D -OAKS INITIATIVE NOTICE ....................................................................................................... - 20 - ATTACHMENT E -CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS .................................................... • 22 - ATTACHMENT F - LIVING WAGE ORDINANCE ......................................................................................................... 25 ATTACHMENT G - PERSONNEL BENEFITS ............................................................................................................... 29 . 1-

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1.0 Goals and Objectives
The City of Santa Monica is seeking to implement an agenda management software system to assist with the development of public policy presented to the City Council. The primary purpose of the agenda management system is to assist City staff in the development of staff reports for City Council meetings over a long-range period of time. The system will also be used to prepare agendas for other City boards and commissions.

The following Request for Proposal (RFP) is seeking qualified companies to submit detailed proposals covering system functionality, experience, and abilities in implementing and maintaining an agenda management system.

2.0 Background
The City of Santa Monica is an international tourist destination coastal city located in the western portion of Los Angeles County. The City serves a diverse population of roughly 90,000 residents and 15,000 businesses in approximately 8.3 square miles. The City is a full-service Charter city, providing a wide array of services including City-owned and operated transit services, solid waste services, a cemetery, general aviation airport and public safety. The City is bordered by the City of Los Angeles on the north, south and east.

The Santa Monica City Council meets the second and fourth Tuesday of every month to adopt legislation, provide direction to City administration and to promote the best interests of the community locally and with other governmental agencies. The Council receives research and recommendations from City staff via staff reports. A staff report is information presented to Council in support of a recommended policy decision. They include analysis, alternatives and costs; serve as the official record of an issue and are the basis for Council's decision-making.

The current process to develop a staff report for City Council is paper-driven and requires extensive coordination and staff time. Once approved by the originator's supervisor, reports are sent from the originating department to three reviewing departments. Reviewing departments have a week to simultaneously edit the report and attachments. Originating departments receive feedback in three different formats - email, hand written comments and comments in an excel spreadsheet. After three business days, signed hard copies of revised final staff reports are delivered to the City Manager's Office. Five business days are allotted before all final staff reports are approved. The City Clerk receives the final packet of staff reports from the City Manager's office, makes 22 paper copies, delivers the packets to City Council members and posts the agenda with all staff reports online.
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Figure 1.1
• Originator: Author of a staff report.
• Department Shepherd: A point person who reviews, collects and submits staff reports and attachments. • CAO: City Attorney's Office.
• CMO: City Manager's Office.

The City seeks a single web-based agenda management system to:

1. Manage the generation of staff reports and respective attachments.

2. Move staff reports throughout the organization via a workflow process.

3. Generate a meeting agenda and agenda packet including staff reports and all attachments.

An institutionalized and systematic process would allow for new internal efficiencies and more effective resource management. It must deliver high quality staff reports the City Council has come to expect from City staff. This system would also be used by the 19 City task forces, boards and commissions.

3.0 Scope of Work
The City of Santa Monica, herein after referred to as the City, has the right, at its sole discretion, to add, delete, or change any specifications or requirements to meet its needs.

The City intends to acquire/use a web-based, enterprise-class software application to manage the City's agenda management system. The software should provide tools for planning and managing all aspects of the staff report development process, including but not limited to tracking all aspects of each Council meeting packet, various staff reports and attachments; staff report preparation, review, and final submission via workflow; electronic delivery of meeting packets; automated archiving of these public documents into the City's Laserfiche repository; and tracking of Council actions, managing public speakers and taking minutes during Council meetings.

The City is seeking to implement an agenda management system that generates a forward-looking report of all Council meeting agendas and staff report items for a six month period of time.

The system should allow multiple users in various departments to use a workflow process to track and manage reports, attachments, edits etc. as they move through the organization . • 3 -

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The system should allow for staff report approvers to automatically delegate a colleague whens/he is away.

The system should have definable workflow capabilities to automate the staff report approval process. It should also enable staff to customize report templates with standard formatting and language based on policy action to assist writers and ensure recommendations correctly correspond with budget impacts.

The system should have interface capabilities to retrieve and/or store data from/into disparate systems i.e. send final documents to the City's Laserfiche repository.

The system should generate a single bookmarked .pdf document of a completed meeting packet with attachments for public use. The system should also generate that meeting packet with attachments in an HTML based form available for public use.

The system should have the ability to export finalized agenda packets, inclusive of all elements (i.e. staff reports, attachments, etc.) to the City's website in a manner consistent with the City's existing content policies. All items should be machine-readable, and optimized for both desktop and print, including an "Offline" version of the entire packet which allows users to downloa.d and review the full contents of a given agenda packet without the need for an active Internet connection.

The interested and eligible vendor shall provide the City with a fully functional agenda management system with customization requirements to meet the set of performance features described in Section 4.0 of this Request for Proposal.

Measurable project objectives
• Automate the routing and approval of staff reports
• Automate the creation and posting of Council agenda and meeting packets • Remote access to draft, edit and approve staff reports and meeting packets

4.0 Specifications and Requirements
Responses must clearly show compliance with the specifications outlined below. The City reserves the right to reject without further consideration those responses that are not clearly responsive to the following agenda management system specifications:

4.1 Agenda Management System
• Must support creation of agenda packet documents according to meeting date and agenda type.
• Must provide ability for user to publish the agenda to the web with associated links to supporting documents.
• Must allow creation of draft staff reports that can be edited by reviewers. • Must have an audit log to track edits and comments from staff report reviewers. • Must have the ability to insert images, charts tables and other graphics into the body of a staff report.
• Must allow for staff report authors to enter an estimated time the item will take to be heard during the Council meeting for their item and revise the estimate as the meeting approaches. - 4 -

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• Must allow staff report reviewers and approvers to review and approve staff reports off-site. • Must allow for changing items from one meeting date to another. • Must be the primary location for long range agenda management. • Must create links to supporting materials to agenda item document. • Must allow for unique staff report, agenda, and minutes format used by the City of Santa Monica.
• Must provide interface that allows a user to download the agenda and all supporting materials. • Must provide automatic notification when a document is revised. • Must allow sequential revision from three departments on a single draft version of the staff report.
• Must allow process steps of agenda and agenda items such as draft, revision, and final. • Must have ability to show where. an agenda item is within the workflow process and its status (approved, disapproved), being drafted, final, etc.
• Must have the ability to integrate electronic signature for Department Heads and City Manager upon approval of final reports.
• Must have ability to accept different types of attachments (docx, xlsx, jpg, gif, tiff, and .pdf) to support and link to agenda items, such as text, graphics, word processing applications, spreadsheets, photos, etc.
• Must have ability to automatically convert the Council agenda, staff reports and all attachments used to support staff reports to a single bookmarked .pdf document for printing and on line distribution.
• Must allow an unlimited number of meeting dates to be added and managed by the system. • Must have ability to track ordinances which require two readings, such as two Council meetings, for approval.
• Must allow users to review, edit and revise attachments similar to how a staff report is reviewed, edited and revised.
• Must have ability to incorporate scanned documents as attachments to a staff report. • Must have ability to print entire agenda and all attachments, including correspondence letters from the public, with configurable numbering.

4.2 Security & Administrative Functions
• The proposed system must provide administrative, group and user security. • Must have a Systems Administrator function that can manage security and provide overall system help to users.
• Must have ability to assign user rights based on a users role in the agenda process. • Must have ability to configure system based upon security rights. • Must have dashboard customization options to track agenda items in the agenda process for multiple meetings.
• Discuss common Customizations former clients implemented. • Must have ability to manage multiple boards and commissions. • Must have ability to support simultaneous multiple-user access to all components of the agendas.
• Must secure access to different sections of the system to be defined as read-only, read and - 5 -

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write, or no access.
• Must allow electronic agenda distribution to Elected Officials. • Must allow for unlimited number of users and administrators.

4.4 Public Access
• Must integrate directly with the City's current Granicus Council meeting media system (web and audio streaming).
• Must provide a method to download the agenda and all associated attachments as a single PDF. e Must integrate with future public interfaces that allow public comment, rating of staff reports, and public user registration to facilitate online civic engagement regarding local policy development.
• Must have the ability to integrate software that sends push notifications to the public when specific agenda items are being heard by the City Council. • Must be able to send final documents to the City's Laserfiche document management system

4.5 City's Virtual Computing Environment
The City of Santa Monica features a robust Information Technology infrastructure featuring hardware virtualization, high performance/high availability storage attached network, multiple data centers, single forest/single domain Windows 2008 Active Directory structure, and an enterprise-wide licensing agreement for Microsoft products.

The City's database architecture utilizes Microsoft SQL Server 2008, and is powered via physical and virtual servers running Windows 2008 R2. The city's database servers utilize network storage via a Storage Attached Network for optimum performance, uptime, and scalability. All hardware is server class hardware is provided by Hewlett-Packard Company.

SERVERS:
• Hewlett Packard Proliant BL 460c G7 (Server Blade)
• 2 CPU's, Intel Xeon 6 Core 2667 MHz.
• 96 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emulex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.

Hewlett Packard Proliant BL 460c G6 (Server Blade)
• Intel Xeon Quad Core 2533 MHz.
• 48 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emu lex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.

Operating System:
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• VMware Vsphere Cluster version 4.1 or 5
• VMware hypervisor ESXi version 4.1 or 5
• VMware Site Recover Manager (SRM} for Disaster Recovery.

4.6 Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above}. • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.

The City currently operates desktop computers running Windows 7 and Windows 8 Enterprise.

The City operates Windows 2003, Windows 2008 SR2 servers and Windows 2012 servers running Microsoft SQL 2003 r2, Microsoft SQL 2008 R2 and Microsoft SQL 2012. • The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses. • The software must fully comply with the American National Standards Institute (ANSI} and SQL standards.
• File Management - Must allow for a system Administrator to easily manage the system, including the creation of individual user accounts.
• Provide a minimum of one hundred and eighty (180} days of software support consisting of telephone support via an 800 toll free number. Ongoing software support for subsequent years must also be available through a software maintenance agreement available on a set fee basis.

Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack - 7 -

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mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above). • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.

The City currently operates desktop computers running Windows 7 and Windows XP Professional. The City operates Windows 2003 and Windows 2008 SR2 servers running Microsoft SQL 2003 r2 and Microsoft SQL 2008 R2.
• The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses.

5.0 RFP REVIEW CRITERIA
Proposals should be submitted in the RFP Response Format as specified in Section 6.0 and should meet the Scope of Work, specifications and requirements in sections 4.0 and 5.0 as defined in this Request for Proposal. An Evaluation Committee comprised of staff from various Departments within the City will review submitted proposals. The Evaluation Committee will compare, rate, and rank the submitted proposals based on, but not necessarily limited to, the following criteria:
• Understanding of the project and responsiveness to project requirements, • Knowledge of and experience providing similar systems for other cities, • Project costs, and
• Project References.

The Evaluation Committee will schedule interviews with the most qualified firms to provide an opportunity for product demonstrations. In addition to scheduled product demonstrations, the City may request access to an active demonstration cqpy of the product software so that City staff can test the product's capabilities.

Following the evaluation process, a recommendation will be made to the City Manager or the City Council to select the Bidder that submitted the best and most responsive proposal as determined by the Evaluation Committee.
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6.0 VENDOR RESPONSE
The following Request for Proposal response format is required and has been designed to facilitate comparison among proposals submitted:

1. INTRODUCTION
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.

2. EXPERIENCE
Provide a summary of the Bidder's qualifications and experience with Agenda Management Systems. Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably located in California.

The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.

3. QUESTIONS
Please provide complete responses to the following:

Agenda Management System

1. Describe the proposed agenda management system.

2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.

3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.

4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.

5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)

6. Discuss possible conversion/migration process of old agendas, minutes and reports.

7. Please walk through the process, from generation of a staff report to the creation of a public document.

8. Explain the system's reporting functionality, specifically, how to generate a forward-looking report of all council meeting agendas and staff report items for a six month period of time.

9. Explain how a staff report approver will delegate a colleague whens/he is away.

10. Explain how a staff report approver can edit a staff report.

11. Demonstrate with screen shots how the end user portal will exist on the City's website:
http://www.smgov.net/departments/clerk/agendas.aspx.

12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system while they are being added? - 9 -

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13. What are the costs for adding additional templates? Additional users?

14. Do you provide integration with Laserfiche? If so, what are estimated costs and functionality options?

15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?

16. Explain any minutes preparation functionality available with your system or as an add-on module.

Hardware and Software

17. What web browsers/versions does your system support?

18. What is the suggested hardware server configuration and operating system?

19. What are the complete hardware specifications?

20. What are the requirements for the workstations that use this hardware or software?

21. What are the minimum PC requirements to operate software?

22. If proposed system is not Saas, what are the recommended server and database requirements?

23. How are workflow/notifications handled? What ancillary systems are used to support the product (i.e. Microsoft Exchange? What version?).

Security and Administrative Functions

24. Explain version control with your proposed system.

25. Explain archiving of revision history of information.

26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).

27. Describe backup and restore features.

28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reports (both formal and adhoc) and agendas.

29. What is the maximum file size for individual attachments (ensuring no latency occurs)?

30. What is the maximum storage size for all information/data?

31. Provide an architecture diagram of the hardware and/or software systems.

32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.

33. Discuss the process for configuration including the various roles required for implementation and support.

Public Access

34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.

4. SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance. Explain how much City staff time is required in each phase oft he project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates. - 10 -

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Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.

5. COSTS
The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system.

The vendor must provide a detailed itemized cost breakdown of the following categories:

1. Software licensing and annual renewals

2. Professional services for installation/configuration, travel costs to be included

3. On-site training (specify costs for system administrator training and end-user training)

4. Rates for additional trainings

5. Fee schedules for trainers and hourly rates for customization of product

6. Annual service and maintenance for five years

7. All other miscellaneous costs not listed above
The City reserves the right to select any or all of the components above, or that are included in the proposal.

6. REFERENCES
The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages·outlining this portion of the proposal may be attached to this page.

7. EQUIPMENT SPECIFICATIONS
If the Bidder proposes a system that includes or requires any on-premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed.

Within fifteen (15) calendar days after award of Contract by the City, the proposer to whom the Contract is to be awarded will be notified of the award by telephone or electronic mail. The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements.

The award of the Contract, if it is awarded, will be to the responsible Bidder complying with the instructions contained in this Request for Proposal. The City, however, reserves the right to select the schedules under which the proposals are to be compared, to reject any and all proposals, and to waive any irregularity in proposals received.

The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements. Shortly thereafter, a Notice of Award will be mailed, including the negotiated Contract for - 11-

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execution.

A copy of a professional services agreement, maintenance agreement, licensing agreement and other required documentation is contained in Attachment C. Completion of forms and agreements are finalized in the negotiation process.

7.0 RFP SUBMITIAL
Submit five (5) signed copies of your proposal and one (1) electronic copy in Microsoft Word format or Adobe PDF format in a sealed envelope by 5:00 pm (PST) on Tuesday April 30, 2013. The envelope must be marked in the upper left hand corner with the name and address of the proposer. Proposals shall be sent to:

City of Santa Monica, City Clerk's Office
Attention: Sarah'Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
A proposal will not be accepted after the date and time designated above. It is the sole responsibility of the Bidder to see that the proposal is delivered and received in proper time. Any proposal received after said designated date and time shall be returned to the proposer unopened.

By submitting a response to this Request for Proposal, the Bidder waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal. The City reserves the right to select any number of qualified finalists. In addition, the City reserves the right to issue written notice to all Bidders of any changes in the proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into a Contract for execution. The City reserves the right to reject any and all proposals. The vendor selected will be under contract to the City of Santa Monica.
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8.0 RFP SCHEDULE
RFP Release April 1, 2013
Vendor Inquiries Due April 15, 2013 by 5:00 pm (PST)
City Response to Inquiries April 22, 2013
Proposals Due April 30, 2013 by 5:00 pm (PST)

9.0 INFORMATION AND INQUIRIES
All inquiries are due by Monday, April 15, 2013 by 5:00 pm (PST), and must be submitted via electronic mail to Sarah Gorman, City Clerk, at [email protected]. Inquiries will be acknowledged via electronic mail, upon receipt. City responses to questions will be compiled and posted in writing on PlanetBids and emailed to a vendor list used to notify potential vendors of the RFP.

For further information, please contact:

Sarah Gorman, City Clerk
Telephone: (310) 458-8211
E-mail: [email protected]
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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT A-BUSINESS LICENSE

CITY OF SANTA MONICA

BUSINESS LICENSE
WHO NEEDS A BUSINESS LICENSE?
The City of Santa Monica Municipal Code requires all businesses operating or located in Santa Monica to obtain a business license. A separate business license is required for each location and for each business activity operated in Santa Monica. The license period is July 1st through June 301h of each year.
· Check where applicable:

1. Do you come into the City of Santa Monica to conduct business? Yes No -.,..-,,,---- ----- 2. Do you deliver parts and/or products in your own company vehicle? Yes No -----
If you checked "yes" to either question, please refer to the information below for business license & insurance requirements.
• If you come into the City of Santa Monica to conduct business, you will be required to have a City of Santa Monica business license AND insurance (see below for descriptions). • If you deliver parts and/or products in your own company vehicle and do not perform any service except delivery, you will be required to have a City of Santa Monica delivery license ONLY.

BUSINESS/DELIVERY LICENSE
Please call 310-458-8745 or visit our website for further information at:

BUSINESS LICENSE APPLICATION

APPLY ON-LINE

DOWNLOAD FORMS TO MAIL IN OR APPLY IN PERSON
• If your business is located at a commercial location in Santa Monica, download and complete the COMMERCIAL BUSINESS LICENSE APPLICATION.
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• If your business is operated from your residence in Santa Monica, download and complete the RESIDENTIAL BUSINESS LICENSE APPLICATION.
• If your business is located outside of Santa Monica and you come into the City to perform work or provide services, download and complete the OUT-OF-CITY BUSINESS LICENSE APPLICATION.
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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
ATIACHMENT 8- INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease.

If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant.

Other Insurance Provisions

1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status (CGL policy): The City of Santa· Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations.

The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85 or both CG 20 10 and CG 20 37. b. Primary Coverage (all policies): For any claims related to this contract, the Consultant's insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled, except after 30 days prior written notice (10 days for nonpayment) has been given to the City of Santa Monica. d. Waiver of Subrogation (CGL policy): Consultant hereby grants to the City of Santa Monica a - 16 -

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waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer.

Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Consultant to reduce or eliminate the deductible or retention applicable to the contracted work or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

Verification of Coverage
Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

Failure to Maintain Insurance Coverage
If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, City of Santa Monica may purchase such coverage {but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.

Subconsultants
Consultant shall require and verify that all subconsultants maintain insurance meeting all the requirements stated herein.

Special Risk or Circumstances
The City of Santa Monica reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. - 17 -

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ATIACHMENT C- NON COLLUSION AFFIDAVIT TO ACCOMPANY
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES }

PROPOSALS OR BIDS
-------------~being first duly sworn, deposes, and says: that She/He is:
(Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of __________________________________ _
(Insert name of bidder)
Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed.

Affiant further deposes and says: that the bidder has not directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interests of the public body which is to award the contract or of any other bidder, or anyone else interested in the proposed contract; that the bidder has not in any manner sought by collusion to secure for himself, herself, itself, or themselves, an advantage over any other bidder. (strike out words not appropriate)
Affiant further deposes and says that prior to the public opening and reading of bids the said bidder:
(a) Did not, directly or indirectly, induce or solicit anyone else to submit a false or sham bid; (b) Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid, or that anyone should refrain from bidding or withdraw his bid;
(c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix any overhead, profit or cost element of his, her, its, their price, or of that of anyone else; and
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(d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct.

Signature Name of Bidder
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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT D- OAKS INITIATIVE NOTICE

CITY OF SANT A MONICA

OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS

AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER

BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks Initiative. It prohibits a public official from receiving specified personal benefits from a person or entity after the official votes, or otherwise takes official action, to award a "public benefit" to that person or entity. Examples of a "public benefit" include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000.

The Oaks Initiative requires the City to provide this note and information about the Initiative's requirements. An information sheet on the Oaks Initiative is attached. You may obtain a full copy of the Initiative's text from the City Clerk.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every: (a) trustee, (b) director, (c) partner, (d) officer, or (e) ten percent interest in the entity. Therefore, if you are seeking a "public benefit" covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form.
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CITY OF SANTA MONICA (ity d
S~nH.a ,Uonhrn:I) OAKS INITIATIVE DISCLOSURE FORM
All persons or entities receiving public benefits defined below from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of those with more than a 10% equity, participation or revenue interest. This information is required by City Charter Article XXIITaxpayer Protection.

Name of Entity:--------------------
Name( s) of persons or entities receiving public benefit:

Name(s) of trustees, directors, partners, and officers:

Name(s) of those with more than a 10% equity, participation, or revenue interest:

Public benefits include:

1. Personal services contracts in excess of $25,000 over any 12-month period;

2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period;

3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- . month period;

4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;

5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;

6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12-month period; or

7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month period.

Prepared by:. __________ _ Signature:. _______________ _ Date:. _____________ _ Title:. ______________ _
FOR CITY USE ONLY:

Bid/PO/Contract# --------- Permit# ____________ _
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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT E- CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

CITY OF SANTA MONICA

CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO

BUSINESS WITH THE CITY OF SANTA MONICA

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL

TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL

SANCTIONS UNTIL SUCH TIME AS THE NEW LAW IS REVOKED
The City Council of the City of Santa Monica adopted Resolution No. 10479 (CCS) on May 25, 2010, which requires a review of all current and likely future agreements and contracts with Arizona-based businesses to examine the feasibility of acquiring such products and services elsewhere while the Arizona law remains in effect.

Additionally, vendors offering goods or services to the City of Santa Monica must complete and sign the attached disclosure form; this applies to all solicitations, including but not limited to, bids and proposals. Please review, sign and submit the form with your bid packet prior to the closing date of bid.

Contractors that do not have headquarters in the State of Arizona and those that will not be working with Arizona-headquartered subcontractors to provide goods and/or services as specified in this solicitation will take priority in the bidding process.

NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive.

State of Arizona Disclosure Form - see next page.
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANT A MONICA {lty ~f
Sabta .llonlen''

STATE OF ARIZONA DISCLOSURE FORM

TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO

THE CITY OF SANT A MONICA
Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Please check the appropriate boxes below.

Our company's headquarters are located in the State of Arizona.

D Yes D No
Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona.

D Yes D No
If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica.

If more than one, attach a list of additional subcontractors, including the physical address of each location.

Name of Subcontractor: ----------------------
Street Address:. _________________________ _
City:------------State:. ______ Zip Code:. ___ _
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS ***
**************************************************************************************************** I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Signed: -~-------------------Date: _______ _
Printed name: _________________ Title: _______ _
Name of Company:-------------------------
Street Address of Headquarters: ____________________ _
City: ___ ...:..... ________ State: ______ Zip Code:. _____ _ Telephone# (including area code): ______ _

FOR CITY USE ONLY
NOTES:
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Agenda Management System RFP

ATTACHMENT F - LIVING WAGE ORDINANCE

CITY OF SANT A MONICA

LIVING WAGE ORDINANCE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

TO DO BUSINESS WITH THE CITY OF SANTA MONICA

THIS BID IS SUBJECT TO COMPLIANCE WITH THE
CITY OF SANTA MONICA LIVING WAGE ORDINANCE (SEE BELOW).

The City of Santa Monica has adopted a Living Wage Ordinance, Chapter

4.65, which requires the payment of a specified minimum wage for work done pursuant to a services contract with the City where the contract amount is $54,200 or more and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses. This Living Wage Ordinance applies to services provided by employees who do not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. The minimum wage is $14.09 an hour for the period commencing from July 1, 2013, up through June 30, 2014. This minimum wage rate is adjusted annually each July 1. Questions concerning the Living Wage Ordinance may be directed to the City Finance Department at (310) 458-8281.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Forms. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please note that the Living Wage Ordinance sets the Minimum Wage at $14.09 per hour and provides for an annual adjustment each July 1st, by an amount corresponding to the previous calendar year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers in Los Angeles, Riverside and Orange Counties. It has been determined that the minimum wage is $14.09 an hour for the period commencing from July 1, 2013 through June 30, 2014.
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CITY OF SANTA MONICA

LIVING WAGE ORDINANCE
Certification for Providers of Services to the
City of Santa Monica
(Fiscal Year 13/14-July 1, 2013 through June 30, 2014)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $14.09 per hour1 for certain employees of contractors providing" services to the City where services exceed $54,200 and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. Contractors with collective bargaining agreements covering those employees assigned to contract are exempt from the wage requirements of the Living Wage Ordinance only if the waiver is explicitly set forth in such agreement in clear and unambiguous terms.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions and send the completed, signed Certification to:

City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1717 4th Street, Suite 250
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at [email protected] or by phone 310-458-8281.
1 Adjusted annually each July 1 by an amount corresponding to the previous year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers 1982-84=100 for Los Angeles-Riverside-Orange County, California
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CITY OF SANT A MONICA

LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2013, through June 30, 2014

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $14.09 per hour
Please read, complete, and sign the following:

THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE 0 THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE 0 If this contract is not subject to the Living Wage Ordinance requirements, please note the reason below and attach supporting documentation for exemption. For example, in order to be exempt pursuant to a collective bargaining agreement, a signed collective bargaining agreement must be attached.
(a) __ _
(b) __ _
(c) __ _
contractor is a government agency and is exempt
contractor is a City grantee and is exempt
contractor is a non-profit corporation and is exempt
(d) __ _ contractor is an employer whose employees are covered by a bona fide collective bargaining agreement where the waiver is explicitly set forth in an agreement in clear and unambiguous terms
(e) __ _ contractor is a corporation providing banking services The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Santa Monica's Living Wage Ordinance (LWO), and the applicability of the LWO, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa Monica Municipal Code, Chapter 4.65. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract, which shall 27 5.A.c
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be grounds for termination. City shall have the right to examine all books and records of the Contractor as they relate to compliance with the LWO. Payroll records shall at a minimum include the full name of each employee performing labor or providing services under the ·contract, job classification, and rate of pay.

These statements are made under penalty of perjury under the laws of the State of California.

Printed Name: _____________ Title:--------------
Signature: _________________ Date:------------
Contractor:

Bid Number (if applicable):

Service Description:
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ATIACHMENT G - PERSONNEL BENEFITS

CITY OF SANTA MONICA

PERSONNEL & BENEFITS INFORMATION
Bidders are required to provide the following personnel and benefits information, which will be used by City staff as a tool to conduct bid evaluation and cost analysis for in-house versus outsourced services. Please use a separate sheet of paper if the spaces below are not sufficient.

1. Please indicate the number of supervisors/managers assigned to this work: ___ _
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
# of Annual
Title Hours Hourly Rate

1. $

2. $

3. $

4. $

5. $

6. $

2. Please indicate the number of full-time employees assigned to this work:
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
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# of Annual
Title Hours Hourly Rate

1. $

2. $

3. $

4. $

5. $

6. $
NUMBER OF EMPLOYEES AFFECTED BY LIVING WAGE: ----

3. Do your employees receive paid vacations? If so, how many days per year.

4. Do your employees receive paid sick days? If so, how many days per year.

5. Please list all paid holidays, if any.

6. Do your employees receive paid medical benefits (e.g., health, dental, vision)? If yes, do they contribute to their medical, dental, and/or vision insurances or are they fully covered by the company?

7. Do your employees receive life insurance? If yes, do they contribute to their life insurance or are they fully covered by the company?

8. Do your employees receive any type of pension (e.g., 401k) or just social security? If you do offer 401k, does the company match the employees' contribution to the program?
30 .

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9. Does your company provide any safety equipment (e.g., back brace, uniforms, working boots, goggles, etc.) to your employees? If so, please list all items.

Does your company issue an employee handout [i.e. a booklet or documents that state the benefits (e.g., health insurance, retirement programs, etc.) to new hires]?
D Yes, for full time employees only
D Yes, for full time and part time employees only.

If yes for either full time or part time employees, please submit a copy of this document with the other information requested.

D No, please state the benefits offered to employees of your company below (attach additional sheets if necessary).
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EXHIBITB
Proposal (See Attached)

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CARAHSOFT'S RESPONSE TO THE
ity of Santa Monica, CA

EQUEST FOR PROPOSAL
Agenda Management System
T u
May
e s d a y
7, 2013

SOLUTION PROVIDED BY

INTELLIGENT MEETING

MANAGEMENT
CARAHSOFT TECHNOLOGY CORP.
12369 SUNRISE VALLEY DRIVE
RESTON, VA 20191
888.66 CARAH [ WWW.CARAHSOFT COM
Primary Contact:

Katie Dyer
7 o 3 8 8 9. 9 7 o l / [email protected]

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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) May 7, 2013
City of Santa Monica, City Clerk's Office
Attention: Sarah Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
carahsoft
technology corp
Re: Carahsoft's Response to the City of Santa Monica's Request for Proposal for Agenda Management System
Ms. Gorman,
Carahsoft Technology Corp. appreciates the opportunity to respond to the City of Santa Monica's Request for Proposal for an Agenda Management System.

Carahsoft is submitting as the IT Schedule 70 GSA Contract holder (GS-35F-0119Y) for IQM2 Inc. As a top ranked GSA Schedule holder, Carahsoft has delivered best value solutions to our government clients for over eight years including many local California governments for exactly the same requirements denoted in this RFP. Additionally, IQM2 has conducted some mutual discovery through a demonstration overview with members of the City of Santa Monica staff. As a result of these exercises, IQM2 believes that our Legislative Management platform is uniquely suited to ensure program success and swift user adoption for the City.

Carahsoft is in receipt of Amendments 1 and 2.

Please feel free to contact me directly at 703.889.9701/[email protected] or Craig Abad 703.871.8501/[email protected] with any questions or communications that will assist the City of Santa Monica in the evaluation of our response. This proposal is valid for 90 days from the date of submission.

Thank you for your time and consideration.

Sincerely,
Katie Dyer
Government Account Representative
703.889.9701
[email protected]

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LEO CONTENTS
Introduction .................................................................. 1 Prime Contractor: Carahsoft Technology Corp .............................................................. 3 Solution Partner: IQM2 Inc ............................................................................................ 4 Experience .................................................................... 5 <:lLJ~stions; ..................................................................... ., Schedule ....................................................................... 18 Costs ............................................................................. 19 References ......................................... u •••••••••••••••••••••••••• 21 Equipment Specifications ........................................... 23 In Summary .................................................................. 24 Attachments···············································~················· 25 carahsott IQJ~tl..;z
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I
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.

Through prior demonstrations and process discovery with some City stakeholders, IQM2 understands the nature of this project and can truly and confidently say that not only is IQM2 capable of quickly meeting these requirements and expectations. IQM2 fully believes the proposed solution will exceed the expectations, from both a functionality and swift user adoption standpoint. IQM2 dimensioned areas of the City of Santa Monica's current processes that were not mentioned as requirements which enhanced IQM2 functionality would deliver incredible efficiency and time savings returns.

Furthermore IQM2 is providing innovation for governments across the country that is typically not seen with the simple, limited solutions that have traditionally been used. There is a large delta between IQM2's functionality and basic application structure of the other providers, particularly for larger governments or those concerned with true governing board automation work flow that allows for unlimited, chronological and simultaneous work flow and tracking. Cities the size of Santa Monica need the more robust and innovative functionality IQM2 provides. The simple posting of shells, simple browser-based, basic workflow or trying to make disparate platforms stemming from acquisition or multi-vendor solutions work together is not enough. Please see below for some distinctive and unique differentiators:
• PDF Agendas - In addition to standard web and e-agendas, IQM2 generates full PDF agenda packets with page numbering and watermarking. The PDF packets can be easily printed, if desired, and saved for offline viewing. Other solutions rely entirely on a web agenda and generating and printing a full PDF packet is not possible. It is very important to think about the large ramifications of this across the City of Santa Monica in regards to use and technology. • IQM2 Works Offline - If the internet goes down, IQM2's software continues to work offline, which is an impressive for people who understand decision making points. In addition to web functionality, IQM2 provides a product that is critical to ensuring that if the internet goes down or is slow, it does not stop a meeting or create confusion and citizen problems. The minutes, voting and time-stamping can still be recorded during the meeting and the board members can still view their PDF agendas. This proves to be a big point for larger cities who deal with more complex topics and issues that come with their size.
• IQM2 Streaming Future Scalability- MediaTraq contains live and on-demand streaming of the City of Santa Monica's meetings with agenda item linking and search capability, as well as automated Minutes Maker module. Other solutions use unrefined inserts which can be unsophisticated and creates a manual and time consuming process or are video streaming focused and use disparate agenda management programs they purchased and are trying to integrate.

IQM2 has made a special offering to the City to migrate their current video streaming processes and will save the City quite a bit of money while greatly improving their streaming services. For example, IQM2 offers innovative streaming functionality that does not exist with any other government streaming company. A couple examples of these improvements would be HD live and on demand streaming for cross platform, as well as DVR capabilities with great utility for this in government meetings.
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• IQM2 Search - IQM2 searches all documents and content. This allows any user to search for keywords inside a supporting document. IQM2 also offers Federated Search which will allow the City of Santa Monica to search all other clients' public websites in one search. • Free Historical Data - IQM2 will migrate over the City of Santa Monica's historical meeting information to compile a complete legislative and searchable database for the City. • IQM2 PDF Printer - The built-in PDF printer allows any user to easily attach information to agenda items from any application just like printing to paper. The PDF's are searchable and optimized for smaller file sizes. No other solutions contain such functionality and rely heavily on the users to manually export or convert their attachments.
• Full Microsoft Word Integration - The proposed solution will allow the City of Santa Monica to easily use MS Word for editing and entering documents. Because of this, IQM2 can copy and paste without losing formatting. This is viewed as an incredible difference by larger counties with more agenda items and attachments.
• Integrated Board Member Profiles - All board member attendance and voting history can be indexed, viewable and searched through the web portal.
• Approvals & Signatures - IQM2 has a completely customizable approval and chronological and simultaneous workflow system. IT includes sophisticated e-Signatures for signing documents. All other solutions contain has a simple approval process but cannot support the level of complex workflow IQM2 can. Full e-signatures are offered for either now or in the future. • E-Boardroom & IQM2 Minutes Maker- lQM2's Electronic & Touch Voting gives public guidance through the meeting, Automatic Page Turning, Sticky Notes and internet independent. • IQM2 Free On-going Training & Template/Workflow Configuration - IQM2 provides free ongoing web-based training. This is very useful for bringing on new employees or using more functionality in the software.
• Customized Dashboards - Dashboards are easy to use and basic Board Member views are shown as opposed to the back office functionality that while unequivocally separate us, may not have been important to the Board Members.
• IQM2 Letter Factory - The proposed solution can automatically notify staff members, departments, citizens, State Agencies or any other recipients when agenda items are approved or discussed at meetings with a simple click using the City of Santa Monica's own personal template language and verbiage.
• IQM2 Work Planning - IQM2 includes a true work planning utility to assign, track and report on follow up task resulting from decisions made at meetings. carahsoft 2

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IQM2 unequivocally believes that there are no solutions will be able to truly support the back office workflow process the City of Santa Monica is defining while delivering the innovative public and staff facing innovation we know is important to the City of Santa Monica's goals .. With efficiency and meeting effectiveness in mind, IQM2 can configure the Board or user Dashboards to make navigations simple and easy. That being said, the collaboration, workflow, tracking and reporting is absolutely imperative for an agency of the City of Santa Monica's size, IQM2's back office scalability tools will allow the City of Santa Monica to add on existing functionality as it so chooses. Due to IQM2's robust functionality, the system is known for being flexible and it does not make the City of Santa Monica conform to the process; IQM2 configures to the City of Santa Monica's. This is a monumental difference between IQM2 and the other applications in this market.

Prime Contractor: Carahsoft Technology Corp.

Incorporated in Maryland and located in Reston, Virginia, Carahsoft Technology Corp. is the trusted Government IT solutions provider, combining technological expertise with a thorough understanding of the government procurement process to help federal, state and local government agencies select and implement the best solution at the best possible value. As a topranked GSA Schedule Contract holder, Carahsoft is IQM2's largest government partner and serves as the master government aggregator for many of its best-of-breed software vendors.

VENDOR RELATIONSHIPS - Carahsoft has a unique business model focusing on providing superior sales and marketing execution, a track record of success, high integrity and a focus on strategic vendor relationships of which IQM2 is an important part. Carahsoft's contract vehicles carry over 160 vendors.

PROVEN EXECUTION - With 330 employees, Carahsoft has leveraged its vast contracting experience and extended it to quoting and order management.

Carahsoft seamlessly generates thousands of quotes a year worth hundreds of millions of dollars.

GROWTH & STABILITY - Carahsoft has continued to show impressive growth year after year, turning annual revenue from $3.4 million in our first year in 2004 to $606 million in 2009, $840 million in 2010 and $1.065 billion in 2011. We are a stable, conservative and profitable company and have received numerous accolades including, for the third consecutive year, being named to the Washington SmartCEO magazine's 2010 Future 50 list which recognizes the metro area's fastest growing companies. • 4th largest GSA Schedule 70 Contract holder
• 281h on the CRN Fast Growth 100
• 31'' in the VAR Business 500
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Solution Partner: IQM2 Inc.

IQM2 is the market leader in furnishing end-to-end public sector meeting software solutions through its award-winning Open Meeting Management and Citizen Awareness Platform consisting of MinuteTraq (agenda/minutes automation), MediaTraq (Live/On-Demand Video Streaming) and EBoardroom (electronic voting).

IQM2 was founded by Daryl Blowes with the launch of the M2 Suite of Open Meeting and Legislative Process software solutions. By assisting government and the public sector, officials become more efficient in the way they work together, have meetings, make decisions, follow through with actions, and share information. Together with its employees, IQM2 is revolutionizing how the public sector collaborates with their stakeholders and the public.

IQM2's Legislative Management Platform has been constantly added and developed using best practices for over 7 years. Over the last 2 years, IQM2's client base has grown by 80% each year. IQM2 staff is always testing on the newest hardware platforms with the most up-to-date software tools available. IQM2 hosting services are at Tier II, level security with redundant data centers in separate locations across the country in case of any catastrophic event. IQM2's server capacity allows for unlimited Data Storage in the Legislative Management System for all clients, while backup procedure is daily with almost real time mirroring. IQM2's uptime 99.99% because IQM2 has never been down due to hardware or software issues. Service is only ever down due to Sunday early morning server updates, and technical and user support is 24/7/365, with 90% of calls being answered live with the rest being returned within 20 minutes. Since IQM2 software is Saas, clients pay through subscriptions with no up-front cost. This allows for all clients to be on the same platform of security and data integrity.

IQM2's role as an industry innovator was recognized in 2010 when the national software industry acknowledged its innovation as it was awarded the prestigious 2010 SIIA's CODiE Award for Best Emerging Software Company. Shortly thereafter IQM2 was awarded LISA Award for Software Excellence. Since 2006, advancement has been rapid for IQM2 having experienced year-over-year growth exceeding 100% with many of its clients migrating from older legacy solutions. IQM2 along with Carahsoft Technology Corp. urges the District to see what all the industry excitement is about. carahsoft 4

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EXPE IENC
Provide a summary of the Bidder's qualifications and experience with Agenda Management Sys/ems.

Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably localed in California.

The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.

IQM2 specializes solely in Legislative Management for governments from coast to coast with a large and rapidly growing roster of local California governments clients As a result, the specific requirements denoted in this RFP are exactly the same requirements IQM2 furnishes every day. Because IQM2 is derived from a single platform built from the ground up, the platform offers unique flexibility. All other solutions were cobbled together from acquisition, multi-vendor product or retrofitted from other purposes. This allows IQM2 to remain true to its business philosophy that its job is to conform to the business processes, not the other way around. IQM2 is often relied upon for Legislative Management consulting and always pleased to share the best practices it sees across the country and make recommendations, if desired.

The requirements specified in this RFP by the City of Santa Monica are basic, standard functionality components and there will be no system customization required. IQM2 already has defined functionality in its system that is not requested.

Please see below for IQM2 references.
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Contact's .

Name/Title
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Phone
Email
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Qu
Please provide complete responses to the following:

Agenda Management System

1. Describe the proposed agenda management system.

MinuteTraq is the Legislative and Agenda Management framework of IQM2's Government Meeting Platform. Please refer to the product overview below for more information on the proposed system.

MinuteTrnq™
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MinuteTraq is the framework of IQM2's Open Meeting Platform. It provides complete functionality for managing all meeting documents, reviewing processes and procedures, creating agenda packet, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. It is a powerful software module that will allow the City of Palatine to facilitate all of its meeting needs, from premeeting scheduling to post-meeting publishing and to all the information-gathering steps in between. It offers a simple yet customizable set of functions that will make the Village's meeting workflow process more efficient.

The MinuteTraq smart-client is built on the most up-to-date Microsoft .NET technology. The program requires Microsoft .NET Framework 3.5 installation on the PC. This framework is installed by default on Windows XP or if you are installing the automatic Microsoft Windows Updates.

Recommended Specifications: 1 GHz Pentium or Better, 2 GB of RAM or Better, 1 GB Storage Space, Windows XP or Higher, .NET Framework 3.5, MS Word 2003 or higher.

The following key components and processes will benefit the City in cost and time savings:

Centralized Document Database: Will consolidate the City information processes into one location, vastly reducing time on information management, search and retrieval.

Workflow, Routing, and Review Process: Incredibly simple but sophisticated tool for driving efficiency and managing expectations. The program's wizard-based interface allows for department members to monitor processes, maintaining accountability of information.

Attachments and Importing: Program cross-references all related documents and allows the City to collect all information of a given topic from the internal system quickly and easily without printing and scanning.

PDF Printer: MinuteTraq includes an integrated PDF Printer that allows users to retrieve information and reports from any computer system throughout the organization as long as it can print regardless of file type.

The PDF Printer allows users to print from any program to this virtual printer named "MinuteTraq" instead of printing to paper. The built-in PDF printer simplifies attaching information from other programs, just click Print, choose the "MinuteTraq" printer and the output is automatically converted to PDF format and imported into MinuteTraq as an attachment. The City can easily mark the attachment as public, and it will also be published on the web portal when the agenda is created which means no more scanning and printing.
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Document Generation: Produces all meeting-related documents in one step, eliminating time consuming redundancy such as cutting and pasting. It creates meeting packets customizable to the City's needs with agendas, agenda summaries, schedules and all other associated attachments, all with a consistent heading for professional look.

Fast Re-Generation Technology'": MinuteTraq has built-in Fast Regeneration Technology, so the documents generated from MinuteTraq can be easily modified and regenerated. An agenda packet that needs to be regenerated after adding or removing a couple items can be compiled in seconds. Other products without IQM2's unique Fast Regeneration Technology TM can take hours to build packets even after small changes are made.

History Tracking and Audit Trail: MinuteTraq will keep a complete history of all meeting topics from the moment they a.re prepared, submitted, reviewed, added to an agenda, voted on, tabled to other meetings, passed through committees for review and more. Each meeting topic or attachment will allow for comments to be added to the history. The meeting topic history screen will provide a complete history of the topic itself along with all of the attachments. The meeting history will track each agenda item and the exact page number where it appears in the minutes with the comments and action or vote record at the meeting.

The audit trail allows all the changes that are made to the document to be tracked in a log. Each user that makes a change can indicate the reason for changing it and add a comment. Users can trigger actions like sending an email notice, resetting the approval process or creating a new revision of the topic or document.

Revision Tracking and Comparing: MinuteTraq tracks changes to meeting topics and documents and will allow the City to compare what has been altered and shows the user who made changes. All changes will be highlighted with bubbles specifying the changes.

Information Sharing and Delivery: Communicates key information to the intended recipients effectively allowing meeting decisions and tasks to take action. Email-based communication and online postings are notified to proper channels in a way that is easily tracked and automated for accountability.

Meeting Capture and Streaming: Receives and organizes input on all data with regards to minutes, votes, discussion and actions and modifies into a format that facilitates public sharing. In conjunction with MediaTraq™ module, video streaming can be indexed and referenced by topic and matched with timestamps on meeting minutes.

Task Follow-up and Progress Tracking: The integrated task tracking function in MinuteTraq™ will allow the City ease of tasks and directives will be acted upon from meeting to meeting. No longer will meeting time be wasted going over dropped responsibilities and missed tasks due to lack of follow-up.

Free Ongoing Training: Part of IQM2's value added Support Services is the IQM2 Training Academy which offers free ongoing training. The City's users can pre-register for weekly training sessions or request training topics that are important to them. These training sessions are conducted by IQM2 Software and Technical Specialists. IQM2 believes in ensuring that the IQM2 client family has all the necessary tools and support to enhance their organizations. The City will also be able to utilize the on line IQM2 Support Center and public Knowledge Base for solutions and articles, downloading files, and login to the Self-Service Portal for case tracking.
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Virtual View: Below please find a virtual view image of MinuteTraq.

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How MinuteTraq Will Improve the Processes
With the many tools that Minute Traq has to offer, the City will have the ability to improve its processes and become more effective. The following are some of the products the City will obtain by implementing IQM2:

Quickly and effectively draft Agenda Items/Resolutions with templates • Built-in spell checker
• Departments can draft, approve and submit their own resolutions via a simple click Complete Revision Tracking
• Topics can go through a sophisticated but intuitive approval process and with full audit log • Agenda Topics grouped under project headings for better organization • Fiscal impact tracking, document linking, and recipient tracking functions • Full MS word inte ration
Agendas easily created from approved resolutions with one click • Auto-number agenda topics/resolutions or conduct ad hoc Drag and drop agenda items, re-sorting to the City's needs Print full and public (summary) agenda at the same time • Automaticall Publish and Distribute to the Web Portal carahsoft 9

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One Click Agenda parsing as the City's starting point for minutes compiling Color coded text clearly highlights errors and items needing editing Simple interface streamlines minute entry and management Automatic time stamping transcribes the minutes
Create an index by sponsor, date, number, and category
Search Minutes quickly and easily
Can be automaticall u loaded to ublic viewin via Web Portal Automatic recipient tracking for letters of resolution, legal notices and more Create custom letters and emails for recipients with one click Email custom letters from within MinuteTraq
Generate hundreds of custom documents in minutes
Include sign-off sheets for specific recipients
Records every document each recipient receives with date and time stamp Complete meeting information automatically uploaded to public access website Public data will be instantly synchronized for citizens to search Citizens will have access to meeting dates, agendas, minutes, legal notices and more

2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.

This is basic functionality in the proposed system.

3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.

This is easy functionality for IQM2's proposed system. With a simple click, pre-configured minutes templates are populated. Additionally, follow-up actions can be configured to automatically drive IQM2's Work and Project Planning functionality that can track and assign projects to staff. This works in conjunction with IQM2's letter factory to automatically drive notification of meeting decisions/outcomes to various third parties with pre-setup verbiage and templates. The way IQM2 indexes /tracks data by linking all topics and supporting documents by topic and/or project makes this very simple and powerful.

4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.

IQM2 provides a unique and special financial and budgetary tracking component of the proposed platform that allows for very granular fiscal tracking but can also be used to manage contracts as they relate to decisions or follow up activities stemming from the Council meetings or decisions.

5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)
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This is one of the unique benefits of utilizing IQM2's end to end platform which also includes the MediaTraq government video streaming solution and electronic voting system, eBoardroom. The seamless linking of meeting data to video is extremely beneficial. IQM2 has also taken government video streaming to a far more innovative level with cross platform, HD live and on-demand streaming with DVR functionality.

6. Discuss possible conversion/migration process of old agendas, minutes and reporls.

As a special incentive to the City of Santa Monica, IQM2 will migrate the City's old agendas, minutes and reports for free. IQM2 believes this makes for a more powerful Legislative Database and drives efficiency on many fronts, including public information requests and data mining.

7. Please walk through the process, from generation of a staff reporl to the creation of a public document.

Since IQM2 will pre-configure all of the City's templates, staff report templates and workflow steps, it is a simple process:

1. Designated Department staff members select their appropriate category and enters in basic information.

2. The request then follows whatever simultaneous or chronological workflow and routing process desired, if any.

3. Approved staff reports flow to the Clerk Lock, at which point the agenda can be automatically generated and published with a click. This will automatically post the approved document to the portal and deliver the document to pre-determined users who may want to receive the document or information in a different medium.

Please note that there is a lot of other ad hoc functionality available if desired, including simple drag and drop functionality to re-order agenda and last minute or walk on request. Regardless the generation or re-generation is a simple click.

8. Explain the system's reporling functionality, specifically, how to generate a forward-looking reporl of al/ council meeting agendas and staff reporl items for a six month period of time.

IQM2 is known for furnishing very detailed and granular reporting tools that is made easy by the way it looks at data. The report below is a basic one-simply enter in the time frames desired and run report.

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9. Explain how a staff report approver will delegate a colleague when s/he is away.

This is simple "Designee Setting" that can be changed by a click by those users with the right permission levels.

10. Explain how a staff report approver can edit a staff report.

This is quite simple and in fact speaks to one of our truly differentiating qualities. IQM2 is the only solution that offers a full integration with MS Word to allow users to use all of the formatting functionality while in the system. Even if users forget to save, IQM2's system automatically takes care of this. The staff report approver can do one of two things: make the change themselves by modifying the staff report in the system or reject the item and provide the changes they want to see. The proposed system can capture each change in the system for traceability and tractability purposes should anybody ever be inclined to see who changed what and when.

11. Demonstrate with screen shots how the end user portal wlll_ exist on the City's website:
http:llwww.smgov.net!departmentslc/erklagendas.aspx.

Please see below for a real world example for a few local California governments. • City of San Bernardino, California: Meeting Portal
sanbemardinocityca.iqm2.com/
• Meeting Portal - The County of Santa Clara, California sccgov.iqm2.com/
IQM2 is often informed by governments who migrate after investing in other agenda management or video streaming products that the way information is presented on the web is far superior to what they were using or have seen frorn the other solutions.

12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system whlle they are being added? This is a simple process and will not disrupt system in either case. The City has two options:

1. The City can call lQM2 to build a template free of charge.

2. The City build it itself by simply clicking New Template.

13. What are the costs for adding additional templates? Additional users? In the special model IQM2 is offering the City of Santa Monica, there are no additional costs for additional templates and no additional costs for additional users and no data storage limits.

14. Do you provide integration with Lasertiche? If so, what are estimated costs and functionality options?
Yes, and there is no cost. IQM2 has built useful functionality that allows this to occur with carahsoft 12

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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s to the of Santa Monka
Laserfiche, as well as other document management companies.

15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?
The following Implementation Project team is comprised of individuals who have least five years of software training. Each of them have managed systems and projects with larger local governments in California.

16. Explain any minutes preparation functionality available with your system or as an add-on module.

The IQM2 Minutes Maker tool is included at no additional cost. MinuteTraq's Agenda Wizard and the Minutes Maker tools work hand-in-hand. The only difference between the two is that the Minutes Maker is looking for actual information, vote records and Verbatim or summary comments.

The IQM2 Minute Maker tool was designed to be used live at the meeting by a clerk or staff member. The entering of vote results, attendance records and follow up actions are swiftly and efficiency completed. This empowers the clerk/staff to easily keep pace with the meeting to accurately record all items. The IQM2 Minutes Maker is frequently used along with MediaTraq, the streaming video module, it can be used as a transcriber allowing verbatim notes to be completed after the meeting as well. The video is automatically time stamped and indexed to allow the transcriber to be able to move from item to item quickly and efficiently. The approval of the minutes can be configured in a variety of ways as IQM2's intention is that the system will be tailored to how the City does business. For example, if the City approves minutes before a meeting in a closed session, the system can be set up to do so, if minutes are approved at a meeting after a vote, it can be set up in that fashion as well. Initiating an audio-only clip can be easily accomplished by extract the audio from the video.

Hardware and Software

17. What web browsers/versions does your system supporl? IQM2 has yet to find a web browser the proposed system cannot support. carahsoft

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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica

18. What is the suggested hardware setver configuration and operating system? The IQM2 meeting portal is 100% browser based. Internal users utilize the IQM2 Smart Client which works just like a browser over the internet using HTTPS. But it looks and works like a Microsoft Office product with toolbars, menus and none of the issues commonly experienced by browser based products, including add-on tools, errors posting pages, viruses and spyware. The Smart Client was designed specifically so users can work on documents with Microsoft Word supporting all the rich features the MS Office suite offers.

In addition, it allows IQM2 to provide advanced functionality like a built-in PDF Printer, data caching for superior network performance and an easier interaction with the City's local file and document management systems. The Smart Client only requires an internet connection, just like browsers, and will automatically update itself. The Smart Client can be pushed out through a network via MSI or Click-Once deployment and only requires the .NET 2.0 Framework.

The IQM2 Smart Client offers all the pros of browser based applications with none of the cons and allows IQM2 to provide a user friendly solution for Meeting Management available today. This is typically a significant differentiating point of the IQM2 platform and why governments who have migrated from older products are shocked at the speed with which user adoption and migration occurs.

19. What are the complete hardware specifications?
Please refer to Question #21. Furthermore, the server hardware used by IQM2 uses redundant disk arrays (RAID) for disk failure

20. What are the requirements for the workstations that use this hardware or software? Please refer to Question #21.

21. What are the minimum PC requirements to operate software? Please see below for minimum PC and work station requirements:
• Computer/Processor Minimum: 600 MHz Processor
• Recommended: 1 GHz and 2GHz for Clerk
• Memory Recommended 1 GB RAM
• 2 GB for Win 7
• Hard Disk Space Recommended 1 GB
• Operating System Microsoft Windows 98, ME, 2000, XP, Vista, Win 7(32 & 64 bit)

22. If proposed system is not Saas, what are the recommended setver and database requirements? IQM2 operates under a Saas model.
carahsoft 14

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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica

23. How are workflowlnotifications handled? What ancillary systems are used to supporl the product (i.e. Microsoft Exchange? What version?).

IQM2 recommends the City use the full integration with MS Word that the City is running Word 2000 (Word 9.0) or greater.

Security and Administrative Functions

24. Explain version control with your proposed system.

IQM2 schedules a Version Enhancement release for each quarter. They are free of charge and occur automatically unless this is not desired. They do not require professional services or involvement from the City of Santa Monica IT staff, unless desired. IQM2 schedules training with the users to review the enhancements and new functionality.

25. Explain archiving of revision history of information.

Revision tracking is one of the differentiating aspects of IQM2's platform. With a single click, users can choose any document or item and not only see all changes by who and when down to granular level, including date, time and person, but compare each document, if desired, on the screen.

Clients who have migrated from all other platforms share they have never seen this level of detail or functionality before. It is extremely useful in a variety of situations.

26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).

The IQM2 solution includes the IQM2 Data Archive Wizard which empowers City staff members with the requisite permission levels to archive data and move it off-line at their discretion or at predetermined times.

27. Describe backup and restore features.

All application data is encrypted, replicated and backed up in real-time to redundant datacenters across a private network using delta copy technology. Each customer database is independently backed up hourly and then replicated. Additionally, there is a nightly backup made to location.

The IQM2 search functionality is another differentiating feature of the IQM2 platform. Full text search, keyword and multiple file extension searches are empowered. This also searches all media files as well as any document or supporting file type. IQM2 also offers Federated Search.

29. What is the maximum file size for individual attachments (ensuring no latency occurs)? There is no limit on file size.
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica

30. What is the maximum storage size for all information/data? There is no limit on storage.

31. Provide an architecture diagram of/he hardware and/or software systems.

Please find 1QM2's architecture diagram below.
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica

32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.

Please refer to the Implementation Plan and Training Guide in the Attachments section of this response.

33. Discuss the process for configuration including the various roles required for implementation and support.

This requirement is simple as the responsibilities fall mainly on IQM2. IQM2 breaks these down by user roles and then discusses permission levels and desired access during the Discovery Phase.

The bulk of the users fall into the preparer role and adoption is immediate since they simply need to learn how to click. Then IQM2 has the Power User Role which is typically in the Clerks department and they often have super user access and privileges. IQM2 also has approver roles which often overlap with preparer and they have Council role views.

Public Access

34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.

Yes, IQM2's eBoardroom offers both Virtual sign up before the meeting or during, as well as kiosk based sign up at the meeting.
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Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica

SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance.Explain how much City staff time is required in each phase of the project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates.

Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.

Please find IQM2's Project Plan on the following page.

Please refer to the Implementation Plan and Training Guide in the Attachments section of this response for a Schedule of the proposed project.
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Packet Pg. 101 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Carahsoft' s to the of Santa Monica
The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system.

IQM2 is offering the City of Santa Monica, California its special No-Risk Model. • No Upfront Costs
• Training and Implementation included
• Unlimited Users and Meeting Groups
• Unlimited Storage
• 24/7 Support by IQM2 Software Experts
• Unlimited Access to the IQM2 Training Academy, including live on-ongoing weekly training sessions conducted by IQM2 software experts. Additionally the City of Santa Monica can request their specific topics and areas for IQM2 to conduct special training, including new user training, specific topic training; new elected official training, etc ... • City can stop at any time if they do not see the returns IQM2 is confident in offering the optimal Legislative Management solution for the City of Santa Monica.

Furthermore, this places the responsibility fully on us to ensure the City's satisfaction and success each and every day.

The vendor must provide a detailed itemized cost breakdown of the following categories:

1. Software licensing and annual renewals
The cost for Minute Traq, which is the component of the platform that these requirements are specifying, is very simple and straightforward. Due to the special No Risk model IQM2 is offering the City of Santa Monica, the cost for MinuteTraq is $1,377.85 per month. All upfront costs have been waived and there are no hidden or ancillary fees. This includes full formal training and implementation as well as ongoing 24/7 support.

Important Note: IQM2 will also incent the City of Santa Monica to migrate their current video streaming program currently being furnished by another provider and use IQM2's innovative MediaTraq tools by reducing the current video streaming costs by 50%. These saving could now be used to help substantially fund this initiative. IQM2 will also migrate historical documents and videos for free. This has proved extremely fiscally rewarding for the few governments we offered this to.

2. Professional services for installation/configuration, travel costs to be included There are no costs for professional services for installation/configuration. Travel will be billed at cost.
carahsoft

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Packet Pg. 102 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica

3. On-site training ( specify costs for system administrator training and end-user training) There is no cost for on-site training (excluding travel costs) if necessary. IQM2's business goal is swift user adoption to drive a long term relationship and its intent is not to focus on frontend professional services revenue that causes complacency. IQM2 often hears from migrated governments that they were particularly frustrated with the upfront license and start 0 up costs they were required to pay and which never materialized into what they were promised. This is the same reason IQM2 offers monthly terms which we fill price fix for a period of time, if desired.

4. Rates for additional trainings
There will be no cost for additional trainings. IQM2 is providing the City of Santa Monica access to the IQM2 Training Academy for unlimited free on-going training. This is staffed by IQM2 software experts and the City of Santa Monica can request the training topics they desire at their discretion.

5. Fee schedules for trainers and hourly rates for customization of product This does not apply to IQM2's pricing model.

6. Annual service and maintenance for five years
The standard fee of $1,377.85 per month will be the cost per month for five years.

7. All other miscellaneous costs not listed above
There are no miscellaneous costs for the proposed solution.

The City reserves the right to select any or all of the components above, or that are included in the proposal.
carahsoft IQlY12
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Packet Pg. 103 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) of Santa Monica
REN
The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages outlining this portion of the proposal may be attached to this page.

Please see below for IQM2 references.
carahsoft
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Name/Title
Address
Phone
22795 Barton RcL . . . . GrandTerrace,CA923j3
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Packet Pg. 104 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica
ca rah soft

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Packet Pg. 105 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica

EQUIPM NT S ECIFI NS
If the Bidder proposes a system that includes or requires any on -premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed.

This section is not applicable to IQM2's proposed system. carahsoft

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Packet Pg. 106 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santo Monica

IN SUMMARY
Carahsoft and IQM2 Inc. appreciate the opportunity to offer this solution for the City of Santa Monica's initiative.

Carahsoft and IQM2 have proposed a superior and cost-effective solution that not only fully complies with the City's requirements but offers functionality to further boost the success of the program. Carahsoft and IQM2 understand the importance of your project goals and are confident you will benefit from this solution and our expertise.

Carahsoft and IQM2 look forward to the opportunity to demonstrate this functionality to the City stakeholders, as well as the opportunity to work with the City of Santa Monica on this project. ca rah soft 24

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Packet Pg. 107 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s of Santa Monita
Please find the attachments below on the following pages:
• Attachment C: Non Collusion Affidavit
• Attachment E: City Policy on Doing Business with Arizona Firms • Training Guide
• Implementation Plan
Please note that Carahsoft and IQM2 are not submitting Attachment G: Personnel Benefits. This proposal is for software and outside of Implementation, Training and Ongoing support. This is not an outsourcing engagement, and thus, Attachment G does not apply.
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Packet Pg. 108 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT C- NON COLLUSION AFFIDAVIT TO ACCOMPANY
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES }

PROPOSALS OR BIDS
~M=e=l=an...,y~L=·~S=m=i=th~------~· being first duly sworn, deposes, and says: that She/He is:

Dir ctor
(Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of, _ __,c,..2 ... r,..ab~.s""'o,.,ft.,.Tu.e.,.cb ... o..,o"'"l.,_,,ogy&i'-C"""-'or4p,.._. ----------------------- (Insert name of bidder)
Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed.

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Packet Pg. 109 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS **
(d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member · or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct.

Melany L. Smith, Carahsoft Technology Corp.

Name of Bidder
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Packet Pg. 110 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS

ATIACHMENT E- CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

CITY OF SANT A MONICA

CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO

BUSINESS WITH THE CITY OF SANTA MONICA

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL

TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL

NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive.

State of Arizona Disclosure Form - see next page.
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Packet Pg. 111 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANTA MONICA CiWM
Sauta 11ttnhHt"'

STATE OF ARIZONA DISCLOSURE FORM

TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO

THE CITY OF SANT A MONICA
Headquarter location or residency may not be considered as a factor if prohibited by applicable law.

Please check the appropriate boxes below.

Our company's headquarters are located in the State of Arizona.

D Yes [xi No
Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona.

D Yes [lg No
If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica.

If more than one, attach a list of additional subcontractors, including the physical address of each location.

Name of Subcontractor: --"-'N""'A'""---------------------- Street Address: _________________________ _
City:------------ State:. ______ Zip Code: ___ _
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Packet Pg. 112 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS •••
**************************************************************************************************** I declare under penalty Of perjury Ohder the laws of the State of California that the foregoing is true and correct.

Signed:

Printed name: Melany L. Smith Title: Director
Name of Company: Carahsoft Technology Corp.

Street Address of Headquarters: 12369 Sunrise Valley Drive, Suite D2 City: . Resto n State: __ V_A ___ Zip Code: _ __;;2c:.0"'19_1 __ _ Telephone# (including area code): 703.871.8500 Email: [email protected] FOR Cl1Y USE ONLY
NOTES:
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Packet Pg. 113 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

INTELLIGENT MEETING

MANAGEMENT
IQM2 Training and Implementation
Overview
IQM2 Inc.
90-D Raynor Avenue
Ronkonkoma, NY 11779
(631) 619-2017
MediaTn1Jq™

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Packet Pg. 114 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQM2 Customer Training Program
IQ
lNHtUGf:.NT MUTING MAN1\QEMtNl
The IQM2 training program follows a structured lesson plan model in which new customers are trained using 90 minute sessions. The sessions cover all the essentials to get up and running as efficiently and quickly as possible and use a "Train the Trainer" approach over a 4 week process with 2 meeting cycles. The training is geared to work with lto 3 people who become the Power Users and also internal trainers. After the essential training is complete and the customer is using the software, IQM2 and the Internal Trainers train the submitters, approvers and board members. After going live, additional training is provided for advanced functionality through the IQM2 Training Academy. •
•
'
•
•
•
•
•
Train the Trainer approach
1 to 3 Power Users become Internal Trainers
4 Week Process (2 Meeting Cycles)
90 Minute Training Sessions, 60 Minute Review Sessions
Submitters & Approvers Trained by IQM2 & Power Users
Essentials are covered to get up and running quickly
Advanced Topics covered after your Live
Free ongoing training through the IQM2 Training Academy Remote Training Environment
The IQM2 training program uses remote training tools (GoToMeeting and TeamViewer) to train users.

Users are asked to connect and dial-in from their desks and to use a "Do Not Disturb" sign if necessary. Before training begins IQM2 asks that all users have the software installed on their desktop or laptops and a confirmation that GoToMeeting can be used. • GoToMeeting (please confirm it works)
• Users are trained at their desks or in a group conference room. • Install Software before Training

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Packet Pg. 115 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) User Roles
IQ-·
JNHllHiENT MEETING MAN1\\J[M[NT
For the purposes of planning IQM2 will categorize the users of the system into the following roles:
• Power Users (PU) - The Power Users will be involved throughout the ENTIRE training process. They are involved in the initial setup decisions, training and become the Internal Experts of the IQM2 so~ware.
• Agenda Clerk (AC) - The Agenda Preparer builds and posts the final agenda for a meeting.

They are always in the Power Users group but there are sessions that are ONLY for the Agenda Preparers.
• Minutes Clerk (MC) - The Minutes Preparer inputs the votes and comments of the meeting and then generates the Minutes. They are always part of the Power Users group but there are sessions that are ONLY for the Minutes Preparer.
• Project Manager (PM) - In larger organizations there may be a project manager who is responsible for coordinating the project and may become the Internal Trainer. They are always in the Power User group.
• Submitters & Approvers (SA) - Submitters are the users within the departments that are submitting agenda items. Approvers are typically the users and managers within the workflow that are approving agenda items prior to them being added to the agenda. The Power User group may sometimes contain 1 or 2 key submitters or approvers. • Board Members (BM) - The Board Members may want to be trained in how to access the agendas, search, log in to get confidential information and make sticky notes. • Information Technology (IT) - A technical individual from the City is typically used when something needs to be installed or the Website updated or for MediaTraq network settings need to be set up.
• Audio/ Video (AV) - The A/V person is responsible for the audio and video equipment.

For MediaTraq, the encoder needs to be plugged into the Audio and Video equipment. This person can often be an outside consultant who initially installed the equipment (for professional setups) or may be someone who simply operates the camera equipment during the meetings.

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Packet Pg. 116 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MinuteTraq
IQM2 starts with a discovery and planning session where the entire project timeline is set and then the City's system is set up and configured. During the first 2 weeks of training, IQM2 covers submitting, approving and building the agenda for the upcoming Parallel meeting. By week 3, the parallel meeting is taking place, the minutes are being completed and training of the preparers takes place so that submitting for the Live meeting can begin. In week 4, the customer is generating the agenda for the live meeting and if necessary, the board members are trained, Pl:imning
60 Minutes - Power Users
The IQM2 Planner shall produce a calendar of the training and events working around the City's meeting cycles, availability and the availability of IQM2 trainers. All key people are asked to bring their calendars to this session so vacations and other scheduling conflicts can be avoided. After approving the dates and times a full project plan and meeting invites will be sent and accepted by all individuals. Tasks: Project Calendar & Project Plan. Meeting Invites Sent and accepted.

Setup
2 Days - IQM2 Staff
IQM2 staff will prepare the system with basic users, departments, file types, categories, standard templates and any other information necessary to complete the lessons. Before the Discovery Session, IQM2 will do as m.uch setup as possible from the City's website or emailed documents.

Discovery Session
90 Minutes - Power Users
During the setup phase, IQM2 will have a Discovery Session to ask a series ofquestions and provide explanations as necessary to key Power Users and decision makers. The gathering of the information will allow IQM2 to finalize the configuration of the City's system in preparation of the training. This is the City's opportunity to let IQM2 know all concerns or unique information about the City - but don't worry IQM2 personnel are experts at this.
• Discovery Check! ist

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Packet Pg. 117 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Software Installed
IT Staff
Customer IT Staff should have the software installed and deployed for the Power Users, at a minimum, so training can begin.
• Smart Client Deployment Guide
• IQM2 Downloads
Demo, Review & Approval of Setup
90 Minutes - Power Users
After tweaking the setup, IQM2 staff will demo the City's personalized system and then review workflow, templates, output and setup for the City's approval before beginning the training. Further changes may be made as the City trains.

Session 1 - Overview of Concepts, User and Department
Creation
90 Minutes ·- Power Users
Session 1 deals with Getting Started, Overview of menus and toolbars, Lists, User Manager, Permissions, Creating Meetings and importing older agendas and minutes. Tasks: Setup any users or departments missing with appropriate permissions. Add meetings for current year and last year, then upload agendas and minutes for previous 6 months.
• Training Video: Installing and Logging into MinuteTraq [4 min] • Training Video: Navigating MinuteTraq and the Support Site [5 min] • Training Video: Creating and Editing Users & Permissions [10 min] • Training Video: Creating Meetings, Meeting Types and Locations [5 min] Session 2 - Creating Agenda Items
90 Minut:es - Power Users
This lesson delves into basic drafting, submitting, adding and updating attachments, statuses, tracking changes, locking, placement, print preview, confidential information, Communications, PDF printer and Edit in Word. Tasks: Submit all agenda items you have for upcoming parallel meeting. • Training Video: Creating a Basic Agenda Item [7 min]
Session 3 - Approving, Rejecting, Searching
90 Minutes -- Power Users
The third session goes over Work Items, approving, rejecting, signatures, email notifications, approver permissions, delegates, workflow designer, stage groupings and Searching. Tasks: Continue submitting any agenda items for parallel meeting.
•
•
•
Training Video: Workflow Part 1 - Approving and Rejecting [6 min] Training Video: Workflow Part 2 - Tracking Changes, Adding Work Items & History [6 min] Training Video: Searching and Reporting [6 min]

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Packet Pg. 118 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 4 - Agenda Wizard & Publishing
90 Minutes - Power Users
IQ
INTH-l!Gli.NT MHTI-NG MANAGl.M1'.N1
In Session 4, IQM2 personnel explain agenda outline tasks such as auto fill, adding/ removing items, attachments, statements, motions and sections; minutes approval; consent; generating; viewing; publishing/ web portal; distribution email; tagging; Web agenda; sticky notes and split view. Tasks:

Build the City's agenda for parallel meeting. Send distribution email. Get board approval of agenda. •
•
Training Video: Agenda Wizard [8 min]
Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min]
Session 5 - Minutes Maker & Web Portal
90 Minutes - Power Users
Session 5 goes over minutes auto-fill, roll call, votes, comments, generating, publishing, add-ons, flags, amendments, Define Vote Results, Speaker Sign-up, Public Discussion, Board member profiles, voting history, web search, item detail page, web calendar, auto-backup and restoring. Tasks: Finish minutes for all items and generate.
• - Training Video: Minutes Maker [9 min]
• Training Video: Generating, Finalizing, Distributing & Publishing the Agenda & Minutes [5 min]
Session 6 - Open Session / Advanced Topics
90 Minutes ---- Power Users
IQM2 personnel go over Searching, Reporting, Notices, Public Hearings, Save Reasons, Input Templates, Agency Settings and Advanced Features. Tasks: Complete a meeting from start to finish in Parallel.

Historical Document Import Completed
Any historical agendas, minutes and other documents are imported.

Web Portal live
Webmaster
Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization are handled. Historical Agendas and Minutes for the current year are posted and all test data is removed.

Parallel Agenda - Build & Post
60 Minutes - Agenda Preparer
The IQM2 staff will follow along as the City builds and posts agenda for the first time.

Parallel Meeting
The Parallel Meeting sees the presentation of the final agenda, packet and web portal to the board.

Minutes are prepared in Minute Maker tool.

Parallel Minutes - Build &. finalize
60 Minutes - Minutes Preparer
The IQM2 staff will follow along as the City finishes minutes.

Press Release
A Joint press release is sent out to raise positive awareness within the community.

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Packet Pg. 119 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Session 7 - Preparer Training
2 Hours -- Department Su/Jmitters & Approvers
IQl\/[:2
JNTl:ll!GE.NT MHTL"ic; MAN,\GlMtNT
The seventh session delves into submitting agenda items, approving, dashboard and searching broken up into groups up to 5 users. Tasks: All users begin submitting and approving agenda items for Live meeting coming up using MinuteTraq.
• Training Video: Creating a Basic Agenda Item [7 min]
• Training Video: Workflow Part 1 - Approving and Rejecting [6 min] • Training Video: Workflow Part 2 -Tracking Changes, Adding.Work Items & History [6 min] • Training Video: Searching and Reporting [6 min]
Training Survey
IQM2 likes to get feedback from users to follow up with individuals who may need some extra help or attention.
live Agenda - Build & Post
60 Minutes - Agenda Preparer
The IQM2 staff will follow along as the City builds and posts the agenda for the second time.

Board Member
60 Minutes - Power Users & Board Members
Power User group teaches Board members how to download agenda, access information on web portal, make sticky notes and use split view.

All preparers will have submitted items for this meeting. 90 Minutes - Minut:es Preparer
The IQM2 staff will follow along as the City finishes the minutes for the Live meeting.

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Packet Pg. 120 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) MediaTraq
Preparation Work
1 Week -- IQM2 & IT Staff
IQM2 Staff will prepare the system with basic users, boards and committees, and the encoder setup for the MediaTraq product. IT Staff at the City will set up the NAT Configuration and Firewall Configuration necessary as per the Customer Setup Checklist for MediaTraq. Check Encoder for connection from primary meeting location.

Hookup Session
90 Minutes - IT/Network & Audio/Video Staff
IQM2 & customer IT Staff setup the encoder on the network and with the A/V equipment. A series of tests are run to make sure all streaming, archiving, remote start and other features work. • MediaTraq Hookup Checklist
Session 1 - Overview of Concept, User and Board setup
90 Minutes - Power Users
Session 1 provides an overview of menus and toolbars, User Manager, Creating Meetings and importing older agendas and minutes. Tasks:. Set up a three users and set up two departments. Add meetings for current year and last year then upload agendas and minutes for previous 6 months.

Session 2 - Recording and Uploading a Meeting
90 Minutes -- Power Users
Basic running of MediaTraq, Uploading Media, Media Vault, Media Event, Media Event Types, Transcoding, Remote Start, Pausing and Download Setting is dealt with in this session. Tasks: Record a test meeting, set up a new media event and upload an older video or audio file.

Session 3 - Importing the Agenda and Minutes Maker
90 Minutes - Power Users
Session 3 goes over importing and parsing the agenda, roll call, votes, comments, new sections, dragging and dropping, motions, statements, generating, viewing, publishing, defining vote results, time stamping and synching media points. Tasks: Import an agenda into the system and create the minutes document. If possible practice time stamping to a view and synching to that video.

Session 4 - Web Portal & follow Up
90 Minutes - Power Users
The fourth session delves into web agenda, minutes and agenda packets, media and calendar tab, searching online, board member profiles and vote history. Tasks: View the web site and run search, go through and upload 2 Media Events.

Parallel Meeting
60 Minutes -- IQM2 Staff & Minutes Preparer
Agenda is imported and posted, Meeting is recorded live, Minutes Maker is used to timestamp agenda items, Archive is uploaded and Minutes are generated.

Web Portal live
Web master
Customer website button or link at top-level navigation is completed. Board member pictures, header refinement, template customization. Historical Agendas, Minutes and Video from the last current year are posted for at least current year and test data is removed.

Press Release
A Joint press release is sent out to raise positive awareness within the community. live Meeting
60 Minutes - IQM2 Staff & Minutes Preparer
The live meeting is the same as a parallel meeting.

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Packet Pg. 121 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) E-Boardroom: Optional
Preparation Work
1 Week - IQM2 Slaff & Minutes Clerk
IT Staff will set up multiple windows based tablets or pc's for board members to use. IT Staff will also setup a clerk PC to function as the E-Boardroom server and control the Audience Display. IQM2 Staff will provide instructions on setting up the MinuteTraq client to function as an E-Boardroom PC.

Session 1 - Starting and Controlling !:-Boardroom
90 Minutes -- Minutes Clerk
Starting E-Boardroom through Minutes Maker, timer settings, audience display, set current item, eVoting, Signing into E-Boardroom, speaker queue, using the E-Boardroom Client, Speaker Sign-Up Kiosk. Tasks: Stage a mock meeting using E-Boardroom to get comfortable with the flow of the system.

Session 2 - Mock Meeting
90 Minutes -- Minutes Clerk & Board Members
Internal staff running through a full meeting process
Meeting

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Packet Pg. 122 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) INTE LlIG ENT MEETING

MANAGEMENT
City of Santa Monica, CA
MinuteTraq™ MediaTraq™
Advanced Implementation Steps

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Packet Pg. 123 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation
Advanced Implementation Steps
Phase I: Remote - Preparation and Testing
• Laying the Groundwork
IQM2.com
In the beginning of the implementation process a number of essential steps must take place.

IQM2 will first conduct a Turnover Meeting to introduce the Implementation Team and to begin the process. The meeting's discussions will start to define a Charter for the upcoming project. It is important to establish what the City's vision is regarding the outcome of the project. Once a vision is defined IQM2 and the City can lay out the objectives and develop an agreed upon timeline. The City's vision will also help to confirm the deliverables so that expectations can be met. IQM2 and the City will discuss in detail the roles of both sides of the project; how IQM2 staff will lead the project and transition this lead to the City's project team over the course of the project.
• Appoint Project Team
Establishing a Project Team is a very important step.
• Executive Sponsor: The most important member of the team is the Executive Sponsor. He/she will be someone from the executive staff who will oversee the project and provide firm guidance when necessary.
• Project Champion: Having the right Project Champion is key as this is the owner of the project on a day to day basis. The Project Champion will be the go-to person throughout the project.
• Project Team: The Project Team should be assembled to support the Scope and Objectives of the project. The number of members and their origin will be determined by the project goals.
• Physical Environment
The workspace environment will also need to be addressed.

1. Will there be a training room?

2. Will there be hardware for each participant to use in training?

3. Will there be access to necessary staff throughout training periods?

4. Will there be the use of a presenter PC (laptop) and a projector? IQM2 will need to set up a communications plan so all methods of communication are known by all.

1. What is the preferred method of communication; email, phone, etc.?

2. How will IQM2 and the City work together remotely; go to-meeting, Connect, etc.?
IQM2 and the City will need to share all contact information to ensure there will be no disconnects. The implementation methodology will be documented later in this guide as well as

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Packet Pg. 124 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
in the Implementation Schedule Outline. The project timeline will be defined in Microsoft Project and displayed in a number of formats.
• Quality Plan
The best way to ensure a successful implementation is to plan the necessary time and stick to the plan. After identifying the team we will assess availability and create a project calendar.

When resources are assigned to the calendar they will be put all together in MS Project to create the end to end implementation timeline. Adherence to this timeline is essential for a successful project.

A high level demo of the MinuteTraq system is done utilizing the sales demo system. The purpose of this is to engage all members of the Project Team by allowing them to see where they fit in the process. All too often the Project Team members are not part of the buying decision and will not have seen the system prior to now.
• Risk Plan
Even with the best of plans, every undertaking has an element of risk. The goal is to minimize the risk factors to maximize success. There are some known risk factors and of course there are those that come up along the way. The common ones will be identified to work towards avoiding them; any of the others will be dealt with as they arise. • Plan Acceptance
At the completion of each phase of the implementation process IQM2 and the City will need to go through the judgment criteria specific to that section and determine if the project is ready to move on to the next phase. When that is accomplished, IQM2 and the City will complete an acceptance form stating the agreement and listing any remaining stipulations. This is also a good time to review the upcoming phase and make sure the expectations are realistic and adjust proactively if necessary.

Phase II: (Core Group) - System Testing and Configuration • Build Deliverables
Prior to start, information is sent to IQM2 based on what was requested in the Implementation Schedule Appendix. The agency will be created with some configuring and information input into the system. The rest will be done as part of the training process. • Review Deliverables
A Kick-Off meeting will be held so all project members have the opportunity to meet. A demo of the system is done to show the Project Team the status of the agency and for the first time they see their agency specific data in action. All necessary changes are made to make sure all requirements are met.

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Packet Pg. 125 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
• Quality Management
To ensure that the project stays on track and that any new or unresolved issues are taken care of, the Project Champion will constantly monitor progress and compliance. • Change Review
If and when any new issues or concerns arise, they will be documented by the Project Champion and reviewed with the team for possible solutions. First the team will pursue the easiest, most logical solution; which often is to make slight changes to the process to make current application features fit. This is the fastest, most cost effective solution. When current features cannot satisfy the need for change IQM2 and the City will investigate the possibility of enhancements.

Enhancements, when available, are time consuming and can negatively impact progress.

Whatever method is used to satisfy the issue, it must be approved by all those necessary. • Risks Assessment
Whenever a deviation to the plan takes place, whether it is a timing issue being rescheduled or a process issue being resolved, the overall effects it will have on the project must be assessed. If IQM2 and the City accept the proposed change, it is important to investigate the negative effects it will have on the project versus the positive effects it will have on the issue. Upon weighing this out, the team will make a decision to accept or deny the risk. • Issue Management
To minimize problems when issues arise IQM2 and the City need to have a plan in place for resolution. First the team needs to investigate process change and then consider application changes. Being open to compromise and/or alternatives is the soundest way to go forward as it allows resolution with little or no negative impact to the project plan. Of course, first and foremost, the resolution must satisfy all parties.
• Acceptance Management
Once the agency has been built and configured, tried and tested, JQM2 and the City will sign off that all conditions have been met. The sign off will show agreement with the agency configuration as well as accepting the design and processes as those that the staff will be trained on. Any stipulations to the above will be listed and resolved in an agreed upon manner.

Phase Ill: Remote - Final Refinements
• Stipulations
When the configuration process is complete and signed off, there are times when stipulations are part of the process. These are corrections or updates that we agree to complete prior to the onsite training in Phase IV.
• Final Changes
All final changes to the process need to be aired and instituted. Once IQM2 and the City move on from this point, there shouldn't be any more change, so as to be consistent with the material in Page4

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Packet Pg. 126 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
training. When the users are presented with the MinuteTraq system for training, the configuration and process should be locked down.
• Review Plans
A last review will be done on all plans to make sure they still fit. Although IQM2 and the City will most likely not want to change anything from this point on, it's best to take one last look and weigh any possible changes versu.s the risk.

Phase IV: User Training and Go Parallel
• Sub-Phase 1
During this Sub-Phase IQM2 will be showing everyone involved in the upcoming training a demo of the system as configured so they will understand what the goals are and where they fit in.

Following the demo there will be a quick session with the system administrators and managers to mal<e sure they are prepared to support the system. IQM2 will then begin the first submitter training. The key focus of the submitter training will be creating legislative files. Topics ranging from selecting the proper template to submitting the file will be covered. IQM2 begins with a simple, basic file and end with a complex entry including all available features. • Sub-Phase 2
IQM2 begins this Sub-Phase by repeating the submitter training and then focusing on creating agendas. By utilizing the legislative files created by the submitters, our first agenda will be created. The feature in Minute Traq for creating agendas is called the Agenda Wizard. The Agenda Wizard allows for the creation of default outlines that are specific to a meeting group or type. The City will learn how to create these default outlines which ultimately will provide for the automation of the agenda process. Once the agenda outlines are created they are generated to a finished agenda printout. To complete the process the City will learn how to publish to the web portal and distribute copies to predetermined distribution lists. • Sub-Phase 3
The next step in the process is to record all of the happenings of the meeting, which include the roll call, meeting comments and the vote results. The Minutes Maker is the tool in MinuteTraq • that manages this part of the process. The City will learn all of its features through to the point of publishing and distributing; which is basically the same as in the Agenda Wizard. The second part of this Phase will be used to enter parallel data for an upcoming meeting. This will allow the City to use the MinuteTraq meeting process with real data and compare it to an actual meeting.

Based on the success of this the City will be able to begin to focus on a live meeting. • Sub-Phase 4
During this Phase of training IQM2 will check in with all people and departments that were trained to make sure that everyone is comfortable with the system and that no questions remain unanswered.

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Packet Pg. 127 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
• Training Completion Acceptance
As IQM2 concludes the training and have confirmed with all parties that IQM2 has achieved its training goals, IQM2 training staff will do a sign off that demonstrates Training Completion Acceptance.

Phase V: Remote - Parallel Meeting and Go Live Preparation • Parallel Meeting
The Parallel Meeting involves dual entry of data for an upcoming meeting. The meeting documents are created both in MinuteTraq and by the current process. If the MinuteTraq documents have successfully succeeded the current process IQM2 and the City will go to the meeting with those. If the documents still need further refinement, IQM2 and the City will go to the meeting with the legacy documents and make sure any issues are corrected prior to the next meeting.
• Status Meeting
Following the Parallel Meeting a Status Meeting (conference call) is held to discuss the meeting outcome. If necessary there will be another Parallel Meeting, but in most cases IQM2 and the City will be able to move on to going live with the system. At this point IQM2 and the City agree on the Go Live Meeting date.
• Start Go Live
Starting the Go Live process basically puts the agency 100% in MinuteTraq mode; there is no reason to go back and produce any documents using the legacy method. If any issues come up they will be addressed immediately so there are no voids in the system. • Web Portal Link
Once live documents are created and are part of the system, the next step is to make them available to the public via the IQM2 Web Portal. The Web Portal is a place where they can view meeting documents by the calendar, search for resolutions, ordinances, and any other type of meeting document and if media is available, search and view that. There are a number of ways that the Web Portal can be seamlessly integrated with any current web site.

Completion Review - Live Status
• Status Call with Project Te_am
As Live Meetings are produced, questions and possible issues may arise. For that reason, IQM2 and the City will plan a follow up Status Meeting to make sure if any of these things do exist, that they are answered or resolved in a satisfactory manner and timeframe. IQM2 also appreciates feedback and would like to hear the success stories from a new, live customer.

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Packet Pg. 128 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) M2 Open Suite Platform Implementation IQM2.com
Phase VI: (Optional) - Advanced Functions
• Suggested Advanced Function Training Topics
The M2 Suite has many options and functions available, and many of these may not have been originally purchased and/or addressed as they are advanced features of the system. Once MinuteTraq has been successfully deployed it's a good idea to investigate what other features will fit the City and how to go about using them. A conversation with IQM2 staff will help determine what will best fit with the City's future plans as well as what else can be done to add additional efficiencies. Some of the Advanced Functions are listed below:
1) End User Reports (advanced), searching
2) Letter Factory
3) Legal Notices
4) Work Planner
5) Work Flow and Routing
6) Other Documents
7) Templates Concept and Methodology (Admin Users)
8) Tasks/Follow Actions (All Users)

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Packet Pg. 129 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITC
Terms (See Attached)

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Packet Pg. 130 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) G 'TvEFtl\J Sivil1..RTER
Government Meeting Management
Software
City of Santa Monica, CA
Submitted By:

Katie Dyer
Account Representative
IQM2 Inc.
100 Comae Street
Ronkonkoma, NY 11779
(631) 619-2017
8/13/2013

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Packet Pg. 131 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) IQMZ, Inc. Terms, Conditions and Pricing for
City of Santa Monica
IMPORTANT NOTICE TO USER: IQM2, Inc. owns all intellectual property in the MinuteTraq, MediaTraq and EBoardroom software "Software". You shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. This Agreement wi!l be governed by the laws in force !n the State of New York.

1. Reseller Terms. The following terms are required to be included in all of Carahsoft's (Reseller) Software subLicense and Service Agreements and shall govern all End User orders for IQM2 sublicensed there under. All Purchase Orders and payments must be made out to Carahsoft Technology Corp.

2. Software License. This software program and the accompanying files, software updates, lists and documentation are licensed, not so!d, to you. You may install and Use a copy of the Software on your compatible computer for the purpose of connecting to the hosted service provided by IQM2 as !ong as you are a current subscriber and maintain your monthly or annual continued services for the app!icable licenses.

3. Continued Services

3.1 Updates and Renewals. If the Software is an Update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by IQM2.Customer agrees to install all updates, Including any enhancements, for the Software in accordance with the instructions provided by IQM2.

3.2 Service Level Agreement "SLA". Technical support is available twenty-four (24) hours per day, seven (7) days per week for the term of this Agreement. IQM2 policy requires a response from a support staff member within 60 minutes which will result (if necessary) in a formal submission of a case #. Client will be notified of estimated resolution schedule.

3.3 Hosting. IQM2 agrees to maintain customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. IQM2 will perform nightly backups of your hosted data to an alternate physical location.

3.4 Ownership of Data. All hosted data belongs to the customer. At the request of the customer IQM2 will provide a backup of al! database information and files through a downloadable backup or DVD. IQM2 agrees to provide this service without charge at least once per year.

4. Payment Terms & Fees

4.lBilling Procedures. Saas Services of $11 377.85 per month blHing wiil begin upon project start date (first discovery call with trainer). Each subsequent payment will occur on the 1st or 15th of each month. IQM2 reserves the right to charge a 5% cost of living per year. Payment Terms are NET 30 Days. This agreement can be terminated at any time with 30 days prior written notice. Initial here. __ ~

4.2Travel Expenses. Travel expenses are not Included and will be invoiced separately.

4.3Hardware. IQM2 does not warranty any hardware. Should IQM2 ct1oose to furnish encoder hardware as part of our MediaTraq video streaming service at no additional cost, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost.

5. Limitation of Liability. In no event will IQM2 be liable to you for any damages, claims or costs whatsoever or any consequential, indirect, incidental damages, or any Jost profits or lost savings, even if an IQM2 representative has been advised of the possiblllty of such loss, damages, claims or costs or for any claim by any third party. The foregoing limltations and exclusions apply to the extent permitted by applicable law in your jurisdiction. IQM2's aggregate liability shall be llmited to the amount contracted for the software, if any.

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Packet Pg. 132 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

6. Pricing Structure:

SKU # Description Monthly Saas
IQJ~v12
!NTHUGENT MHTJNG M,\N;\Gl'Mf.NT
One Time
20·310 MinuteTraq · Unlimited
10-002 System Conflguration, Implementation & Training
Total--MonthlySaaS
$1,377.85 / mo
Waived/Included ... """""" .... """-·--"-·"···-····-------•.•...•.... """ ------- -···- Optional Additions (if adopted within the next 12 months):
21-310 MediaTraq - Unlimited $1,000 / mo
22·310 e-Boardroom • Unlimited $960 I mo
Contract Number 4476961
"All Products Purchased under this agreement are available via Electronic Distribution only. No tangible media or documentation will be available or shipped under this agreement. Access to the products purchased under this agreement is in no way dependent upon any tangible media that may have been received prior to, or separately from, this agreement.

To support the California sales and use tax exempt status of electronically downloaded software allowed under California regulation 1502 (F) (1) (D), vendor invoices for all purchases made under this agreement must accurately state that software distribution is solely via electronic download and that no tangible media or documentation will be shipped to or received by our agency."
City of Santa Monica, CA
Signature
Printed Name, Title
Date:

Please Sign Below and Send to:

KATIE DYER
IQM2 AT CARAHSOFT TECHNOLOGY CORP.
12369 Sunrise Valley Drive, Suite D2
Reston, VA 20191
Phone: (703) 889-9701
Fax: (703)871-8505
KATIE. DYER@CARAHSOFT .COM
Carahsoft Technology Corp.

Signature
Printed Name, Title
Date:

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Packet Pg. 133 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carab,~Qft '"'"''"'"''''-"j;;'/ \;'Joy
Billing Contact:

Billin Address:

Billin Email:

Billin Phone:

IQM2, Inc.

Signature s
Printed Name, Title
Date:

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Packet Pg. 134 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITD
Professional Services Agreement Insurance Requirements
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 · covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant.

Other Insurance Provisions

1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status {CGL policy): The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations. The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85. b. Primary Coverage (all policies): For any claims related to this Agreement, the Consultant's insurance shall be primary as respects the City of Santa

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Packet Pg. 135 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.
d. Waiver of Subrogation: Consultant hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

Failure to Maintain Insurance Coverage

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Packet Pg. 136 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, the City of Santa Monica may purchase such coverage (but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.

Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

Footnotes
# 1: Workers' Compensation insurance coverage is not required if the Consultant does not have employees. The Consultant must, however, execute the City's Workers' Compensation Coverage Exemption Declaration Form.

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Packet Pg. 137 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) FIRST MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This First Modification of Agreement Number ____ (CCS) ("First Modification"), entered into as of 1'1'\0-1}- (¢ ____ , 2014, by and between the City of Santa Monica, a municipal corporation ~"City"), and IQM2, Inc. (IQM2) is made with reference to the following:

RECITALS
A. On or about October 7, 2013, the City and 1QM2 entered into Agreement Number 9784 (CCS) for professional, software, and web hosting services for an agenda management system ("Original Agreement").

B. The City and 1QM2 desire to modify the Original Agreement to foclude additional services to be performed by IQM2 to enhance the agenda management system.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Original Agreement as follows:

1. Section 1 of the Original Agreement entitled "Term" shall be deleted in its entirety and replaced with the following paragraph:

Term. This Agreement begins on the Execution Date and terminates on June 30, 2018, unless terminated earlier as set forth in the Original Agreement or extended by the parties in writing.

2. Section 2 of the Original Agreement entitled "IQM2 Services" shall be modified by adding the following paragraph:

Additional Services. IQM2 will perform all of the additional services ("Additional Services") described in Exhibit Al, Scope of Services.

IQM2 will complete the Additional Services in accordance with Exhibit B-1, Budget.

3. Section 4 of the Original Agreement entitled "Compensation" shall be modified by adding the following paragraph:

Compensation. The City will compensate IQM2 for the Services in an amount not to exceed $13,000, as set forth in Exhibit B-1. The total contract price for services pursuant to the Original Agreement and this First Modification shall not exceed $85,357.

4. Exhibit A 1 and Exhibit B-1 are attached hereto incorporated herein by this reference. 1 5.A.c
Packet Pg. 138 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

5. Except as expressly modified by this First Modification, all other terms and conditions of the Original Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this First Modification as of the date and year first written above.

ATTEST:

SARAH P. GORMAN
City Clerk
APPROVED AS TO FORM:
2 CITY OF SANTA MONICA,
a municipal corporation
By:~
City Manager
IQM2 Corporation
Name: _ ,);\"?S\ t:AJ\-~i~\
Title: r\/ ~ ··

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Packet Pg. 139 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Attachment A-1
Scope of Services
---- IQMTwill-pYovio,.-t11eCiWofSanfaMonicaWitn-MinuteTraq;the Legislative andAgenaa-Management framework of IQM2's Government Meeting Platform. The system will provide functionality to manage all meeting documen.ts, reviewing processes and procedures, creating agenda packets, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. Key standard components of the system include the following:
• Centralized Document Database
• Workflow, Routing, and Review Process
• Attachments and Importing
• PDF Printer
• Document Generation
• Fast Re-Generation Technology to quickly modify and regenerate documents • History Tracking and Audit Trail
• Revision Tracking and Comparing
• Information Sharing and Delivery
• Meeting Capture and Streaming
• Task Follow-Up and Process Tracking
• Free Ongoing Training
Additional Services
In addition to the standard platform detailed above and in the original agreement, IQM2 will provide the City of Santa Monica with an enhancement to the agenda management system to provide the following additional template-driven functionality.
• Template Grouping and Organization
• Field-Driven, Field-Specific Template Filtering
• Hyperlink functionality in Rich Text Fields
• Improvements to Template Selector
This enhancement is detailed below.

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Packet Pg. 140 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Standard Language Guide EnhancementTemplate Properties, Grouping & Organizing • Currently templates can belong to multiple Template Types but there is only a template type defined for the discussion and body but no comments. Additionally the XML templates are mixed in with the Body templates.
• Header and Insert templates are used for "Generating" and should be left alone and considered separate. It would be preferable to have the Template List operate in two different modes (Generating Templates and New Templates/ Standard Language Guide) which could have 2 different menu options or some kind ofTab on the list that lets the list filter between these two types.
• Template Types: Currently the Usage field on a template allows for this partially but does not have enough defined types.
o New: Minutes Statement
o New: Minutes Motion
o New: Discussion --> Rename to: New: Legislative Discussion o New: Legislative File
• This one will only be used for the XML templates
• Move any Non-XML templates of this type to the new type below (New: Legislative Body).
• Add the following Template Types
o New: Legislative Comments
o New: Legislative Body (Move any non-XML to Legislative File templates to this new type) • Clarifying Info
o New Templates - New XML for Legi Files (Can't be edited except for properties) o Language Guide - essentially the "New" type templates • Body
• Discussion
• Comments
• Statements
• Motions
• Template Properties for New Legislative Files - When creating a template of type New Legislative File you are prompted for the File Type. This should be extended to any of the fields that apply to the file type (New: Legislative File, Body, Discussion and Comments). It should be optional so a template could apply to all or a specific file type.

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Packet Pg. 141 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Template Name SLG - Body
. Usages New: Legislative File
Additional Usages
"
• Additional Usages Field= Language Groups
o This field will be used for these template types as "Language Groups". o The label should dynamically switch between "Additional Usages" and "Language Groups" depending if a Generating Templates or Language Templates are being indicated in the Usage.
o Additional instructional labels should be added under the "Additional Usages" that better explains what the user should use this field:
• Add report names to each line which allow you to customize this template in different modes. The additional report names will appear under the drop down menus in the Agenda Wizard and Minutes Maker.
• Add names of Language Groups that you would like this template to be grouped under and included in when being selected for specific uses. When selecting a template from a hyper/ink the language groups can be used to limit the templates available for a specific selection.

Usages New Legislative File "
Addilicn,1..._

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Packet Pg. 142 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Filtering Templates based on Field(s) being Used
• New Button - When starting a new Legislative file from the beginning the template selector should be modified to show all "New" type templates for that file type being created. o This is a change in current behavior to include the discussion and new comments types. This could be a problem if there are discussion templates that are unwanted. Need further investigating.
• Use Template - When using the "Select Template" field from the toolbar the dialog form should only show templates where the usage (aka Template Type) has the matching type selected:
o Discussion, Body, Comments ==> New: Legislative XXX
• If the Legislative File Type is specified on a template then this also should be considered part of the filtering parameters. If a template has this field blank then it applies to all file types.
o Agenda and Minutes Motion or Statement ==> New: Minutes Motion, New: Minutes Statement
"Click Here" Hyperlinks in Rich Text Fields
• When loading a Rich Text field automatic recognize some delimiting mark that turns the text into a hyperlink:
• «CLICK TO SELECT»
• «CLICK TO SELECT: Vendor Selection»
o This would allow them to select templates where the Standard Language Group was "Vendor Selection". The dialog box would limit the templates based on both the field and the group.
• Templates that selected may also have these delimiters so inserting a template could bring across additional hyperlinks to click and select.
• After selecting template the delimiter is removed entirely. If the delimiter is the only nonwhitespace within the paragraph then the extra paragraph is removed. If the delimiter is included from within a paragraph then just the delimiter is cleared.

Cc-mme.rits:
!Standard Language Guide for: Discussion
r <CLICK TO SELECT: Vendm Selection>_?
Sbcrt t1amed': ! ..... .

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Packet Pg. 143 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) • The Rich Text editor is used on forms. All areas should be confirmed to work properly after the changes:
o Legislative Files
o Template Editor
o Agenda Comments
o Minutes Comments
o Legal Notice Editor
o Attachment/ Note editor
o Task Notes Editor
o Template Set Editor
Improvements to Template Selector
• Groupings should show in list when a list is showing more than one group - if possible. • There may be limitations of the control that prevent grouping from showing. We also may choose to deploy Language Tagging instead of Grouping. • Text filter at top, focus is defaulted here and as user types the list of templates filters down by keywords in name, description and language groups.

Name
!J;l Blank Template
BMilGM¥4
0 Overwrite All Text in Editor · OK Cancel

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Packet Pg. 144 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Not Final
• IQM2 reserves the right to modify or expand the specifications. • Specifically in regards to the Grouping. We believe it may actually be more flexible to deploy "Tagging" instead and allow the Template selector hyperlinks the ability to select multiple tags ("groups") with comma separated list. The display of the templates on the template selection dialog may be affected.

Functional Cleanup as Part of Project
There are a few other minor changes to the software that will be made as part of the project.

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Packet Pg. 145 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-1
Budget
The City will compensate IQM2 in a total amount not to exceed $85,357.

Monthly service and maintenance fee for up to five years Additional Services
Project: Enhancements to the Agenda Management System
Contingency
$1,377.85
$11,000.00
$2,000.00
Not-to-exceed amount $13,000.00
$5500 will be paid at commencement of the Enhancements to the Agenda Management System project.

The remainder will be paid at project completion and delivery, defined by incorporation of new custom template functionality residing in MinuteTraq. IQM2 will provide City with reviews of development progress at regular intervals to obtain City's verification that custom functionality being developed meets with City's requirements and expectations. The estimated time to complete the enhancement project is five weeks from Monday, March 25, which is April 28, 2014.

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Packet Pg. 146 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

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Packet Pg. 147 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) SECOND MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Second Modification of~reement Number 9784 (CCS) ("Second Modification"), entered into as of _;J_ __ _ J.(L ___ , 2018, by and between the City of Santa Monica, a municipal corporatio ("City"), and Carahsoft Technology Corporation (CARAHSOFT) is made with reference to the following:

RECITALS
A On or about October 7, 2013, the City and 1QM2/CARAHSOFT entered into Agreement Number 9784 (CCS) for professional, software, and web hosting services for an agenda management system ("Original Agreement").

B. On or about May 6, 2014, the City and IQM2/CARAHSOFT entered into a First Modification of Agreement Number 9784 (CCS) ("First Modification") which included additional services to be performed by 1QM2 to enhance the agenda management system. The Original Agreement and First Modification may be referred to collectively herein as "the Agreement."
C. On or about June 4, 2014, IQM2 was acquired by Accela.

D. On or about March 13, 2018, Accela sold its agenda management system to Granicus.

E. The City and CARAHSOFT desire to modify the Agreement to extend the contract term and increase the contract price to pay for those additional services.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled "Term" shall be deleted in its entirety and replaced with the following paragraph:

Term, This Agreement begins on the Execution Date and terminates on June 30, 2019, unless terminated earlier as set forth in the Agreement or extended by the parties in writing.

2. Section 2 of the Agreement entitled "CARAHSOFT Services" shall be modified by adding the following paragraph:

Additional Services. CARAHSOFT will perform all of the additional services ("Additional Services") described in Exhibit A-2, Scope of Services. CARAHSOFT will complete the Additional Services in accordance with Exhibit B-2, Budget.

3. Section 4 of the Agreement entitled "Compensation" shall be modified by adding the following paragraph:

Compensation, The City will compensate CARAHSOFT for the Addi1 August 2017

5.A.c
Packet Pg. 148 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) tional Services in an amount not to exceed $17,692, as set forth in Exhibit B-2. The total contract price for services purs'uant to the Original Agreement, the First Modification, and this Second Modification shall not exceed $165,424.

4. Exhibit A2 and Exhibit B-2 are attached hereto and incorporated herein by this reference.

5. Except as expressly modified by this Second Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Second Modification as of the date and year first written above.

ATTEST:
1<i-t,tuJ1,: vdti {U/[rJd1t ·il40tt

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:

LANE DILG
City Attorney
2 ~~:'lfil(AL

ICKCOLE
City Manager

CARAHSO TECHNOLOGY
CORP
By: -t--M-+------'-----ob--:-------
Name: .._===-"-'-----'---'--'""""------
Title:--'----'--"-"-~--'-'---'-----------
August 2017

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Packet Pg. 149 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ExhibitA2
Scope of Services

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Packet Pg. 150 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management
As used herein, "Accela" refers to Accela, Inc., the owner of the Accela Legislative Management software subscription services ("Software"). "Customer' or "End User" refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software. By installing or using the licensed software from Accela, Inc., the End User ("Customer") is agreeing to be bound by the Accela End User Terms and Conditions. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions:

1. Accela owns all intellectual property in the Software. Customer shall not modify, adapt, translate, rent, lease or otherwise attempt to discover the Software source code. The Software and the accompanying files, software updates, lists and documentation are licensed, not sold, to Customer. Customer may install and use a copy of the Software on its compatible computer for the purpose of connecting to the hosted service provided by Accela as long as Customer is a current subscriber for the applicable licenses.

2. If the Software.is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Corrections of substantial defects in the Software so that the Software will operate as purported will be rectified by Accela. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Accela. Accela agrees to maintain Customer data in a Tier-3 datacenter and is committed to providing 99.9% uptime and availability. Accela will perform nightly backups of your hosted data to an alternate physical location.

3. All hosted data belongs to the Customer. Within thirty (30) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer's data without additional charge through a downloadable backup or DVD.

4. Subscription terms are twelve (12) calendar months in duration.

5. Should on-site support requiring travel by Accela staff be requested by Customer, Accela will provide on-site assistance at Accela's then-current time-and-materials rates. In addition to these charges, Customer will compensate Accela for associated airfare, lodging, rental transportation, meals, and other incidental expenses as such expenses accrue and will be billed at cost and invoiced separately.

6. Accela does not warrant any hardware. Should Accela furnish encoder hardware as part of the Civic Streaming video streaming service, hardware warranty is through manufacturer repair or replacement only. Any hardware issues requiring new equipment not covered by the warranty will be billed to the client at cost. Any upgrades, additional encoders, etc. will be billed to client. Any hardware furnished to client as part of Accela's services is to be returned to Accela upon termination of associated services. Accela has no obligation for any claim based upon a modified version of the Software or the combination or operation of the Software with any product, data, or apparatus not provided by Accela. Accela provides no warranty whatsoever for any third-party hardware or software products. Except as expressly set forth herein, Accela disclaims any and all express and implied warranties, including but not necessarily limited to warranties of merchantability and fitness for a particular purpose.

Third-party applications which utilize or rely upon the Services may be adversely affected by remedial or other actions performed pursuant to these Terms and Conditions; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Software Services "as is" without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables.

5.A.c
Packet Pg. 151 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

7. LIMIT OF LIABILITY: ACCELA WILL, AT ALL TIMES DURING THE AGREEMENT, MAINTAIN APPROPRIATE INSURANCE COVERAGE. TO THE EXTENT NOT OFFSET BY ITS INSURANCE COVERAGE

AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAWS, IN NO EVENT WILL ACCELA'S

CUMULATIVE LIABILITY FOR ANY GENERAL, INCIDENTAL, SPECIAL, COMPENSATORY, OR PUNITIVE DAMAGES WHATSOEVER SUFFERED BY CUSTOMEROR-ANYOTHERi'l:RSON-ClRt:NTITYEXeJ:J:DTHEFEES PAID TO ACCELA BY CUSTOMER DURING THE TWELVE (12) CALENDAR MONTHS IMMEDIATELY

PRECEDING THE CIRCUMSTANCES WHICH GIVE RISE TO SUCH CLAIM(S) OF LIABILITY, EVEN IF ACCELA OR ITS AGENTS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

8. Either Accela or Customer may terminate if the other party materially breaches these Terms and Conditions and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration, all rights granted to Customer are cancelled and revert to Accela.

Signature Date

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Packet Pg. 152 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-2
Budget

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Packet Pg. 153 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION

ACCELA GOVERNMENT AT CARAHSOFT
eAccela ca rah soft.
l860 IVIICl-1/-\El_ f··;\f'{J'.\U/W DHI\J[ I '.)UI CE 100 I Rl=STUI\I, Vll{<.::ill\Jli\ )(J:I.C:10 1-'l·iOi\lE (7U3) (1/J-/_ViOCJ I F/\X (705) (PJ.--(\SOS I TOU.1-·:p,ff: ([1,BI',) 66CN\/II-I W\1\i\1\/. C1\ I~ /.\1-·I SO H. (01\11
TO:

EMAIL:

Christopher Smith
Priilcipal Administrative Analyst
City of Santa Monica
1685 Main Street, Suite 209
Santa Monica, CA 90401
[email protected]
PHONE: (310) 458-8301 FAX:

TERMS: FTIN: 52-2189693
Shipping Point FOB Destination
Credit Cards: VISNMasterCard/AMEX
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1 P3C5
DUNS No: 088365767
Sales Tax May Apply
LINE NO. PART NO. DESCRIPTION
Ss60aa&Mt07ci01- Acce!a Legislative Mgmt - AQenda & Minutes R1 TO? P75-1 OOK City!TownNillage Renewal - 12
Months (1st Renewal Term)
Accela Inc
Start Date: 12/01/2017
End Date: 11/30/2018
SUBTOTAL:

FROM:

EMAIL:

Daniela Canedo
Carahsoft Technology Corp.
1860 Mich_ael Faraday Drive
Reston, Virginia 20190
[email protected]
PHONE: (703) 871-8663 FAX: (703) 871-8505
QUOTE NO:

QUOTE DATE:

QUOTE EXPIRES:

RFQ NO:

SHIPPING:

TOTAL PRICE:

TOTAL QUOTE:

QUOTE PRICE
10147240
08/21/2017
11/30/2017
GROUND
$17,691.60
$17,691.60

QTY EXTENDED PRICE
12 $17,691.60
$17,691.60 ·--------·------~-~--·-·-------~

CONFIDENTIAL
PAGE 1 ofl
TOTAL PRICE: $17,691.60
TOTAL QUOTE: $17,691.60
QUOTE DATE:

QUOTE NO:
08/21/2017
10147240

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Packet Pg. 154 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) carahsoft Granicus at Carahsoft G GRAN ICUS
1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I [email protected]
TO:

EMAIL:

Esterlina Lugo
Deputy City Clerk
City-of-Santa-Monica----
1685 Main Street, Suite 102
Santa Monica, CA 90401 USA
[email protected]
PHONE: (310) 458-8211
TERMS: FTIN: 52-2189693
Shipping Point: FOB Destination
Remit To: Same as Above
Payment Terms: Net 30 (On Approved Credit)
Cage Code: 1P3C5
DUNS No: 088365767
Credit Cards: VISA/MasterCard/AMEX
Sales Tax May Apply
LINE NO. PART NO. DESCRIPTION

BASE RENEWAL
SS60AA&MT07CI01- Accela Legislative Mgmt - Agenda & Minutes R2 TO? P75-100K City/TownNillage Renewal -12
Months (2nd Renewal Term)
Accela Inc- SS60AA&MT07CI01-R2
Start Date: 1210112018
End Date: 06/3012019
SUBTOTAL:

FROM:

EMAIL:

Kodja Schelte
Granicus Government at Carahsoft
- .1860.Michael Faraday.Drive
Suite 100
Reston, Virginia 20190
[email protected]
PHONE: (703) 921-4085 FAX: (703) 871-8505
QUOTE NO:

QUOTE DATE:

QUOTE EXPIRES:

RFQ NO:

SHIPPING:

TOTAL PRICE:

TOTAL QUOTE:

QUOTE PRICE
$1,474.30 OM
TOTAL PRICE:
----------~-
11698803
04/2412018
06130/2018
GROUND
$10,320.10
$10,320.10

QTY EXTENDED PRICE
7 $10,320.10
$10,320.10
$10,320.10
TOTAL QUOTE: $10,320.10

SUGGESTED OPTIONS
LINE NO. PART NO. DESCRIPTION
2 RENEWAL OPTION YEAR 1
SS60AA&MT07CI01- Accela Legislative Mgmt-Agenda & Minutes R3 T07 P75-1_00K CityfTownNillage Renewal - 12
Months (3rd Renewal Term)
Accela Inc- SS60AA&MT07CI01-R3
Start Date: 07101/2019
End Date: 06/3012020

CONFIDENTIAL

QUOTE PRICE QTY EXTENDED PRICE
$1,577.50 OM 12 $18,930.00
QUOTE DATE: 04/2412018

5.A.c
Packet Pg. 155 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Granicus at Carahsoft
1860 MICHAEL FARADAY DRIVE I SUITE 100 I RESTON, VIRGINIA 20190 PHONE (703) 871-8500 I FAX (703) 871-8505 I TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM I [email protected]
LINE NO. PART NO. DESCRIPTION QUOTE PRICE
3 4
RENEWAL OPTION VEAR 1 SUBTOTAL:

RENEWAL OPTION YEAR.~2~---~
SS60AA&MT07CI01- Accela Legislative Mgmt- Agencja & Minutes R4 T07 P75-100K City/TownNillage Renewal-12
Months (4th Renewal Term)
Accela lnc-SS60AA&MT07CI01-R4
Start Date: 07/01/2020
End Date: 06/30/2021
RENEWAL OPTION YEAR 2 SUBTOTAL:

RENEWAL OPTION VEAR 3
SS60M&MT07CI01- Accela Legislative Mgmt - Agenda & Minutes RS T07 P75-100K CityrrownNillage Renewal-12
Months (5th Renewal Term)
Accela lnc-SS60AA&MT07CI01-R5
Start Date: 07/01/2021
End Date: 06/30/2022
RENEWAL OPTION YEAR 3 SUBTOTAL:

SUGGESTED SUBTOTAL:
$1,687.93 OM
$1,806.09 OM

G GRANICUS

QTY EXTENDED PRICE
$18,930.00
12 $20,255.16
$20,255.16
12 $21,673.08
$21,673.08
$60,858.24
CONFIDENTIAL QUOTE DATE: 04/24/2018

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Packet Pg. 156 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

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Packet Pg. 157 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 THIRD MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Third Modification of Agreement Number 9784 (CCS) (“Third Modification”), executed as of _________________, 2019 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following:

C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

E. On or about July 10, 2018, the City and Carohsoft entered into a Second Modification of Agreement Number 9784 (CCS) (“Second Modification”) which extended the term of the Original Agreement to June 30, 2019 and set the compensation to be paid during the extended term. The Original Agreement, First Modification, and Second Modification may be referred to collectively herein as “the Agreement.”
F. The City and Carahsoft desire to modify the Agreement as set forth in this Third Modification.

TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following:

Term. This Agreement begins on the Execution Date and terminates DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 9/10/2019

5.A.c
Packet Pg. 158 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 on June 30, 2020, unless terminated earlier as set forth in the Agreement or extended by the parties in writing. The City shall have the option, at its discretion, to extend the Agreement for two (2) additional one-year terms (each an “Option Term”).

2. Section 2 of the Agreement entitled “Consultant Services” shall be deleted in its entirety and replaced with the following:

Consultant Services. Consultant will perform or cause to be performed, including by, through, or in conjunction with IQM2, Inc. (“IQM2), Accela, Inc. (“Accela”), and Granicus, Inc. (“Granicus”), all of the services (“Services”) described in the following: Exhibit A, City’s Request for Proposal (RFP); Exhibit B, Consultant’s Proposal; and Exhibit A-1, Scope of Services. Consultant will complete or cause the completion of the Services in accordance with the following: Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services).

3. Section 5 of the Agreement entitled “Compensation” shall be deleted in its entirety and replaced with the following:

Compensation. The City will compensate Consultant for Services performed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services performed during the period July 1, 2019 through June 30, 2020, shall not exceed $18,930, as set forth in Exhibit B-3, Budget. Compensation to Consultant for the Option Term July 1, 2020 through July 1, 2021 (if City exercises its option to extend the Agreement for this Option Term) shall not exceed $20,255.16, as set forth in Exhibit B-3, Budget.

Compensation to Consultant for the Option Term July 1, 2021 through June 30, 2022 (if City exercises its option to extend the Agreement for this Option Term) shall not exceed $21,673.08, as set forth in Exhibit B-3, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification and the Third Modification shall not exceed $165,424.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 159 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 4. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following:

7.1 All notices, demands, requests or approvals to the City:

City of Santa Monica
City Clerk’s Office
1685 Main Street, Room 102
Santa Monica, California 90401
Attn: Maria Dacanay, Administrative Analyst
With a copy to:

City Attorney’s Office
1685 Main Street, Room 310
Santa Monica, California 90401
Attn: City Attorney

7.2 All notices, demands, requests or approvals to Consultant:

Granicus Government at Carahsoft
1860 Michael Faraday Drive, Suite 100
Reston, Virginia 20190
Attn: Kodja Schelte, Account Manager

5. There is added to the Agreement a new Section 25 entitled “Exhibits” which shall read as follows:

Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein:

6. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, and this Third Modification shall be deemed to refer to Carahsoft.

7. The Agreement, as modified by this Third Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Third Modification.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

5.A.c
Packet Pg. 160 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 8. Exhibit B-3, Budget, attached hereto is incorporated by this reference as if fully set forth herein.

9. Except as expressly modified by this Third Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Third Modification as of the date and year first written above.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

LANE DILG
City Attorney

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

RICK COLE
City Manager
CARAHSOFT TECHNOLOGY Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51 Lane Dilg
City Attorney
9/5/2019
9/6/2019
Kodja Schelte
Carahsoft Technology Corporation
Account Manager
9/10/2019
City Manager
Rick Cole
City Clerk
Denise Anderson-Warren
9/10/2019

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Packet Pg. 161 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A3
Terms
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 162 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Legislative Management
As used herein, “Granicus” refers to Granicus LLC, a Minnesota Limited Liability Company. “Customer” or “End User” refers to the entity that executes a sales order with Reseller, Carahsoft Technology Group, for the Software.

By installing or using the licensed software fromGranicus, the End User (“Customer”) is agreeing to be bound by the Granicus Terms and Conditions found at https://granicus.com/pdfs/Master_Subscription_Agreement.pdf. The Software is protected under the laws of the United States and the individual states and by international treaty provisions. Granicus retains full ownership in the Software and grants to Customer a limited, nonexclusive, nontransferable license to use the Software, up to the limitations determined by the license purchased, subject to the following terms and conditions:

1. If the Software is an update to a previous version of the Software, you must possess a valid license to the previous version in order to use the Update. Customer agrees to install all updates, including any enhancements, for the Software in accordance with the instructions provided by Granicus. Granicus is committed to providing 99% uptime and availability.

2. All hosted data belongs to the Customer. Within ninety (90) calendar days following termination of this Agreement, Accela will provide a complete copy of Customer’s data.

3. Subscription terms are twelve (12) calendar months in duration. Carahsoft reserves the right to increase the annual fees by up to 7% during renewal at the anniversary date.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 163 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-3
Budget
As shown in the attached Government-Price Quotation, for Fiscal Year 2019-2020 (July 1, 2019 through June 30, 2020) the City will compensate Carahsoft an amount not to exceed $18,930, to be paid in the form of a monthly service & maintenance fee not to exceed $1,577.50 upon receipt of a monthly invoice.

Renewal Options
As shown in the attached Government-Price Quotation, should the City exercise its options to renew for the Option Terms, the City will compensate Carahsoft in amounts not to exceed the following:

Option Term 1: Fiscal Year 2020-2021 (July 1, 2020 through June 30, 2021) Total amount not to exceed $20,255.15, to be paid in the form of a monthly service & maintenance fee not to exceed $1,687.93 upon receipt of a monthly invoice.

Option Term 2: Fiscal Year 2021-2022 (July 1, 2021 through June 30, 2022) Total amount not to exceed $21,673.08, to be paid in the form of a monthly service & maintenance fee not to exceed $1,806.09 upon receipt of a monthly invoice.

DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 164 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION
Granicus at Carahsoft
QUOTE DATE:

QUOTE NO:
06/13/2019
16290846

CONFIDENTIAL
PAGE 1 of 2
1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | [email protected]
TO: Esterlina Lugo
Deputy City Clerk
City of Santa Monica
1685 Main Street, Suite 102
Santa Monica, CA 90401 USA
FROM: Kodja Schelte
Granicus Government at Carahsoft
1860 Michael Faraday Drive
Suite 100
Reston, Virginia 20190
EMAIL:

PHONE:
[email protected]
(310) 458-8211
EMAIL: [email protected]
PHONE: (703) 921-4085 FAX: (703) 871-8505
TERMS: FTIN: 52-2189693
Shipping Point: FOB Destination
QUOTE NO: 16290846
QUOTE DATE: 06/13/2019
Remit To: Same as Above
Cage Code: 1P3C5
QUOTE EXPIRES: 07/15/2019
Payment Terms: Net 30 (On Approved Credit) RFQ NO:

DUNS No: 088365767 SHIPPING: ESD
Credit Cards: VISA/MasterCard/AMEX TOTAL PRICE:

Sales Tax May Apply
$18,930.00
TOTAL QUOTE: $18,930.00
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE YEAR 1
1 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,577.50 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R3 (3rd Renewal Term)
Granicus - SS60AA&MT07CI01-R3
Start Date: 07/01/2019
End Date: 06/30/2020
12 $18,930.00
SUBTOTAL: $18,930.00
TOTAL PRICE: $18,930.00
TOTAL QUOTE: $18,930.00

SUGGESTED OPTIONS
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE RENEWAL OPTION YEAR 2
2 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,687.93 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R4 (4th Renewal Term)
Granicus - SS60AA&MT07CI01-R4
Start Date: 07/01/2020
End Date: 06/30/2021
12 $20,255.16
RENEWAL OPTION YEAR 2 SUBTOTAL: $20,255.16
RENEWAL OPTION YEAR 3
3 607- Granicus IQM2 - Agenda & Minutes T07 P75-100K $1,806.09 OM SS60AA&MT07CI01- City/Town/Village Renewal - Annual Subscription R5 (5th Renewal Term)
Granicus - SS60AA&MT07CI01-R5
Start Date: 07/01/2021
End Date: 06/30/2022
12 $21,673.08
RENEWAL OPTION YEAR 3 SUBTOTAL: $21,673.08
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 165 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

GOVERNMENT- PRICE QUOTATION
Granicus at Carahsoft
QUOTE DATE:

QUOTE NO:
06/13/2019
16290846

CONFIDENTIAL
PAGE 2 of 2
1860 MICHAEL FARADAY DRIVE | SUITE 100 | RESTON, VIRGINIA 20190 PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH WWW.CARAHSOFT.COM | [email protected]
LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE SUGGESTED SUBTOTAL: $41,928.24
DocuSign Envelope ID: CF02F2EA-257E-488B-99B6-F82518E0AA51

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Packet Pg. 166 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 1 FOURTH MODIFICATION OF AGREEMENT NO. 9784 (CCS)
This Fourth Modification of Agreement Number 9784 (CCS) (“Fourth Modification”), executed as of _________________, 2022 (“Execution Date”), by and between the City of Santa Monica, a municipal corporation (“City”), and Carahsoft Technology Corporation (“Carahsoft” also referred to as “Consultant”) is made with reference to the following:

C. On or about June 4, 2014, IQM2 was acquired by Accela, Inc. (“Accela”), which assumed responsibility, in conjunction with Carahsoft, for providing the Agenda Management System.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 6/30/2022

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Packet Pg. 167 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 2 TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Agreement as follows:

1. Section 1 of the Agreement entitled “Term” shall be deleted in its entirety and replaced with the following:

Term. This Agreement begins on the Execution Date and terminates on June 30, 2023, unless terminated earlier as set forth in the Agreement or extended by the parties in writing.

2. Section 5 of the Agreement entitled “Compensation” shall be deleted in its entirety and replaced with the following:

Compensation. The City will compensate Consultant for Services performed as set forth in Exhibits C, Terms, and B-1, Budget (for Services provided by, through, or in conjunction with IQM2); Exhibits A-2, Scope of Services, and B-2, Budget (for Services provided by, through, or in conjunction with Accela); and Exhibits B-2, Budget, and B-3, Budget (for Services provided by, through, or in conjunction with Granicus or any entity that assumes from Granicus responsibility for providing Services). Compensation to Consultant for Services performed during the period July 1, 2022 through June 30, 2023, shall not exceed $23,190, as set forth in Exhibit B-4, Budget. The total compensation to be paid by City for Services pursuant to the Original Agreement, the First Modification, the Second Modification, the Third Modification, and the Fourth Modification shall not exceed $188,614.

3. Sections 7.1 and 7.2 of the Agreement, which provide the addresses for notices, demands, requests or approvals to be given under the Agreement, are deleted in their entirety and replaced with the following:

7.1 All notices, demands, requests or approvals to the City:

City of Santa Monica
City Clerk’s Office
1685 Main Street, Room 102
Santa Monica, California 90401
Attn: Maria Dacanay, Administrative Analyst
With a copy to:

City Attorney’s Office
1685 Main Street, Room 310
Santa Monica, California 90401
Attn: Douglas Sloan, City Attorney
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

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Packet Pg. 168 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 3 7.2 All notices, demands, requests or approvals to Consultant:

Carahsoft Technology Corp.
11493 Sunset Hills Road, Suite 100
Reston, Virginia 20190
Attn: Kristina Smith, Contracts Manager

4. There is added to the Agreement a new Section 4 entitled “Exhibits” which shall read as follows:

Exhibits. The following exhibits are incorporated by reference into this Agreement as though fully set forth herein:

5. All references to Consultant in the Original Agreement, the First Modification, the Second Modification, the Third Modification, and this Fourth Modification shall be deemed to refer to Carahsoft.

6. The Agreement, as modified by this Fourth Modification, shall be deemed to have remained in effect throughout the entirety of the contract term, as extended by this Fourth Modification.

7. Exhibit B-4, Budget, attached hereto is incorporated by this reference as if fully set forth herein.

8. Except as expressly modified by this Fourth Modification, all other terms and conditions of the Agreement shall be and remain in full force and effect.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

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Packet Pg. 169 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) 4 IN WITNESS WHEREOF, the parties have executed this Fourth Modification as of the date and year first written above.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

LANE DILG
City Attorney

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

RICK COLE
City Manager
CARAHSOFT TECHNOLOGY Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DOUGLAS SLOAN City Attorney
Kristina Smith Contracts Manager
Carahsoft Technology Corp.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 Denise Anderson-Warren City Clerk David White City Manager

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Packet Pg. 170 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit A4
Terms
DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

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Packet Pg. 171 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 172
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 173
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 174
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 175
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 176
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 177
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 178
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 179
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Exhibit B-4
Budget
As shown in the attached Government-Price Quotation, for Fiscal Year 2022-2023 (July 1, 2022 through June 30, 2023) the City will compensate Carahsoft an amount not to exceed $23,190, to be paid in the form of a monthly service & maintenance fee not to exceed $1932.50 upon receipt of a monthly invoice.

DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350

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Packet Pg. 180 Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 181
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 182
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 183
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 DocuSign Envelope ID: 79E37464-087B-4B29-8386-77BDF7BE6350 5.A.c Packet Pg. 184
Attachment: Contract 9784 (5605 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.B
1 of 7
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services Subject: Authorization to Execute Agreements with Altec Industries, National Auto Fleet Group, and Folsom Lake Ford to Purchase City Vehicles Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15302 (Replacement or Reconstruction) of the California Environmental Quality Act (CEQA) guidelines.

2. Authorize the City Manager to negotiate and execute an agreement with Altec Industries for the purchase of 5 vehicles and equipment for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed $1,488,984, including a 10% contingency, over a five-year period, with future year funding contingent on Council budget approval.

3. Authorize the City Manager to negotiate and execute an agreement with National Auto Fleet Group for the purchase of 217 vehicles and equipment for the Public Works Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (c) and is for a total amount not to exceed $19,850,627, including a 10% contingency, over a fiveyear period, with future year funding contingent on Council budget approval.

Summary
City of Santa Monica staff provide essential services that maintain clean and safe neighborhoods and open spaces for the Santa Monica community. Several City department operations rely on vehicles and equipment managed and maintained by the

5.B
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Fleet Management Division. Many of these vehicles are aging past their cost-effective useful lives. To ensure reliable operations, to provide uninterrupted services to the community, to reduce downtime and maintenance costs, and to adjust to the current market conditions associated with supply chain constraints with all major vehicle manufacturers, staff recommends entering into agreements with three vendors to purchase 275 vehicles and equipment over the next five years in an amount not to exceed $25,352,857 (including a 10% contingency) based on competitive contract pricing available to government agencies.

Discussion
The Fleet Management Division is responsible for ensuring the City’s diverse fleet of over 800 vehicles are available, dependable, meet the highest environmental standards for a sustainable fleet, and are safe to operate from acquisition through disposal. The division routinely replaces vehicles that have reached the end of their cost-effective useful lives through the Vehicle Management Fund. These vehicles are vital to essential operations and Fleet Management Division works together with each City division to extend the useful lives of their vehicles as much as possible. Many of these vehicles and equipment have or will have reached their cost-effective useful life at their scheduled replacement year, some incurring maintenance costs of approximately 50% of the original purchase cost over the last two years. Due to their age and use, these vehicles require significant ongoing maintenance and repair costs to remain reliable, safe, and operational.

In response to the budgetary impacts of the COVID-19 pandemic, contributions to the Vehicle Management Fund were suspended for the Beach Fund and the General Fund.

The General Fund contributes a majority of the funding for the Vehicle Management Fund. As a result, vehicle replacements were temporarily suspended unless they were necessary for public safety or for the operation of essential City services. As we continue to recover from the impacts of the COVID-19 pandemic, Fleet Management has begun to ramp up the replacement of city vehicles.

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Current economic challenges with all major vehicle manufacturers, including a high demand for vehicles, limited vehicle availability, and long lead times, have impacted the City’s ability to promptly replace vehicles when they have reached the end of their costeffective useful life. For example, Ford releases various ordering timelines per model year annually and provides dates for when they will accept orders (ordering windows).

The ordering windows are extremely brief due to supply chain constraints and more so due to recent United Auto Workers (UAE) strikes. Recently, Ford has required an executed agreement or purchase order before they will accept an order. This new requirement has hindered the City’s success in fulfilling current and future vehicle replacements due to the City’s procurement process to obtain an agreement or purchase order. This process can be protracted further if City Council authorization is required.

Given these factors, as well as the average delivery time of up to two years for some vehicles, it would benefit the City to proactively obtain authorization for the procurement and replacement of these vehicles before the ordering windows open, and to align with new auto manufacturer requirements.

Without advanced procurement authority, vehicle orders would miss the ordering windows and staff would be forced to keep some vehicles past their cost-effective useful life and subsequently incur higher breakdown and maintenance costs. This would result in negative impacts to essential services provided to the Santa Monica community.

Staff have identified 275 vehicles and equipment that will be due for replacement within the next five years, including those delayed during the temporary replacement suspension. If the procurement authority is approved ahead of time, it would place the City in a more competitive position when manufacturers begin to accept orders for each year and would ensure the timeline for replacement is not extended any further past the cost-effective useful life of the vehicles. These essential vehicles are key to public safety, maintaining our open spaces, and supporting the City Council’s priority of a Clean and Safe Santa Monica.

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Staff is recommending the purchase of these 275 vehicles and equipment over the next five years for a total amount not to exceed $25,352,857, including a 10% contingency, as itemized in Table 1. Funding for the replacement of past due vehicles and FY 2023- 24 vehicles is currently available and has been collected over each asset’s useful life.

Future vehicle replacement funding has and will continue to be collected for each vehicle through its replacement year.

Table 1 – Quantity and Estimated Cost of Vehicles by Fund Source Fund Quantity Total
Airport 1 $78,761
Beach Rec. 5 $401,162
Cemetery 2 $122,793
General 231 $19,808,361
RRR 13 $1,675,725
Risk 1 $70,368
Wastewater 5 $394,917
Water 17 $2,800,770
Total 275 $25,352,857
These 275 vehicles and equipment are crucial to City operations. As seen in Figure 1, 49% of these vehicles will support departments that provide public safety services (Police Department and Fire Department) and 42% of these vehicles will support departments that provide essential services to Santa Monica residents, visitors, businesses, and staff (Public Works Department).

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Vendor Selection
Exception to Competitive Bidding
Staff recommends: 1) Altec Industries, a distributor of Public Utility Equipment with Related Accessories and Supplies, to furnish and deliver 5 vehicles and; 2) National Auto Fleet Group, a distributor of Class 4-8 Chassis with Related Equipment, Accessories, and Services, to furnish and deliver 217 Class 4-8 vehicles, trucks, and equipment and; 3) Folsom Lake Ford, a distributer of Enforcement Vehicles, Police Pursuit - Ford Explorer V6 AWD & Ford Explorer V6 AWD - HEV, to furnish and deliver 53 utility vehicles as an exception to competitive bidding under Santa Monica Municipal Code Section 2.24.250 (c): “Competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price.”
On September 16, 2021, Sourcewell issued an RFP for Public Utility Equipment with Related Accessories and Supplies. Under the terms of the RFP, and the resulting Sourcewell Agreement with Altec Industries, similar nationally leveraged purchasing discounts are also available to other government agencies. Sourcewell Agreement #110421-ALT was established on January 12, 2022, expires December 27, 2025, and has one one-year renewal option.

On September 30, 2021, the California Department of General Services issued a Request for Proposals (RFP) for a Midsize Utility Vehicle, Law Enforcement High Speed Vehicle Police Pursuit. Under the terms of the RFP, and the resulting Statewide Contract Agreement with Folsom Lake Ford, similar nationally leveraged purchasing discounts are also available to other government agencies. Statewide Contract

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Agreement # 1-22-23-14C was established on May 11, 2022, expires May 10, 2025.

On April 16, 2020, Sourcewell issued an RFP for Class 4-8 chassis with related equipment. Under the terms of the RFP, and the resulting Sourcewell Agreement with National Auto Fleet Group, similar nationally leveraged purchasing discounts are also available to other government agencies. Sourcewell Agreement #060920-NAF was established on August 3, 2020, expires August 1, 2024, and has one one-year renewal option.

Sourcewell and The California Department of General Services are cooperative purchasing agencies that serve government, education, and nonprofit organizations.

As cooperative purchasing agencies, they acquire goods or services by aggregating the demand of two or more entities in an effort to obtain more economical pricing. The cooperative agreements are set to expire prior to the City’s recommended five-year agreement term, but staff anticipates the contracts will be renewed and the term will be extended. If the cooperative agreements are not renewed, staff would return to Council for authority with the new awarded vendor, if different than the current vendors. c. competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price.

Environmental Review
The purchase orders for replacement vehicles are categorically exempt from CEQA pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA Guidelines.

Section 15302 exempts Class 2 projects which “consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced”. The replacement vehicles would replace existing City fleet vehicles, with essentially the same purpose and capacity.

Therefore, the purchase orders are categorically exempt from CEQA pursuant to Section 15302.

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Management Fund to award agreements with the vendors below for the purchase and delivery of 275 vehicles and equipment for a total amount not to exceed $25,352,857 over five years.

Agreement Request – Altec Industries – 5 Vehicles

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FY 2023-24 Request
Amount
CIP Account # Future Years
Amount
Total Amount
$0 C7000010.689000 $1,488,984 $1,488,984
$0 $1,488,984 $1,488,984
Agreement Request – National Auto Fleet Group – 217 Vehicles FY 2023-24 Request
Amount
CIP Account # Future Years
Amount
Total Amount
$5,287,012 C7000010.689000 $14,563,615 $19,850,627
$5,287,012 $14,563,615 $19,850,627
Agreement Request – Folsom Lake Ford – 53 Vehicles
FY 2023-24 Request
Amount
CIP Account # Future Years
Amount
Total Amount
$225,332 C7000010.689000 $3,787,914 $4,013,246
$225,332 $3,787,914 $4,013,246
Future year funding is contingent on Council budget approval.

Prepared By: Doris Mejia, Senior Administrative Analyst Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form - NAFG
B. Oaks Initiative Form - Folsom Lake Ford
C. Oaks_Altec Industries

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5.B.a
Packet Pg. 192 Attachment: Oaks Initiative Form - NAFG (5936 : Authorization of Agreements to Purchase Vehicles with Altec, NAFG, and Folsom Lake

5.B.a
Packet Pg. 193 Attachment: Oaks Initiative Form - NAFG (5936 : Authorization of Agreements to Purchase Vehicles with Altec, NAFG, and Folsom Lake

5.B.b
Packet Pg. 194 Attachment: Oaks Initiative Form - Folsom Lake Ford [Revision 1] (5936 : Authorization of Agreements to Purchase Vehicles with Altec, NAFG,

5.B.c
Packet Pg. 195 Attachment: Oaks_Altec Industries [Revision 1] (5936 : Authorization of Agreements to Purchase Vehicles with Altec, NAFG, and Folsom Lake

5.B.c
Packet Pg. 196 Attachment: Oaks_Altec Industries [Revision 1] (5936 : Authorization of Agreements to Purchase Vehicles with Altec, NAFG, and Folsom Lake City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.C
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Public Landscape Subject: Award Bid and Issue a Purchase Order to HASA, Inc. for Pool Chemicals and Supplies
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities) of the California Environmental Quality Act (CEQA) guidelines.

2. Award Bid #4470 to HASA, Inc., for the purchase of pool chemicals for the Public Works Department.

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Summary
The City of Santa Monica’s Public Landscape Division purchases pool chemicals for the routine maintenance of three public swimming pools and two splash pads to ensure a safe swimming environment for the public. These chemicals are necessary to maintain the proper balance of water chemistry as required by the Los Angeles County Department of Public Health (County). Staff recommends issuing a purchase order to HASA, Inc. in an amount not to exceed $168,598 for one year with four one-year renewal options for a total amount not to exceed $1,029,305 over a five-year period which includes an annual escalator not to exceed 10%, with future year funding contingent on Council budget approval.

Discussion
The City’s public pools and treated splashpads require routine chemical treatments to maintain the proper balance of water chemistry and a safe environment for the public.

To comply with Los Angeles County requirements and to further Council’s priority for a Clean and Safe city, staff regularly purchases muriatic acid, sodium hypochlorite, sodium bicarbonate, calcium hypochlorite, CO2, and calcium chloride for the Annenberg Beach House, Santa Monica Swim Center, and the Virginia Avenue Park splashpad.

Staff recommends issuing a purchase order to HASA, Inc. for the purchase of pool chemicals in an amount not to exceed $168,598 for one year with four one-year renewal options for a total amount not to exceed $1,029,305 over a five-year period. The price estimated for the 4 renewal options assumes a 10% annual escalator. HASA, Inc. proposed renewal options at an increase of not more than 10% annually and has committed to conducting transparent price reviews. HASA, Inc. will negotiate with the City based on current market rates before any such increase is accrued with future year funding contingent on Council budget approval. Market conditions that influence the price of pool chemicals have fluctuated in recent years. These factors include supplychain availability, manufacturing workforce limitations, extreme weather patterns, and a pandemic-era surge in construction of private property pools.

Vendor Selection

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Bidder Recommendation
Best Bidder HASA, Inc.

Evaluation
Criteria
Price; the ability, capacity and skill of the bidder to perform or provide the materials or services; the capacity of the bidder to perform the contract or provide the service promptly, within the time specified, and without delay or interference; the reputation, experience and efficiency of the bidder.

Municipal
Code
SMMC 2.24.180
Bid Data
Date
Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/17/2023 City's Online
Bidding Site
Santa Monica Daily
Press
15 11/7/2023
Best Bidder Justification
A selection panel including staff from the Public Landscape Division (Public Works Department) and the Annenberg Beach House (Recreation and Arts Department) reviewed the bids received. HASA, Inc. was selected as the best bidder due to a combination of price, availability of goods, reasonable delivery fees, and options for renewal. Of the four bids the City received, one bidder, NorthStar Chemicals, only submitted a bid for sodium hypochlorite (one of the six chemicals requested). Two bidders, Agni Enterprises and Waterline Technologies, were significantly more expensive than HASA, Inc. HASA, Inc. has included renewal options at an increase of not more than 10% annually and has committed to conducting transparent price reviews and would negotiate with the City based on current market rates before any such increase is accrued.

Environmental Review
The purchase order for pool chemicals is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 of the CEQA Guidelines. Section 15301 (Existing Facilities) exempts Class 1 projects consisting of the "operation, repair, Submittals Received
Agni Enterprises $4,706,054 Northstar Chemical $108,858 HASA Inc $168,598 Waterline Technologies Inc $223,410

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maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination." The purchase order would provide for maintenance of the City’s existing swimming pool facilities, and therefore, is categorically exempt from CEQA pursuant to Section 15301 of the CEQA Guidelines.

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund and Beach Fund to award a purchase order with HASA, Inc. for the purchase of pool chemicals.

FY 2023-24 Budget
Request Amount
Future Years
Amount
Department Account
#
Total Contract
Amount
$144,736 $738,894 01500036.525080 $883,630
$23,862 $121,814 11500001.525290 $145,675
$168,598 $860,708 $1,029,305
Future year funding is contingent on Council budget approval.

Prepared By: Leah Cornelius, Staff Assistant III
Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form - HASA

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5.C.a
Packet Pg. 201 Attachment: Oaks Initiative Form - HASA [Revision 1] (5980 : Award Bid and Issue a Purchase Order to HASA for Pool Chemicals and Supplies) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.D
1 of 5
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Rick Valte, Public Works Director, Public Works Department Subject: Award Request for Proposal to Pcubed Associates Consulting Engineers for Design Services for the Farmers Market Vehicle Barriers Installation Project Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of Categorical Exemptions pursuant to Sections 15301 and 15311 of the California Environmental Quality Act (CEQA) Guidelines and Section 21080.25 of CEQA.

3. Authorize the City Manager to negotiate and execute an agreement with Pcubed Associates Consulting Engineers in an amount not to exceed $155,250 (including $20,250 contingency).

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Summary
The City of Santa Monica is committed to enhancing the experience and security of people who visit and work at the Downtown Santa Monica Farmers Market (DTSMFM).

The DTSMFM Vehicle Barriers Project would design new crash-rated, assisted lift retractable bollards at the entry points of the DTSMFM to replace the existing, aging Dragnet Vehicle Arresting Barrier system (Dragnet) system. Staff recommends Pcubed Associates Consulting Engineers to provide engineering design services, develop construction documents, and provide engineering support during the construction phase of the project for an amount not to exceed $155,250 (including $20,250 contingency).

Discussion
The Downtown Santa Monica Farmers Market operates twice a week (Wednesdays and Saturdays) throughout the year and has served the community for the past 42 years.

The Wednesday Farmers Market extends between 1
st Court and 3rd Court on Arizona
Avenue and on 2
nd Street approximately 125 to 265 feet to the north and south directions. The Saturday Farmers Market extends between 2 nd Street and 3rd Court on
Arizona Avenue. The City installed a Dragnet Vehicle Arresting Barrier system (Dragnet) in 2010 at market entrances (Arizona Avenue east of 3rd Court and west of 2nd Court, and on 2nd Street at either end of the market). The Dragnet system is nearing the end of its useful life. This project would design new crash-rated, assisted lift retractable bollards at the market entrances to replace the Dragnet. The bollards would be operated by City staff and would prevent errant vehicles from entering the market while allowing limited entry for certain vehicles such as delivery and service vehicles and would be installed at the locations listed below. The bollards would remain lowered, flush with the surrounding pavement, outside of the Farmers Market times. • Arizona Avenue Southwest of 2
nd Street
• 2
nd Street Northwest of Arizona Avenue
• 2
nd Street Southeast of Arizona Avenue
• Arizona Avenue Southwest of 3
rd Court
• Arizona Avenue Northeast of 2
nd Street

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Figure 1 – Farmers Market Footprint
Pcubed Associate Consulting Engineers would perform structural analysis and design calculations, and prepare construction plans, specifications, and cost estimates for the new bollards. During bidding and construction, Pcubed would provide additional engineering support by answering the construction contractor’s requests for information and providing supplemental design documents for issues encountered during construction.

Vendor Selection
Best and Only Bidder Pcubed Associates Consulting Engineers Submittals Received Selection Criteria
Pcubed Associates Consulting Engineers Municipal Code SMMC 2.24.190 Evaluation
Criteria
Training/credential/experience, competence/skill, capacity/ability to perform services promptly, sufficiency of financial/other resources, character/reputation, ability to provide future services as needed and price.

RFP Data
Posted On Posted On Advertised in
(City Charter &
SMMC)
Vendor
Downloaded
Date
Publicly
Opened
8/30/2023 City’s Online
Bidding Site
Santa Monica
Daily Press
26 09/25/2023
Additional Vendor Outreach and Justification to Award

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The proposal was reviewed by Engineering and Farmers Market staff. The proposal evaluation was based on consultant’s previous experience on similar projects, references, quality of work/work plans/timelines, project team, cost, understanding of project goal and compliance with City requirements. Staff recommends Pcubed Associate Consulting Engineers as the best qualified firm to provide the Engineering Design Services for the Farmers Market Vehicle Barrier Project based on their prior experience in developing similar projects for other California municipalities and agencies including the City of San Luis Obispo, UCLA Facilities Management, Department of Transportation, and City of Santa Monica.

In addition, staff conducted outreach to other vendors who downloaded the RFP to understand why proposals were not submitted. Responses were consistent with being too busy and/or having no capacity to perform the work.

Environmental Review
The agreement for the Farmers Barket Vehicle Barrier Project is exempt from CEQA pursuant to Sections 15301 and 15311 of the CEQA Guidelines and Section 21080.25 of CEQA. Section 15301 (Class 1 – Existing Facilities) exempts projects that consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Section 15311 (Class 11 – Accessory Structures) exempts the construction, or replacement of minor structures accessory to (appurtenant to) existing commercial, industrial, or institutional facilities, including but not limited to seasonal or temporary use items in generally the same locations from time to time in publicly owned parks, stadiums, or other facilities designed for public use. Additionally, Section 21080.25 of CEQA states that CEQA does not apply to pedestrian and bicycle facilities that improve safety, access, or mobility, including new facilities, within the public right-of-way. The agreement would result in the installation of crash-rated, assisted lift retractable bollards at the existing Farmers Market entrances to replace the Dragnet for pedestrian safety purposes. Therefore, the

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bollards are exempt pursuant to Section 15301 and Section 15311 of the CEQA Guidelines, and Section 21080.25 of CEQA.

Financial Impacts
Staff seeks authority to approve available funding from the General Fund to award an agreement with Pcubed Associates Consulting Engineers for the Downtown Santa Monica Farmers Market Vehicle Barrier project. Funds are available in the FY 2023-24 Capital Improvement Program Budget for this project.

Agreement Request
FY 2023-24 Request
Amount
CIP Account # Total Contract Amount
$155,250 C0108320.689000 $155,250
Prepared By: Tom Shahbazi, Civil Engineer
Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form - Pcubed Associates

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5.D.a
Packet Pg. 207 Attachment: Oaks Initiative Form - Pcubed Associates [Revision 2] (6048 : Award RFP SP2697 to Pcubed Associates for Design of Farmers

5.D.a
Packet Pg. 208 Attachment: Oaks Initiative Form - Pcubed Associates [Revision 2] (6048 : Award RFP SP2697 to Pcubed Associates for Design of Farmers City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.E
1 of 5
To: Mayor and City Council
From: David Martin, Director, Code Enforcement
Subject: Approval of Fifth Modification to A. G. Coast, Inc. Contract for Security Services on the Pier
Recommended Action
Staff recommends that City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3)(Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

2. Award RFP #384 to A. G. Coast, Inc. dba California Panther Security for security services on the Santa Monica Pier for the Community Development Department.

3. Authorize the City Manager to negotiate and execute a fifth modification to agreement# 11259 in an amount of $3,102,470 with A.G. Coast, Inc. dba California Panther Security for the Community Development Department. This will result in a five- year amended agreement with a new total amount not to exceed $3,102,470, with future year funding contingent on Council budget approval.

Summary
The City of Santa Monica has been contracting with A. G. Coast, Corp. dba California Panther (CA Panther) Security since January 2022 to provide security services on and around the Santa Monica Pier. Code Enforcement Officers along with the Santa Monica Police Department work with CA Panther’s unarmed security guards to monitor points of entry onto the Santa Monica Pier. The current agreement with A.G. Coast expires on December 31, 2023. Staff conducted a formal Request for Proposals in October 2023, evaluated the proposals, and determined that A.G. Coast, Corp.’s proposal is the one that best meets the needs of the City. Staff recommends that the Council authorize the City Manager to negotiate and execute a fifth modification to agreement #11259 with

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A.G. Coast, Corp. for security services on and around the Santa Monica Pier in an amount not to exceed $3,102,470 (includes 6% contingency) for five years, extending the term through December 31, 2028.

Discussion
In 2018, California adopted Senate Bill 946, the Safe Sidewalk Vending Act, decriminalizing sidewalk vending and allowing local authorities to adopt non-criminal laws to protect public health, safety, and welfare. In April 2019, the City updated Santa Monica Municipal Code Chapter 6.36: VENDING, to comply with State law. While the City responded to this new law by increasing the number of Code Enforcement Officers and staff from the Fire and Police Departments assigned to the Pier, the staffing was insufficient to respond to vendors obstructing the ingress and egress onto the Pier, thereby creating health and safety issues. In October 2020, the city determined that private, unarmed security services were necessary to keep the Santa Monica Pier safe structurally and for people visiting the Pier.

Allied Security Services, who was under contract with the City to provide security services at parking structures throughout the City, provided security officers to work with Code Enforcement Officers on the Pier from October 2021 through January 2022 to allow staff time to obtain informal bids. The City entered into a six-month contract with CA Panther through June 30, 2022. In May 2023, a second modification was approved to extend the term and increase the amount. In September 2022, a third modification was approved to include an extension of the term, an increase in compensation, and a modification of the services provided by CA Panther. A fourth modification was approved in May 2023 to extend the term of the agreement through December 31, 2023.

The City conducted a formal RFP solicitation in October 2023 and received nineteen responses. Code Enforcement Staff evaluated all proposals and determined that A.G.

Coast, Corp. dba California Panther Security best meets the needs of the city. CA Panther has been providing security services on the Pier for the past two years, can perform the services without delay, and is capable of providing officers who have experience interacting with the vendors and visitors on the Pier.

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Vendor Selection
Bidder Recommendation
Best Qualified
Firm
A.G Coast, Corp. dba California Panther Security
Evaluation
Criteria
Training, credentials and experience of the firm; ability of the firm to perform the contract within the time specified and without delay; price; and the reputation and experience of the bidder.

The City is not required to select the bid with the lowest price.

Municipal Code SMMC 2.24.190
RFPs Received
Golden Company
Security
Access Control Security Allied Consulting Hollywood Elite Security
Citiguard, Inc Alltech Industries BBB-CA Inc Security American Global Security
A.G. Coast, Corp. Good Guard GSG Management Inc The BCS Agency Case Services USA Unified Protective
Services, Inc
WGS Group Inc SJA Security
Green Knight Security Apollo Protection
Agency
CLB Solutions

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RFP Data
Date Posted Posted on Advertise in
(City Charter & SMMC)
Date Publicly
Opened
10/11/2023 City’s Online
Bidding Site
Santa Monica Daily Press 11/2/2023
Justification to Award
Based on the evaluation criteria above and the criteria in SMMC 2.24.190, staff recommends A.G. Coast, Corp. dba California Panther Security as the best firm to provide Security Services based training of security officers, credentials and experience of the firm; ability of the firm to perform the contract within the time specified and without delay; the reputation and experience of the bidder, and cost.

Environmental Review
This agreement is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on environment.” This contract will allow the City to continue its contract with A. G. Coast, Corp., dba California Panther Security for security services on the Pier. Therefore, it can be seen with certainty that the agreement will not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.

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Past Council Actions
Meeting Date Description
4/9/2019 Comprehensive Sidewalk Vending Program and
Emergency Ordinance
1/6/2022 Original Agreement 4865 with CA Panther
2/22/2022 Citywide Response to Sidewalk Vending Study Session 5/23/2023 Fourth Modification to Agreement #11259
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of agreement #11259 with A. G. Coast, Corp. (dba CA Panther) for security services on and around the Santa Monica Pier.

Contract Request
Agreement#
Current
Authorized
Amount
FY 2023-2024
Request
Amount
Future Years
(4.5 Years) Dept. Account #
Total Revised
Contract
Amount
11259 $1,059,969 $310,247 $2,792,223 01700005.550010 $3,102,470 Future year funding is contingent on Council budget approval.

Prepared By: Cheryl Shavers, Senior Administrative Analyst Approved Forwarded to Council
Attachments:

A. Comprehensive Sidewalk Vending Program and Emergency Ordinance (Web Link)
B. Orignal Agreement #4865 CA Panther
C. Citywide Response to Sidewalk Vending (Web Link)
D. Approval of Fourth Modification to Contract with California Panther Security E. CA Panther Oaks 23_24

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- 1 -
Contract No. 4865 (CCS)

CONTRACTUAL SERVICES AGREEMENT
This Contractual Services Agreement (“Contract”), entered into as of January 6, 2022 (“Execution Date”), by and between the CITY OF SANTA MONICA, a municipal corporation (“City”), and A.G. Coast Corporation, a California corporation, d/b/a California Panther Security (“CA Panther”), is made with reference to the following:

RECITALS:

A. The City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.

B. CA Panther is qualified to do business, and is doing business, in the State of California. CA Panther represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Contract.

C. The City and CA Panther desire to enter into an agreement for the CA Panther to provide contractual services to the City as set forth herein, upon the terms and conditions set forth below.

NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:

TERMS AND CONDITIONS

1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2022, unless sooner terminated in accordance with Section 15.

2. CA Panther Services. CA Panther will perform all of the services (“Services”) described in Exhibit A, Scope of Services. CA Panther will complete the Services in accordance with Exhibit B, Budget.

3. City Services. The City agrees to:

3.1 Make available to CA Panther any currently existing documents, data or information required for the performance of the Services.

3.2 Designate a representative authorized to act on behalf of City.

3.3 Promptly examine and render findings on all documents submitted for staff review by CA Panther.

4. Compensation. The City will compensate CA Panther for the Services performed in an amount not to exceed $250,000.00, as set forth in Exhibit B.

5. Invoices. CA Panther will invoice the City for the Services in accordance with Exhibit B and the City will pay any undisputed amount within 30 days of receipt.

6. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB 1/7/2022

5.E.b
Packet Pg. 214 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 2 -
by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:

6.1 All notices, demands, requests or approvals to the City:

Code Enforcement
City of Santa Monica
1685 Main Street, Room 111
Santa Monica, California 90401
Attention: Sharon Guidry
Re: Contract No. <Number>
with a copy to:

Santa Monica City Attorney’s Office
1685 Main Street, Third Floor
Santa Monica, California 90401
Attention: City Attorney
Re: Contract No. <Number>

6.2 All notices, demands, requests or approvals to CA Panther:

CA Panther
5777 West Century Blvd, #1601
Los Angeles, CA 90045
Attention: Delia Rosales or Akin Peters
(310) 641-5555
Re: Contract No. <Number>

7. Relationship Of The Parties/Independent Contractor.

7.1 CA Panther enters into this Agreement as, and shall continue to be, an independent contractor for purposes of federal, state, and local laws, including but not limited to, the California Labor Code, California Unemployment Insurance Code, and wage orders of the Industrial Welfare Commission. Under no circumstances shall CA Panther or CA Panther’s employees, subcontractors, volunteers, agents, or representatives look to City as his/her/its employer, or as a partner, agent, or principal. CA Panther and CA Panther’s employees, subcontractors, volunteers, agents, or representatives shall not be entitled to any City paid benefits accorded to City employees including workers’ compensation, disability insurance, vacation or sick pay.

7.2 CA Panther shall pay, when and as due, any and all taxes incurred as a result of CA Panther’s compensation, including estimated taxes, and shall provide City with proof of payment on demand.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

5.E.b
Packet Pg. 215 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 3 -

7.3 CA Panther agrees to indemnify, defend, and hold harmless City for any claims, losses, costs, fees, liabilities, damages or injuries suffered by City arising out of CA Panther’s breach of this Section.

8. CA Panther’s Representations.

8.1 CA Panther represents that CA Panther and all of CA Panther’s employees, subcontractors, volunteers, agents, and representatives who will provide the Services, possess the qualifications and ability to perform the Services in a professional manner, without the advice, control, direction, or supervision of City. Performance of the Services in a professional manner includes meeting the requirements of the program under which CA Panther is obligated to provide Services, and failure to do so shall constitute a material breach of this Agreement.

8.2 CA Panther represents that it has all the training and special skills necessary to provide the Services. CA Panther understands that it shall be solely responsible for the professional performance of the Services, and shall receive no assistance, direction, or control from City. CA Panther shall have sole discretion and control of CA Panther’s Services and the manner in which they are performed.

8.3 CA Panther represents that it maintains a business location that is separate from the location(s) where CA Panther will provide Services.

8.4 CA Panther represents that CA Panther is engaged in an independently established business of the same nature as that involved in the Services that CA Panther will perform under this Agreement.

8.5 CA Panther represents that CA Panther advertises and holds itself out to the public as available to perform, does perform for others, and maintains its own clientele for the same or similar services as the Services that CA Panther will perform under this Agreement.

9. Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature are merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement.

This Agreement may be modified only by written agreement signed by City and CA Panther, and approved as to form by the City Attorney.

10. Insurance. Prior to commencing work, CA Panther must procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by CA Panther or CA Panther’s agents, representatives, employees or subconsultants for the duration of this Agreement. CA Panther must obtain insurance that, at a minimum, meets the requirements for insurance set forth in Exhibit C, Insurance Requirements and Verifications.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 216 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 4 -

11. Defense and Indemnification.

11.1 CA Panther agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of CA Panther, or CA Panther’s employees, agents, officers, and subconsultants. CA Panther’s responsibilities under this Section

11.1 include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of CA Panther, its employees, agents or officers, or subconsultants; provided, however, that CA Panther’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City.

Notwithstanding CA Panther’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from CA Panther, if City chooses to do so.

11.2 Enforcement Costs. CA Panther agrees to pay any and all costs the City incurs enforcing the indemnity, defense and hold harmless provisions set forth in Section 11.1.

12. Prohibition Against Transfers.

12.1 CA Panther may not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City’s consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer.

12.2 The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of CA Panther or of any general partner or joint venturer or syndicate member of CA Panther, if a partnership or joint venture or syndicate exists, which results in changing the control of CA Panther, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.

13. Permits and Licenses. CA Panther, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.

14. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.

15. Default and Termination.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 217 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 5 -

15.1 If CA Panther fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate this Agreement by written notice to CA Panther.

15.2 The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days’ written notice to CA Panther. Upon termination of this Agreement, City will pay CA Panther any compensation earned and unpaid up to the effective date of termination.

16. Compliance with Law. CA Panther must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

17. Discrimination. CA Panther may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability.

18. Nuisance. CA Panther may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of services under this Agreement.

19. Records.

19.1 CA Panther must maintain complete and accurate records with respect to costs, expenses, receipts and other such information required by the City for any services provided where compensation is on the basis of hourly rates, subconsultant costs, or other direct costs. CA Panther must keep the records, together with supporting documents, separate from other documents and records and maintain them for a period of three years after receipt of final payment.

19.2 CA Panther must maintain records in sufficient detail to permit an evaluation of the Services and in accordance with generally accepted accounting principles.

CA Panther must clearly identify all records and make them readily accessible to the City. At the City’s request, CA Panther must provide records in an electronic format and, if necessary, access to any proprietary software to view such electronic records.

19.3 CA Panther must allow the City to have free access to CA Panther’s books and records and to inspect all work, data, documents, proceedings and activities related to this Agreement. The City has the right to examine or audit CA Panther’s records, and CA Panther agrees to cooperate with any examination or audit of its records. If a City audit discloses an error of 5% or more in information reported by CA Panther, CA Panther agrees to pay the cost of the City’s audit computed on the basis of four times the direct payroll of the audit staff completing the audit and audit report.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 218 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 6 -

20. Work Product; Reports.

20.1 Any work product prepared or caused to be prepared by CA Panther or any subconsultant for this Agreement will be the exclusive property of City. No work product given to or prepared by CA Panther or any subconsultant pursuant to this Agreement may be made available to any individual or organization by CA Panther without prior written approval by City.

20.2 At the City’s request, CA Panther must furnish reports concerning the status of the Services.

21. Standard of Care. CA Panther agrees to provide all Services, including services performed by any subconsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of CA Panther’s profession currently practicing in the same locality under similar conditions.

22. Subconsultants.

22.1 If CA Panther proposes to have any subconsultant perform any part of the Services, CA Panther must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subconsultant, and the total price or hourly rates used in preparing an estimated cost for the subconsultant’s services. The City, in its sole discretion, may grant or deny the request.

22.2 CA Panther will be responsible for the quality of any subconsultant’s work.

Every subcontract or agreement of any kind entered into between CA Panther and any subconsultant (or between any subconsultant and others) must contain the following provision:

This agreement is consistent with all terms and conditions of the Agreement No. 4865 (CCS) entered into between the City of Santa Monica and CA Panther on^^January 6, 2022.

23. COVID-19 Vaccinations. CA Panther agrees that all personnel assigned to perform the Services who will either visit or work in City facilities or interact with either City employees or City residents in the course of performing said Services shall be fully vaccinated, as defined in the City’s COVID-19 Vaccination Policy, a copy of which is attached as Exhibit D and incorporated herein by reference. CA Panther shall provide the City with an attestation that CA Panther has confirmed the personnel assigned to perform the Services are fully vaccinated and that such personnel have produced to CA Panther one of the forms of documentation set forth in the City’s COVID-19 Vaccination Policy. CA Panther shall maintain the underlying documentation establishing that the personnel are fully vaccinated and supporting the attestation for the term of this Agreement. CA Panther shall make such documentation available to the City for inspection on demand. CA Panther’s failure to comply with the City’s COVID-19 Vaccination Policy or to permit the City to inspect the documentation to DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB 1/7/2022

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Packet Pg. 219 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) - 7 -
verify compliance with the City’s COVID-19 Vaccination Policy within 10 days after the City’s written request for such documentation shall constitute a breach of this Agreement.

24. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.

25. Venue and Jurisdiction. The City and CA Panther agree that the Services will take place in Los Angeles County. Any litigation arising out of this Agreement may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Agreement.

26. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature must be exercised after termination of this Agreement, will survive termination and remain effective for a reasonable time. Any obligation that accrued prior to termination of this Agreement will survive termination of this Agreement.

27. Exhibits. The following exhibits are incorporated by reference into this Contract as though fully set forth herein.

Exhibit A Scope of Services
Exhibit B Budget
Exhibit C Insurance Requirements
Exhibit D COVID Vaccination Policy
In witness whereof, the parties have caused this Agreement to be executed the day and year first above written.

ATTEST:
______________________________

DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________

JOSEPH LAWRENCE

CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________

DAVID WHITE
City Manager
DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB Joseph Lawrence
1/7/2022
Interim City Attorney
City Manager
1/7/2022
David White
1/10/2022
Denise Anderson-Warren
City Clerk

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Packet Pg. 220 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) -
8-
Interim City Attorney
A.G. Coast Corporation, a California
corporation, d/b/a California Panther
Security
By: ________________________________
DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB Vice President

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Packet Pg. 221 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) Exhibit A
Scope of Services

1. The City requires the services of seven (7) unarmed security officers and one (1) supervisor (collectively referred to herein as “security officers”) to work two shifts as set forth in Paragraph 7 below to secure and monitor points of entry onto the Santa Monica Pier by being stationed at one or more ingress post(s) on the Pier as identified by the City to (1) prevent sidewalk vendors, as defined by Santa Monica Municipal Code section 6.36.020, from gaining entry to the Pier and (2) report any other unusual activity on the Pier.

1.1 The security officers will cooperate with the City’s Code Enforcement Officers, the Santa Monica Police Department, and any other law enforcement agencies that have authority to act on the Pier. Such cooperation includes filing reports of incidents and calling in Code Enforcement or the Santa Monica Police Department for incidents or events requiring assistance from or intervention by a code or law enforcement officer.

1.2 The Services will be performed in a professional manner and in a manner that is courteous and polite to the public to the extent possible under the circumstances.

1.3 As to the sidewalk vendors, the security officers will inform the sidewalk vendors that they are not allowed to gain entry to the Pier. If the sidewalk vendors continue onto the Pier, the security officers will report the entry to either the City’s Code Enforcement Officers or the Santa Monica Police Department.

1.4 If the security officers observe other usual activity on the Pier, the security officers will report such activity to either the City’s Code Enforcement Officers or the Santa Monica Police Department.

2. CA Panther will provide the security officers, at its own expense, with all equipment necessary for the security officers to perform the Services; except, however, the City may issue 2-way radios, which are proprietary to the City and are necessary to perform the Services, to the security officers.

3. CA Panther shall commence providing the Services no later than 21 days after the Execution Date, which will provide CA Panther sufficient time to retain the necessary security officers. CA Panther shall maintain a sufficient pool of security officers that meet the requirements set forth in Paragraph 4 such that if, for any reason, the scheduled security officer does not report for duty or must be replaced, CA Panther can provide a replacement security officer within two hours after notification of the need for a replacement.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 222 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier)

4. The security officers assigned to perform the Services shall be competent, qualified, properly trained and licensed to perform all duties or tasks associated with the Services in a manner consistent with the highest industry practices and standards, and proficient in the English language. Prior to assigning the security officer to perform the Services, CA Panther will perform a thorough background check on all security officers and shall not assign any security officers to perform the Services if any information disclosed in such background check reveals a criminal conviction or otherwise indicates that such person, in any way, might not perform the Services in accordance with the standards applicable under this Agreement.

5. In addition to the requirements set forth in Paragraph 4, the supervisor assigned to perform the Services must possess a minimum of seven years of prior law enforcement experience and at least one year of such experience in a supervisory capacity. The supervisor will be on site to perform the Services. The duties of the supervisor include overseeing the performance of the Services, scheduling of security officers to work according to the shifts described in Paragraph 7 below, coordinating lunch and other breaks of security officers to ensure maximum coverage on ingress points is maintained, ensuring that security officers do not vacate their assigned ingress point unless relieved by the supervisor or the next shift, , ensuring that the security officers do not engage in personal activities (such as, but not limited to, texting, personal phone calls, reading magazines, visiting with friends, family, or acquaintances, etc.) while performing the Service; ensuring security officers are complying with the Services , and providing any reports the City may require from time to time.

6. No security officer will be armed with firearms or other lethal weapons.

7. CA Panther will staff security officers to work two shifts on Saturday and Sunday as follows:

7.1 Shift 1 between 8:00 a.m. to 4:30 p.m.: Seven (7) unarmed security officers and one (1) supervisor; and

7.2 Shift 2 between 2:00 p.m. to 10:30 p.m.: Seven (7) unarmed security officers and one (1) supervisor.

8. In addition to the shifts described in Paragraph 7 above, on each day between Monday, February 7, 2022 and Friday, February 11, 2022, CA Panther will staff security officers to work the following shifts:

8.1 Shift 1 between 8:00 a.m. to 4:30 p.m.: Seven (7) unarmed security officers and one (1) supervisor; and

8.2 Shift 2 between 2:00 p.m. to 10:30 p.m.: Seven (7) unarmed security officers and one (1) supervisor.

9. CA Panther shall ensure that the security officers report for their shifts at the time and place specified in these Services.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 223 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier)

10. The regular, overtime, and holiday hourly rates for the Services are set forth in Exhibit B. The overtime rates shall apply if a security officer works more than 8 hours a day.

Holiday hourly rates shall apply to the following federal holidays: New Year’s Day, Martin Luther King Day, Washington’s Birthday, Memorial Day, Juneteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 224 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) Exhibit B
Budget
CA Panther will provide security officers to perform the Services, as set forth in Exhibit A.

CA Panther will invoice and the City shall pay CA Panther for the hours worked by the security officers at the following hourly rates
Position Regular
Hourly Rate
Holiday and
Overtime Hourly Rate
Unarmed Security Officer $27.00 $40.50
Unarmed Security Supervisor $29.00 $43.50
The foregoing rates are effective from the Execution Date through June 30, 2022. The total payment for the Services shall not exceed $250,000.00 DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 225 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) Exhibit C
Insurance Requirements
CA Panther shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by CA Panther, its agents, representatives, employees or subcontractors.

Minimum Scope and Limits of Insurance
Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if CA Panther has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).

If CA Panther maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by CA Panther. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.

Other Insurance Provisions

1. The insurance policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of CA Panther including materials, parts, or equipment DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 226 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) furnished in connection with such work or operations. CGL coverage can be provided in the form of an endorsement to CA Panther’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37).
b. Primary Coverage: For any claims related to this Agreement, CA Panther’s insurance shall be primary coverage as least as broad as Insurance Services Office Form CG 20 01 04 13 as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of CA Panther’s insurance and shall not contribute with it.
c. Notice of Cancellation: Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.
d. Waiver of Subrogation: CA Panther hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said CA Panther may acquire against the City of Santa Monica by virtue of payment of any loss. CA Panther agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer.

The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by CA Panther, its employees, agents and subcontractors.

Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City of Santa Monica.

The City of Santa Monica may require CA Panther to purchase coverage with a lower retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the name insured or the City of Santa Monica.

Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

Verification of Coverage
DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 227 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) CA Panther shall furnish the City of Santa Monica with original certificates and amendatory endorsements (or copies of the applicable policy language effecting coverage provided by this clause). All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive CA Panther’s obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

Failure to Maintain Insurance Coverage
If CA Panther, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from CA Panther resulting from said breach.

Subcontractors
CA Panther shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

Footnotes
# 1: Workers’ Compensation insurance coverage is not required if CA Panther does not have employees. CA Panther must, however, execute the City’s Workers’ Compensation Coverage Exemption Declaration Form.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 228 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) Exhibit D
COVID Vaccination Policy
COVID-19 VACCINATION POLICY

1. Purpose
COVID-19 VACCINATION POLICY
The purpose of this policy is to provide City employees with a safe work environment and to protect the health and safety of both City employees and the public we serve, during the ongoing local emergency occasioned by the threat to public health and safety posed by COVID-19. To achieve that purpose, the City is requiring that City employees, volunteers (including interns or externs), members of City Boards, Commissions, and Task Forces, and certain contractors be vaccinated for COVID-19.

2. Preamble
The City Manager first declared a state of local emergency on March 13, 2020. Since then, the City Council has ratified the declaration of a local emergency on multiple occasions, the most recent of which was July 13, 2021.

In addition, the states of emergency declared at the county, state, and national level because of COVID-19 all remain in place.

Over the course of the emergency, the Los Angeles County Department of Public Health has issued a series of health orders imposing risk reduction measures to address the COVID-19 emergency. The most recent, issued August 16, 2021, recognizes, among other things:
• Since June 15, 2021, when many restrictions imposed by the state and County were lifted, “community transmission of COVID-19 in Los Angeles County has rapidly increased from Low to High.”
• COVID-19 daily cases are now increasing; on August 13, 2021 alone, Los Angeles County reported 3,810 new cases. As of August 6, 2021, Los Angeles County is DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 229 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) also reporting a 7-day daily average case rate of 29.1 cases per 100,000 people, without a 7-day lag. The test positivity rate and number of hospitalizations have also dramatically increased. This indicates a continued and high risk of COVID19 infection for the unvaccinated. This also means that community transmission of COVID-19 within Los Angeles County is highly likely to increase during the coming days and weeks.
• Currently, the Delta variant is predominant in Los Angeles County. The Delta variant is two times more contagious than earlier COVID-19 variants and continues to lead to increased infections.
• At this time, the current COVID-19 vaccines (the Moderna two-dose and Johnson & Johnson single-dose vaccines approved under the Food and Drug Administration’s (“FDA”) Emergency Use Authorization (“EUA”) approval process and the Pfizer- BioNTech two-dose vaccine approved under the FDA’s Biologics License Application (i.e., general use) (“BLA”) approval process) are effective at helping to reduce the risk of getting and spreading the infection and also of getting seriously ill, even if a fully vaccinated person gets COVID-19, and even against the current variants of the virus that causes COVID-19. Although no vaccine is 100% effective at preventing illness in vaccinated people, the currently authorized COVID-19 vaccines remain the best form of protection against COVID-19.

On August 12, 2021, the Los Angeles County Department of Public Health issued a health order requiring vaccination of health case workers. This order recognizes, among other things:
• The spread of COVID-19 remains a substantial danger to the public. • The Delta variant has become the dominant strain of COVID-19 virus in the County and is much more contagious that previous strains of COVID-19. • Vaccination against COVID-19 is the most effective means of preventing infection with the COVID-19 virus, with the risk of infection reduced by 70% to 95%.

Vaccination also appears to reduce the chance of transmission by an infected vaccinated person by 40% to 60%.
• Unvaccinated persons are more likely to get infected and spread the virus. Over 90% of current hospitalizations and deaths are among unvaccinated persons.

Since July 30, 2021, COVID-19 cases and hospitalizations in Los Angeles County have continued to increase. For a recent reporting period, the weekly case average was 3,455 (a

58.6% increase over the last reporting period) and the number of hospitalizations was 1,503 (a 68.6% increase).

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 230 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) In response to the continuing rapid increase in COVID-19 transmission, including that due to the Delta variant, many public employers have adopted mandatory vaccination policies. Among the local public employers implementing such policies are: Los Angeles County, which requires all County employees to be vaccinated by October 1, 2021; the University of California and the California State University systems, both of which require all employees and students to be fully vaccinated; and the City of Pasadena, which is requiring all city employees to be fully vaccinated by no later than September 17, 2021.

Furthermore, on August 12, 2021, the Los Angeles County Department of Public Health issued an order requiring health care workers, including doctors and medical assistants, dentists and dental assistants, pharmacists, EMTS, EMT-paramedics, and home health aides to be fully vaccinated by September 30, 2021.

A continued increase in the vaccination rate is paramount to stem the continuing rapid increase in COVID-19 transmission. Currently authorized vaccines have proven effective at preventing severe outcomes from the virus causing COVID-19, including the Delta variant. COVID-19 vaccines are free, safe, and widely available. Getting vaccinated is one of the most important ways to help stop COVID-19 spread.

Currently, approximately 88% of Santa Monicans 12-17 years of age and 81% of Santa Monicans 16 years of age or older are vaccinated. The percentage of City employees who are vaccinated falls well below this, with only approximately 60% of employees having selfreported vaccination, and only approximately 36% having submitted documentation of vaccination.

3. Vaccination Requirement
To ensure that the City fulfills its primary function of protecting the health and safety of the Santa Monica community, while also meeting its obligation to provide a safe and healthy workplace for employees, all Covered Persons must: (a) receive at least one dose of a COVID-19 vaccine, or request an exemption, no later than September 17, 2021; and (b) in the absence of an exemption, be fully vaccinated for COVID-19 by no later than October 29, 2021.

4. Reporting Vaccination Status and Documentation
a) All Covered Persons must report their vaccination status no later than 5:00 p.m. on September 17, 2021. Covered persons must use the process and form designated by the City for this purpose, and include supporting documentation proving their vaccination status. Covered Persons will certify that they are:
i. Fully vaccinated for COVID-19 (no request for exemption required)
ii. Partially vaccinated for COVID-19 (no request for exemption required)
iii. Unvaccinated for COVID-19 (request an exemption due to medical/disability or sincerely held religious belief, practice, or observance)
DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

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Packet Pg. 231 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) Covered Persons will certify that the information they provide regarding vaccination status is true and accurate.
b) All Covered Persons who certified that they were partially vaccinated for COVID-19 as of September 17, 2021, must certify that they are fully vaccinated for COVID-19 by no later than 5:00 pm on October 29, 2021. c) All Covered Persons who requested but were denied an exemption, must certify that they are fully vaccinated for COVID-19 by no later than 5:00 pm on October 29, 2021, or such later date as may be specified in the denial of the exemption.
d) Covered Persons are required to provide the City with proof of vaccination status within the relevant time frames set forth above. Proof of vaccination status may include any of the following documents:
i. A screen shot of the digital vaccination record, which is available free and instantly from the state of California, https:// myvaccinerecord.cdph.ca.gov/
ii. A photo of the CDC COVID-19 vaccination record card iii. Documentation by the employee's Health Care provider

5. Requests for Exemptions
The City will review requests for medical/disability and religious exemptions on a case -bycase basis consistent with procedures for reasonable accommodation requests. a) Medical/Disability Exemption: Covered Persons with a medical condition, disability, or other medical restriction that affects their ability to safely receive a COVID-19 vaccine, as verified by their Health Care provider, may request a reasonable accommodation to be exempted from this vaccination requirement.

Requests for medical/disability exemption must be submitted to the Human Resources Department using a process and form designated by the City no later than September 17, 2021 at 5:00 p.m. Covered Persons requesting a medical/disability exemption will be required to obtain a completed Certification from their Health Care Provider on a form to be provided by the City.
b) Requests for Religious Exemption: Covered Persons with a sincerely held religious belief, practice, or observance that prohibits them from receiving a DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

5.E.b
Packet Pg. 232 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) vaccine may request a reasonable accommodation to be exempted from this vaccination requirement.

Requests for religious exemption must be submitted to the Human Resources Department using a process and form designated by the City no later than 5:00 p.m. on September 17, 2021. If the City possesses an objective basis for questioning the nature or sincerity of the religious belief, practice, or observance, the City may request that the Covered Person produce additional information to support their request for exemption.

6. Confidentiality of Vaccination Status and Records
The City will maintain the confidentiality of documentation and information regarding a Covered Person’s vaccination status and any request for exemption. The City will limit access to such documentation and information to those employed or retained by the City, such as the City’s Human Resources staff and individual employees’ immediate supervisors, with a need to know as provided by the American with Disabilities Act, the Confidentiality of Medical Information Act, California Civil Code section 56.20 (c), and other applicable local, state, or federal laws.

7. Definitions
a) “Covered Persons”: Covered Persons are all City employees and volunteers (including interns or externs); all members of City Boards, Commissions, and Task Forces; and all contractors with whom the City, after the effective date of this policy, enters into contracts that will require them to visit or work in City facilities or interact with City residents or employees, b) COVID-19 Vaccine: A COVID-19 vaccine satisfies the requirement of this policy if the FDA has approved the vaccine’s use under either the EUA or BLA approval processes. Vaccines that currently meet this requirement include Moderna or Pfizer- BioNTech (two-dose COVID-19 vaccine series) and Johnson & Johnson/Janssen (a single-dose COVID-19 vaccine). c) "Fully Vaccinated": A Covered Person is fully vaccinated if 14 days or more have passed from the date the Covered Person received the final dose of a twodose COVID-19 vaccine series (Moderna or Pfizer- BioNTech) or a single-dose COVID-19 vaccine (Johnson & Johnson/Janssen). This definition may be expanded should booster shots for the COVID-19 vaccines be required in accordance with guidance provided by the U.S. Centers for Disease Control (CDC), FDA, California Department of Public Health, or Los Angeles County Department of Public Health.
d) "Partially Vaccinated": A Covered Person is partially vaccinated if they have received at least one dose of a COVID-19 vaccine but do not meet the definition of fully vaccinated.

DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

5.E.b
Packet Pg. 233 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) e) "Unvaccinated": A Covered Person is unvaccinated if they have not received any doses of COVID-19 vaccine or if their vaccination status is unknown. 8-23-21
John Jalili Date
Interim City Manager
DocuSign Envelope ID: 994141D8-4942-4E6F-B44B-3B951D4C22DB

5.E.b
Packet Pg. 234 Attachment: Orignal Agreement #4865 CA Panther (6079 : Fifth Modification for Security Services on the Pier) City Council
Report
City Council Meeting: May 23, 2023
Agenda Item: 5.I
1 of 4
To: Mayor and City Council
From: David Martin, Director, Code Enforcement
Subject: Approval of Fourth Modification to Contract with California Panther Security for Pier Related Security
Recommended Action
Staff recommends that City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the City Manager to negotiate and execute a fourth modification to Agreement 11259 (CCS)[formerly #4865] in the amount of $327,969 with A.G.

Coast, Inc. d/b/a CA Panther, for security services on and around the Santa Monica Pier for the Community Development Department. This would result in a six-month amended agreement with a new total amount not to exceed $1,059,969, future year funding contingent on Council budget approval.

Summary
The Pier Task Force was created to address concerns over safety, public health, and the environment related to unpermitted vending. Based on the success of the Task Force, now known as DaRT (Directed Action Response Team), Council directed staff to continue the program through June 30, 2023. Contract security services provided by A.

G. Coast, Inc. (dba CA Panther) continue to be instrumental in assisting DaRT in reducing unpermitted vending on and around the Santa Monica Pier. Staff recommends that the City modify its agreement with CA Panther to continue contract security services through December 31, 2023, while staff completes a Request for Proposal process. This would ensure that DaRT has the contract security services needed to continue to address unpermitted vending and its associated public safety, public health, and environmental risks.

5.E.d
Packet Pg. 235 Attachment: Approval of Fourth Modification to Contract with California Panther Security (6079 : Fifth Modification for Security Services on the 2 of 4
Discussion
In January 2022, the City contracted with CA Panther to provide security services on and around the Santa Monica Pier through June 30, 2022, for an amount not to exceed $250,000 under the City Manager’s authority pursuant to Santa Monica Municipal Code (SMMC) 2.24.070. A first modification of the agreement was executed on January 25, 2022, to modify the scope of work including days and work hours. In February 2022, the City Council held a study session to discuss the issue of unpermitted vending on and around the Pier and to consider the future of the Pier Task Force (now known as DaRT). At that time, Council directed staff to extend security services at the Pier through June 30, 2023. The contract has since been amended three times to fund this extension and other technical modifications in services required to support DaRT.

On March 11, 2023, the Council held a workshop to select Council priorities and provide direction on the Fiscal Year 2023-25 budget. Council affirmed the Priority of Addressing Homelessness and Clean and Safe and allocations of Measure CS funds, including continuation of DaRT beyond June 30, 2023. Therefore, staff is preparing a Request for Proposal for security services on and around the Pier and will return to Council for approval of a new five-year Contractual Services Agreement effective January 1, 2024.

In order to prevent a disruption of services, staff recommends that Council authorize a fourth modification to Agreement 11259 with CA Panther to add one additional unarmed security officer working a twelve-hour shift and extend the contract through December 31, 2023, in the amount of $327,969 for a new total not to exceed $1,059.969.

Past Council Actions
4/9/2019 Comprehensive Sidewalk Vending Program and Emergency Ordinance
2/22/2022 Citywide Response to Sidewalk Vending Study Session 4/26/2022 Award Contract with CA Panther Security to Provide Security Services Related to Pier Vending
3/11/2023 Council Workshop to Select Council Priorities and Provide Direction on Fiscal year 2023-2025 Budget

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Packet Pg. 236 Attachment: Approval of Fourth Modification to Contract with California Panther Security (6079 : Fifth Modification for Security Services on the 3 of 4
Environmental Review
This contract modification for additional security is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The provision of additional security services on and around the Santa Monica Pier is an administrative program to ensure public safety in the City and would not result in physical effects.

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with A. G. Coast, Inc. (dba CA Panther) for security services on and around the Santa Monica Pier. Future year funding is included in the FY 2023-25 Proposed Biennial Budget and contingent on Council budget approval.

Contract Modification Request: A.G. Coast, Inc
Agreement # Current
Authorized
Amount
FY 2022-23
Request
Amount
Future
Years
Dept Account # Total Revised
Contract Amount
11259[formerly
4865]
$732,000 $56,392 $271,577 01700005.550010 $1,059,969
TOTAL $1,059,969
Prepared By: Cheryl Shavers, Senior Administrative Analyst Approved Forwarded to Council
Attachments:

A. Original Agreement #4865 CA Panther

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Packet Pg. 237 Attachment: Approval of Fourth Modification to Contract with California Panther Security (6079 : Fifth Modification for Security Services on the 4 of 4
B. First Modification of Agreement No. 4865
C. Second Modification to Agreement #11259
D. Third Modification to Agreement #11259
E. Oaks Initiative
F. Comprehensive Sidewalk Vending Program and Emergency Ordinance (Web Link)
G. Citywide Response to Sidewalk Vending (Web Link)
H. Approval of Contract Modification CA Panther Security to Provide Security Services Related to Pier Vending (Web Link)
I. 2023 Council Workshop to Select Council Priorities and Provide Direction on the Fiscal Year 2023-2025 Budget (Web Link)

5.E.d
Packet Pg. 238 Attachment: Approval of Fourth Modification to Contract with California Panther Security (6079 : Fifth Modification for Security Services on the

5.E.e
Packet Pg. 239 Attachment: CA Panther Oaks 23_24 (6079 : Fifth Modification for Security Services on the Pier)

5.E.e
Packet Pg. 240 Attachment: CA Panther Oaks 23_24 (6079 : Fifth Modification for Security Services on the Pier) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.F
1 of 4
To: Mayor and City Council
From: Ramon Batista, Police Chief, Police Department
Subject: Approval of Second Modification to Master Equity Lease Agreement with Enterprise Fleet Management, Inc. for Vehicle Leasing Services Recommended Action
Staff recommends that the City Council:

Summary
The Santa Monica Police Department utilizes a variety of vehicles for its undercover operations. These vehicles are used daily as the primary mode of transportation by the undercover units and are a necessary element in the Department’s regular operations.

Due to the undercover nature of these operations, the vehicles need to be interchanged regularly to remain inconspicuous. The Police Department is requesting to extend the term and increase the amount of the contract to lease eight new undercover (UC) vehicles, to replace the current UC vehicles that have reached the end of their lease term. This second modification would result in increasing the contract budget from $1,038,120 to $1,638,120 and extend the term of the agreement by two additional years, through 2028 to cover the 36-month term of the new leases. The current agreement expires in 2026 and the term extension is based on the time for new vehicle

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delivery, 36-month lease term, vehicle upfitting with police equipment, and decommissioning at the end of the lease term.

Discussion
On April 26, 2018, Sourcewell (formerly known as National Joint Powers Alliance), a government agency that establishes nationally leveraged and competitively solicited purchasing contracts for government and non-profits, issued a Request for Proposals (RFP) for Fleet Management Services. Under the terms of the RFP and the resulting Sourcewell Agreement with Enterprise Fleet Management, Inc., similar nationally leveraged volume purchasing discounts were also available to other government agencies. On November 13, 2019, the City exercised the procurement option of Santa Monica Municipal Code 2.24.250(c), which authorizes an exception to the competitive process if competitive procedures were followed by another government agency, and entered into a Master Lease Agreement with Enterprise Fleet Management for vehicle leasing services. The pricing offered through the Enterprise Fleet Management contract (including the option to apply the equity from leased vehicles towards the replacement vehicles) continues to be beneficial to the City. It keeps costs consistent, while the vehicle market has seen a significant price increase for newer vehicles. Enterprise Fleet Management’s large network of dealers also provides the Undercover Unit a wide selection of vehicles.

On January 26, 2021, the City modified this agreement to include an additional 20 vehicles for various City Departments, including eight vehicles for the Police Department’s Undercover unit. Prior to this agreement, the Police Department would regularly utilize the services of car rental companies for undercover operations. Leasing has proven to be a cost-effective strategy over renting, while also allowing the Department to swap vehicles to prevent from being recognized in undercover operations.

Environmental Review
The agreement for leasing of vehicles is exempt from CEQA pursuant to Sections 15301, 15302, and 15061(b)(3) of the CEQA Guidelines. Section 15301 exempts Class 1 (Existing Facilities) projects from CEQA, which include the operation, repair,

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maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Section 15302 exempts Class 2 (Replacement or Reconstruction) projects which include the replacement or reconstruction of existing structures and facilities where the new structure will be located in the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced. Section 15061(b)(3) (Common Sense Exemption) states that CEQA does not apply “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The agreement would lease vehicles to replace current police vehicles, and therefore, it has determined that the project is exempt pursuant to Sections 15301, 15302, and 15061(b)(3) of the CEQA Guidelines. Furthermore, none of the exceptions to categorical exemptions set forth in Section 15300.2 of the CEQA Guidelines apply.

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4 of 4
Past Council Actions
Meeting Date Description
01/26/21 (attachment
A)
Approval of First Modification to Master Equity Lease
Agreement with Enterprise Fleet Management, Inc.

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with Enterprise Fleet Management, Inc. for vehicle leasing services.

Agreement Modification Request
Agreement #
Current Authorized
Amount
FY 2023-24
Budget
Modified Request
Amount
Future Years Dept/CIP Account # Total Revised
Contract Amount
4631 $832,120 $0 $0 C7000010.689000 $832,120
$206,000 $120,000 $480,000 011800004.525020 $806,000
Total: $1,038,120 $120,000 $480,000 $1,638,120
Future year funding is contingent on Council budget approval.

Prepared By: Jose Arroyo, Senior Administrative Analyst Approved Forwarded to Council
Attachments:

A. January 26, 2021 - Staff Report (Web Link)
B. Enterprise Oaks Initiative
C. Master Equity Lease Agreement Contract #11134 (CCS)

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Attachment: Enterprise Oaks Initiative (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 11/13/2019

5.F.c
Packet Pg. 246 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 247 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 248 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 249 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 RSM
11/12/2019
Brock Flynn
11/13/2019

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Packet Pg. 250 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 251 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 Brock Flynn
RSM
11/12/2019
11/13/2019
11/13/2019

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Packet Pg. 252 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

5.F.c
Packet Pg. 253 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 11/13/2019
11/13/2019

5.F.c
Packet Pg. 254 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 Brock Flynn
Brock Flynn
RSM
11/12/2019
5805 Sepulveda Blvd Ste 800
Sherman Oaks, CA 91411
NA
11/13/2019

5.F.c
Packet Pg. 255 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 11/13/2019

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Packet Pg. 256 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 257 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235 11/12/2019
Lane Dilg
City Attorney
11/12/2019
Brock Flynn
RSM
BF
11/13/2019
Rick Cole
City Manager
Denise Anderson-Warren
City Clerk
11/13/2019

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Packet Pg. 258 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 259 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 260 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 261 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 262 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 263 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 264 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 265 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 266 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 267 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 268 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 269 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 270 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 271 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 272 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 273 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 274 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 275 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 276 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 277 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 278 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 279 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 280 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 281 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 282 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 283 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 284 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 285 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 286 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 287 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 288 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 289 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 290 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 291 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 292 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 293 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

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Packet Pg. 294 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) DocuSign Envelope ID: 740EF3F6-22FD-47FD-A9D5-513859573235

5.F.c
Packet Pg. 295 Attachment: Master Equity Lease Agreement Contract #11134 (CCS) (6094 : 2nd Mod Enterprise Lease) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.G
1 of 6
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Airport Subject: Approval of Lease Renewal with Snap Inc. for Property Use and Approval of Agreement Modifications with CRG and with Aeroplex for Commercial Real Estate Broker Services
Recommended Action
Staff recommends that Council:

1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.

4. Authorize the City Manager to negotiate and execute a first modification to professional services agreement 11381 (CCS) in the amount of $211,144 with Aeroplex Group Partners for commercial real estate broker services associated with these negotiations. This would result in a 5-year amended agreement with a new total amount not to exceed $2,617,236 with future year funding contingent on Council budget approval.

Summary
Snap Inc. (“Snap”) is the City’s tenant at the Santa Monica Airport. Snap has two leases at the Airport consisting of 119,800 rentable square feet (“RSF”) of commercial office, hangars, and parking spaces located at 2772-2800 Donald Douglas Loop North (“DDLN”) and at 3000 31st Street. Snap proposes to extend its current leases which

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expire on February 28, 2026. The proposed extension would combine the two leases into one lease covering both premises and would include an initial term of 10 years and one month with two early termination intervals (after the 5th and 7th years) where Snap could terminate the agreement without cause. Under the proposal Snap would have two consecutive 5-year renewal options that Snap can exercise at its discretion to extend the initial 10-year term. Upon Snap’s exercise of an option, the agreement rental rate for that 5-year period shall be adjusted and priced at market rate. In essence, the proposed extension would extend Snap’s tenancy with the City to at least March 31, 2031, with the possibility—should Snap not terminate the agreement early and also exercise both 5-year options—of tenancy lasting until March 31, 2046.

Because the term of this proposed new lease would extend beyond December 31, 2028, it falls outside the parameters set forth in the current Airport Leasing and Licensing Policy (Attachment A) and thus requires City Council approval. Securing the proposed lease extension aligns with the City’s priorities of economic recovery and ensuring a healthy enterprise fund for future years. The proposed lease extension with Snap, Inc. would generate an estimated $49.4 million over the initial 10 year and one month term.

Corporate Realty Group (CRG) is the City’s current real estate broker for non-aviation properties at the Airport. Aeroplex Group Partners (AGP) is the City’s property manager and commercial real estate broker for aviation properties. Both CRG and AGP would provide brokerage services for the proposed lease extension.  A first modification to agreement 11419 with CRG and a first modification to agreement 11381 with AGP is recommended by staff in order to provide for the required additional commissions associated with the proposed new lease including Snap’s broker’s commission.

Discussion
Lease Terms and Conditions
Snap seeks to extend their leases that expire on February 28th, 2026, consisting of 119,800 rentable square feet (“RSF”) of commercial office, hangars, and parking spaces located at 2772-2800 Donald Douglas Loop North (“DDLN”) and 3000 31st Street. The

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City and Snap would finalize negotiations and execute a new combined lease agreement for both properties and based on the following proposed terms and conditions.
• The proposed term for the new lease is for 10 years and one month, with two five-year options to extend the agreement, to be exercised consecutively if at all. • During the initial term of the agreement Snap would have two early termination options (after the 5th and 7th years) for the entire premises or a portion thereof, with both options subject to Snap providing the City with written notice 12 months prior to early termination. Snap would be responsible to pay the City for the unamortized rental abatement and brokerage commissions for the premises being terminated.
• Base Rent shall be abated for the first month of each year of the initial lease term for a total of (10) months.
• The proposed annual rent for the first year of the lease including parking fees and the one-month rental abatement would be $3,533,713. This rental rate is reflective of the current state of the commercial real estate market and soft demand for office space of this size.
• Base monthly rent shall increase three percent per year. • Snap would have a preferential right to lease and a right of first refusal for properties that are directly adjacent to their current leasehold including the ability to sublease properties at or below the rate charged by the City. • Snap proposes to make improvements and upgrades to City Buildings in exchange for rental credits. The proposed upgrades include but are not limited to 1) upgrades to their interior elevator bay for 2772 Donald Douglas Loop North building; 2) replacement of hangar door motors for 3000 31st Street building; 3) replacement of selected HVAC units; 4) repair and/or replacement of boilers; and 5) upgraded landscaping design aesthetics. All work to be undertaken by Snap shall be completed prior to February 28, 2026.

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Modification to CRG Agreement
On September 26, 2023, the City executed professional services agreement 11419 with CRG for a total contractual amount not to exceed $1,164,803.00 over five years. Under this agreement, CRG provided the City with commercial real estate brokerage for the proposed Snap lease agreement extension. Should the proposed lease extension be approved and executed, the real estate commission fee due to CRG is estimated to be $526,376 based on commission rates consistent with CRG’s agreement for term lease extensions of 2% for years 1-5 and 1% for years 6-10. This amount is $181,415 higher than anticipated at the time of the original contract. In addition, a $2,077,680 commission to Snap’s broker (Cushman & Wakefield) would be paid by CRG on behalf of the City, as per CRG’s obligations under its agreement with the City. Therefore, a first modification of the City’s agreement with CRG would include both the delta for CRG’s commission for representing the City ($181,415) and the commission for Snap’s broker ($2,077,680), for a total modified amount of $2,259,094. These new commission amounts would exceed the current contract threshold. Therefore, staff recommends a first modification to the agreement with CRG to increase its compensation by $2,259,094 for a new total amount not to exceed $3,423,897 over five years.

Modification to Aeroplex Agreement
On April 25th, 2023, the City Council awarded agreement 11381 to Aeroplex to provide aviation property management, broker, and consulting services for City-owned properties at the Santa Monica Airport. The agreement is for a total amount not to exceed $2,406,092 over five years. Along with CRG, Aeroplex has provided commercial real estate brokerage services to the Airport for the proposed lease agreement extension with Snap. Should the proposed lease extension be approved and executed, the real estate commission fee due to Aeroplex is estimated to be $211,144, consistent with the terms of its agreement with the City, which calls for a 1.5% commission for term lease expansions. This commission amount would exceed the current contract threshold; therefore, staff recommends a first modification to agreement 11381 with Aeroplex to increase compensation by $211,144 for a new total amount not to exceed $2,617,236 over five years.

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Environmental Review
The proposed lease is categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301 of the CEQA Guidelines. Section 15301 provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The lease would not result in any significant modifications to the existing space at 2772-2800 Donald Douglas Loop North (“DDLN”) and 3000 31st Street. Therefore, the lease is categorically exempt as set forth in Section 15301 of the CEQA Guidelines.

Past Council Actions
Meeting Date Description
8/14/2018
(Attachment A)
Santa Monica Airport Leasing and Licensing Policy
9/26/2023
(Attachment B)
Authorize PSA Agreement to Corporate Realty Group, Inc. for Commercial Real Estate Broker Services at the Santa Monica Airport following RFP process
4/25/2023
(Attachment C)
Authorize Agreement to Aeroplex Group Partners, LLC for Commercial Real Estate Broker Services at the Santa Monica Airport following RFP process

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Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Airport Fund to increase the amount of agreement 11419 with the CRG and agreement 11381 with Aeroplex for commercial real estate leasing services.

Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2023-24
Request
Amount
Dept Account #
Total Revised
Contract
Amount
11419 $1,164,803 $2,259,094 57500001.552010 $3,423,897
11381 $2,406,092 $211,144 57500001.552010 $2,617,236
Future year funding is contingent on Council budget approval.

Prepared By: Ria Valas, Real Estate Project Manager
Approved Forwarded to Council
Attachments:

A. August 14, 2018 Staff Report (Web Link)
B. September 26, 2023 Closed Session Item 3.D (Web Link) C. April 25, 2023 Staff Report (Web Link)
D. Oaks Initiative Form - Aeroplex
E. Oaks Initiative Form - CRG

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Packet Pg. 302 Attachment: Oaks Initiative Form - Aeroplex [Revision 1] (6099 : Snap Inc. Lease Renewal, Modification of Agreement with CRG, Modification of

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Packet Pg. 303 Attachment: Oaks Initiative Form - Aeroplex [Revision 1] (6099 : Snap Inc. Lease Renewal, Modification of Agreement with CRG, Modification of

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Packet Pg. 304 Attachment: Oaks Initiative Form - CRG [Revision 1] (6099 : Snap Inc. Lease Renewal, Modification of Agreement with CRG, Modification of

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Packet Pg. 305 Attachment: Oaks Initiative Form - CRG [Revision 1] (6099 : Snap Inc. Lease Renewal, Modification of Agreement with CRG, Modification of City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.H
1 of 6
To: Mayor and City Council
From: David White, City Manager, City Manager's Office, Administration Subject: Award Request for Proposal and Enter into Agreement for State and Federal Advocacy Services and Grant Writing Services
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;

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Summary
Santa Monica has long been a pioneer in promoting innovative and progressive approaches to local issues in their regional, state, national and even global contexts. In order to advocate for its interests and objectives before the State and Federal governments in Sacramento and Washington, D.C., the City contracts with private firms, currently Shaw Yoder Antwih Schmelzer & Lange (SYASL) and The Ferguson Group LLC (TFG), to provide lobbying services at state and federal levels respectively. The contracts with both firms expire in December 2023.

Consistent with past practice, staff sought input from the City Council in briefings and at the July 18, 2023, City Council meeting which helped design a Request for Proposals (RFP) for new 5-year contracts that meet the City’s current needs. The feedback received made clear the need for more opportunities to communicate with the City’s lobbyists, periodically meeting face to face during Councilmember visits to Sacramento and Washington D.C. with the aim to facilitating a deeper understanding of current legislation. The City Council also expressed interest in maximizing the City’s readiness and capacity for seeking additional funding opportunities.

After completing an open and competitive procurement process, staff is recommending entering into a new 5-year contract with incumbent firm Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services; a new 5-year contract with incumbent firm The Ferguson Group LLC (TFG) to provide federal lobbying services and additional grant writing services to the City; and a new 5-year contract with Elizabeth Anderson Consulting (EAC) to provide grant writing and compliance related services on an asneeded basis.

Discussion
The services provided by our state and legislative advocates are critical in advancing Santa Monica’s five priority areas: Addressing Homelessness; Clean & Safe Santa Monica; Cultivate Economic Recovery & Expand Community & Cultural Offerings;

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Racial Justice, Equity & Social Diversity; and Sustainable & Connected Community. In addition, they monitor state and federal proposals, legislation, administrative regulations and other developments of interest, and advise the City when City policies or program objectives may be affected. Their responsibilities include but are not limited to: providing detailed information on proposed state and federal legislation and initiatives; maintaining effective working relationships with the City’s state and federal delegation; advising on City proposals pending before state and federal regulatory or funding agencies; and assisting City officials with appearances or representing the City before legislative committees and administrative agencies.

The additional grant writing services provided by the Ferguson Group LLC will provide expertise and additional staff capacity for the City to apply for and administer grant awards. This additional service alone is valued at more than $100,000 over the 5-year contract period. The services provided by Elizabeth Anderson Consulting will be purchased on a project by project as-needed basis enabling the City to submit comprehensive grant applications that the City would otherwise refrain from pursuing given the current staff capacity and workload.

Environmental Review
The contracts are exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines.

The contracts are covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The contracts will provide the City with administrative support related to advocacy and grant writing services. Therefore, the contracts can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.

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Vendor/Consultant Selection – State Lobbying & Grant Writing Services In September 2023, the City issued a Request for Proposals (RFP) from qualified consultants for state lobbying services with the ability to provide grant application and acquisition services when requested.

Bidder Recommendation
Best Qualified Person/Firm(s) Shaw, Yoder, Antwih, Schmelzer & Lange (SYASL) Elizabeth Anderson Consulting (EAC)
Evaluation Criteria Advocacy Experience, Cost of Services, Addition and Breadth of Value, Stability/References, and Grant Writing Experience.

Municipal Code SMMC 2.24.190
RFPs Received
Shaw, Yoder, Antwih, Schmelzer & Lange Elizabeth Anderson Consulting RFP Data
Posted On Posted On Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/15/2023 City's Online
Bidding Site Santa Monica Daily Press 10 10/02/2023
Justification to Award
Responses to the RFP were reviewed by a selection panel of staff from the City’s Department of Public Works, Rent Control Board, Community Development Department, and Department of Transportation with the process overseen by staff from the City Council and City Manager’s Office. Based on an evaluation using the above criteria and criteria in SMMC 2.24.190, staff recommends awarding the state legislative advocacy services to SYASL and the state grant application and acquisition services on an as-needed basis to EAC.

SYASL has a successful track record providing state lobbying services to the City since 1986.

Their current clientele includes the City of Los Angeles, City of Beverly Hills, City of West Hollywood, and the City & County of San Francisco along with numerous transit agencies, private sector organizations, and non-profit trade associations.

Elizabeth Anderson Consulting (EAC) prior experience working for the City, brings a high-level insight and understanding about City’s efforts addressing community needs, brings expertise and experience in major issue areas being addressed by the Recreation and Arts and Housing and Human Services Departments, inclusive of: arts and cultural affairs, addressing homelessness, aging and older adulthood, behavioral health and other issue areas related to public health and community wellbeing.

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Vendor Selection – Federal Lobbying & Grant Writing Services In September 2023, the City also issued a Request for Proposals (RFP) from qualified consultants for federal lobbying services and grant application and acquisition services.

Bidder Recommendation
Best Qualified Person/Firm The Ferguson Group LLC
Evaluation Criteria Advocacy Experience, Cost of Services, Grant Writing Experience – fee schedule, Stability/References, and
Addition and Breadth of Value.

Municipal Code SMMC 2.24.190
RFPs Received
Chase Consulting Solutions Townsend Public Affairs The Ferguson Group, LLC Elizabeth Anderson Consulting Van Scoyoc Associates
RFP Data
Posted On Posted On Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/15/2023 City's Online
Bidding Site Santa Monica Daily Press 21 10/02/2023
Justification to Award
Responses to the RFP were reviewed by a selection panel of staff from the City’s Department of Public Works, Rent Control Board, Community Development Department, and Department of Transportation with the process overseen by staff from the City Council and City Manager’s Office. After reviewing all submitted proposals, the selection panel invited The Ferguson Group LLC and Townsend Public Affairs to participate in a 30-minute interview via Microsoft Teams video conferencing. Both firms participated and based on the above criteria and criteria in SMMC 2.24.190, staff recommends The Ferguson Group, LLC (TFG) as the best-qualified firm to provide federal lobbying services and grant application and acquisition services. TFG has provided federal lobbying services to the City since 1994. Their firm was founded in 1982 and currently provides federal advocacy services to over 94 public and private entities in 22 states, including counties, cities, public works agencies and joint powers authorities. Award of the existing agreement with the firm, which expires December 18, 2023 was the result of a competitive process and Council approval on June 12, 2018 (Attachment A).

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award contracts with Shaw Yoder Antwih Schmelzer & Lange for State Lobbying Services,

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Elizabeth Anderson Consulting for grant application and acquisition services, and The Ferguson Group LLC for Federal Lobbying Services and Grant Application & Acquisition Services.

Shaw Yoder Antwih Schmelzer & Lange – State Advocacy Services FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$60,350 01200009.552010 $260,010 $320,360
The Ferguson Group LLC – Federal Advocacy Services & Grant Application & Acquisition Services
FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$87,000 01200009.552010 $365,139 $452,139
Elizabeth Anderson Consulting
FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$20,000 01200009.552010 $80,000 $100,000
Future year funding is contingent on Council budget approval.

Prepared By: Josh Kurpies, Council Office and Legislative Affairs Liaison Approved Forwarded to Council
Attachments:

A. Attachment A - 2018 State & Federal Lobbying Services RFP Staff Report B. Oaks Initiative - TFG
C. Oaks Initiative - SYASL
D. Oaks_Elizabeth Anderson Consulting

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City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 3.H
1 of 6
To: Mayor and City Council
From: Katie Lichtig, Assistant City Manager, City Manager's Office, Administration Subject: Award of Contracts for State and Federal Lobbying Services Recommended Action
Staff recommends that the City Council authorize the City Manager to:

1. Award RFP# 166 to Shaw/Yoder/Antwih, a California-based company for state representative and legislative advocacy services;

2. Authorize the City Manager to negotiate and execute an agreement with Shaw/Yoder/Antwih, in an amount not to exceed $46,716 for one year, with four additional one-year renewal options in the amount of $201,305, on the same terms and conditions for a total amount not to exceed $248,021 over a five-year period, with future year funding contingent on Council budget approval.

3. Award RFP# 165 to The Ferguson Group, a Washington, D.C.-based company for federal representative and legislative advocacy services;

4. Authorize the City Manager to negotiate and execute an agreement with The Ferguson Group, in an amount not to exceed $45,000 for one year, with four additional one-year renewal options in the amount of $180,000, on the same terms and conditions for a total amount not to exceed $225,000 over a five-year period, with future year funding contingent on Council budget approval.

Executive Summary
Santa Monica has long been a pioneer in promoting innovative and progressive approaches to local issues in their regional, state, national and even global contexts. In a time of a new gubernatorial administration set to take office in Sacramento and a -standing approaches to
social and environmental issues, the need for active and effective partners to work with State and Federal legislators and agencies is self-evident. State and federal legislative advocate
with the State Legislature and the federal government. They also monitor federal grant

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opportunities along with hundreds of pieces of legislation each year on a variety of topics of interest to the City including issues such as air quality, coastal issues, economic development, energy/environment, health, homeless/social services, housing, land use, parks and open space, public safety, rent control, taxation, telecommunications, transportation, and water quality. Following a competitive process for both contracts, staff recommends entering into new five-year agreements with the egislative advocates, Shaw/Yoder/Antwih, Inc. and the Ferguson Group, LLC,
Washington, DC respectively.

Discussion
The services of both a state and federal legislative are critical to ensure that the City is program objectives. They monitor state and federal proposals, legislation, administrative regulations and other developments of interest, advising the City when City policies or program objectives may be affected. Their responsibilities include but are not limited to:
providing detailed information on proposed State and federal legislation and initiatives; advising on City proposals pending before State and federal regulatory or funding agencies; and assisting City officials with appearances or representing the City before legislative committees and administrative agencies.

Vendor/Consultant Selection
Shaw/Yoder/Antwih
In April 2018, the City issued a Request for Proposals (RFP) from qualified consultants -line bidding site, and
notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Nine vendors downloaded the RFP and two firms responded:

Shaw/Yoder/Antwih, Inc.

Ramirez Partners

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Packet Pg. 313 Attachment: Attachment A - 2018 State & Federal Lobbying Services RFP Staff Report [Revision 1] (6118 : State & Federal Advocacy Services & 3 of 6
Responses to the RFP were reviewed by a selection panel of staff from the City Council on the following selection criteria: experience, cost of services, stability/references, and finally, addition and breadth of value. Based on this criteria and criteria in SMMC

2.24.073, staff recommends Shaw/Yoder/Antwih, Inc. as the best-qualified firm to provide state lobbyist services.

Shaw/Yoder/Antwih, Inc. has a successful track record providing State lobbyist services Los Angeles, City of Beverly Hills and the City & County of San Francisco along with numerous transit agencies, private sector organizations, and non-profit trade associations. Award of the existing agreement with the firm, which expires June 30, 2018 was the result of a competitive process and Council approval on June 11, 2013 (Attachment A). The proposed agreement represents a minimal increase from the current amount of $45,146 per year to $46,716.

Recent highlights of their efforts include:

Housing: successfully supported the 14-bill 2017 Housing Package and were instrumental in securing a dedicated funding source for affordable housing.

Infrastructure: supported historic legislation to provide billions of dollars of funding to local agencies for road maintenance and public transit. the year 2030; supported legislation to place a $4 billion parks and water bond on the November 2018 ballot, of which Santa Monica would see additional funding should the measure be approved by California voters.

Public Safety: supported legislation requiring background checks for ammunition purchases and created a new state ammunition owner database, banned the possession of magazines that hold more than ten rounds, and restricted the loaning of firearms to family members without background checks.

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Ferguson Group, LLC
In April 2018, the City also issued a Request for Proposals (RFP) from qualified -line
bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Eight vendors downloaded the RFP and two firms responded:

The Ferguson Group, LLC
Ramirez Partners
Responses to the RFP were reviewed by a selection panel of staff from the City Council on the following selection criteria: experience, cost of services, stability/references, and finally, addition and breadth of value. Based on this criteria and criteria in SMMC

2.24.073, staff recommends The Ferguson Group, LLC as the best-qualified firm to provide federal lobbyist services.

The Ferguson Group, LLC has provided federal lobbyist services to the City since 1994.

Their firm was founded in 1982 and currently provides federal advocacy services to over 94 public and private entities in 22 states, including counties, cities, public works agencies and joint powers authorities. Award of the existing agreement with the firm, which expires June 30, 2018 was the result of a competitive process and Council approval on June 11, 2013 (Attachment B). The proposed agreement represents a minimal increase from the current amount of $43,200 per year to $45,000.

Recent highlights of their work include:

Housing: Community Development Block Grant, HOME, Section 8 and Continuum of Care renewals; successfully negotiated a higher Exception Payment Standard for Santa Monica from HUD; advocacy on behalf of the City to allow the VA to enter into lease agreements on the West LA VA campus to increase the supply of supportive housing for homeless veterans in the LA region.

Infrastructure: assisted the City in its efforts to seek grant funding under the US

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award.

Public Safety: advocacy for federal resources from the Local Law Enforcement Block Grant, the COPS program, JAG program, FEMA and UASI programs. The City successfully secured 21 bulletproof vests from the U.S. Department of Justice Bullet Proof Vest Program.

Transportation: advocacy for the renewal of alternative fuel tax credits; funding for the Surface Transportation Program to support roadway infrastructure in the City; advocated on behalf of the City regarding Helicopter Noise in the LA region and successfully kept an amendment from the FAA Reauthorization bill that would have Santa Monica airport.

Financial Impacts and Budget Actions
The professional services agreement to be awarded to Shaw/Yoder/Antwih, Inc. is for an amount not to exceed $248,021 over a five-year period. Funds of $46,716 are available in the proposed FY 2018-
will be charged to account 01202.555060 / 01200001.552010. Future year funding is contingent on Council budget approval.

The professional services agreement to be awarded to The Ferguson Group, LLC is for an amount not to exceed $225,000 over a five-year period. Funds of $45,000 are available in the proposed FY 2018-
will be charged to account 01202.555060 / 01200001.552010. Future year funding is contingent on Council budget approval.

Prepared By: Stephanie Venegas, Council Office & Legislative Affairs Liaison Approved Forwarded to Council

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Attachments:

A. 2013 SYA Contract approval (Web Link)
B. 2013 Ferguson Group Contract approval (Web Link)
C. 2018 SYA Oaks Initiative Disclosure Form - 5.17.18 - Executed D. 2018 Ferguson Group OAKS Initiative Notice Executed 5.17.18

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Packet Pg. 317 Attachment: Attachment A - 2018 State & Federal Lobbying Services RFP Staff Report [Revision 1] (6118 : State & Federal Advocacy Services &

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Packet Pg. 318 Attachment: Oaks Initiative - TFG [Revision 1] (6118 : State & Federal Advocacy Services & Grant Writing Services Contract)

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Packet Pg. 319 Attachment: Oaks Initiative - TFG [Revision 1] (6118 : State & Federal Advocacy Services & Grant Writing Services Contract)

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Packet Pg. 320 Attachment: Oaks Initiative - SYASL (6118 : State & Federal Advocacy Services & Grant Writing Services Contract)

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Packet Pg. 321 Attachment: Oaks Initiative - SYASL (6118 : State & Federal Advocacy Services & Grant Writing Services Contract)

5.H.d
Packet Pg. 322 Attachment: Oaks_Elizabeth Anderson Consulting [Revision 1] (6118 : State & Federal Advocacy Services & Grant Writing Services Contract)

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Packet Pg. 323 Attachment: Oaks_Elizabeth Anderson Consulting [Revision 1] (6118 : State & Federal Advocacy Services & Grant Writing Services Contract) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.I
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Water Resources Subject: Approval of Change Order to Purchase Order for Xylem Flygt Pumps for the Moss Avenue Pump Station
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemption pursuant to Section 15302 of the California Environmental Quality Act (CEQA) Guidelines.

2. Authorize the Procurement Manager to issue a change order to purchase order #22300940 in the amount of $30,000 with Xylem Water Solutions USA, Inc for the purchase of two (2) Flygt pumps for the Public Works Department. This would result in a revised purchase order total not to exceed $330,000, with future year funding contingent on Council budget approval.

Summary
The City of Santa Monica’s Water Resources Division within the Public Works Department provides water and wastewater services to over 93,000 residents and 2,700 commercial customers. On average, the City’s wastewater infrastructure collects and disposes of 14 million gallons of wastewater per day and majority of the wastewater is conveyed to the City of Los Angeles’ Hyperion Treatment Plant for treatment and final disposal. The Moss Avenue Pump Station (MAPS), a critical part of wastewater infrastructure in the City, is located adjacent to the Santa Monica Pier and uses four wastewater pumps to convey the City’s wastewater to the Hyperion Treatment Plant located in El Segundo. The current wastewater pumps at MAPS are obsolete and continue to experience service malfunctions and outages that put the city at risk of a major sewer overflow event. Two replacement pumps were ordered, but due to supply chain issues, delivery was delayed and a temporary rental pump was required to ensure

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wastewater continues to be conveyed to the Hyperion Treatment Plant and prevent sewer overflows. The cost to rent the temporary pump while waiting for the two permanent replacement pumps to arrive resulted in an increase in overall project cost that was not originally anticipated. Staff recommends the City Council approve a modification for the purchase order with Xylem Water Solutions USA, Inc (Xylem) for the temporary rental pump cost. The equipment replacement and rental costs for MAPS are reimbursed by the City of Los Angeles as it is part of the City of Los Angeles Bureau of Sanitation’s amalgamated system.

Discussion
The City of Santa Monica’s wastewater travels approximately nine miles south along the coast and requires sewer lift stations along the way to convey it to the City of Los Angeles’ Hyperion Treatment Plant located in El Segundo. The MAPS is a partnership between the City of Los Angeles and the City, where the City is responsible for operating the wastewater pump station and the City of Los Angeles reimburses the City for operation and maintenance costs, including equipment replacement. The four pumps currently in service at the MAPS are obsolete and have required significant maintenance and repair due to clogs and corrosion caused by the harsh environmental elements in the coastal environment. To improve operational reliability at the MAPS, the wastewater pumps at MAPS will be replaced with Xylem’s proprietary NT 3356 pump, which uses a patented N impeller to minimize clogging by materials such as rags, baby wipes, and debris that typically plug conventional wastewater pumps. The Xylem NT 3356 pump also provides superior corrosion resistance over the existing pumps. To ensure reliable service at MAPS while waiting for the new permanent pumps to arrive, the Water Resources Division has been renting an emergency standby pump and generator for extended durations as two out of the four existing pumps have experienced prolonged service outages and supply chain impacts have delayed the delivery of the two new replacement pumps.

Staff recommends the City Council approve a modification for the purchase order with Xylem Water Solutions USA, Inc (Xylem) for the temporary rental pump cost. The equipment replacement and rental costs for MAPS are reimbursed by the City of Los

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Angeles as it is part of the City of Los Angeles Bureau of Sanitation’s amalgamated system.

Environmental Review
The replacement of wastewater pumps and use of temporary pumps at MAPS is categorically exempt pursuant to Section 15302 (Replacement and Reconstruction) of the California Environmental Quality Act (CEQA) Guidelines. Section 15302 exempts Class 2 projects which “consists of replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced”. The new wastewater pumps, and use of temporary pumps until the new wastewater pumps are delivered, would replace existing wastewater pumps with essentially the same purpose and capacity, and therefore, the wastewater replacement pumps are categorically exempt from CEQA pursuant to Section 15302 of the CEQA Guidelines.

Meeting Date Description
04/25/23
(Attachment A)
Authorization of purchase order with Xylem Water Solutions USA for the purchase of two (2) Flygt pumps for MAPS.

Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Wastewater Fund to increase the amount of Purchase Order 22300940 with Xylem Water Solutions USA, Inc for temporary rental pump costs.

Purchase Order Modification Request
Purchase
Order #
Current
Authorized
Amount
FY 2023-24
Modified Request
Amount
Dept Account #
Total Revised
Contract
Amount
22300940 $300,000 $30,000 51500001.529420 $330,000
Future year funding is contingent on Council budget approval.

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Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council
Attachments:

A. April 25, 2023 Staff Report (Web Link)
B. Oaks Initiative Form - Xylem

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Packet Pg. 327

5.I.b
Packet Pg. 328 Attachment: Oaks Initiative Form - Xylem [Revision 1] (6131 : Approval of Change Order to Purchase Order for Xylem Flygt Pumps for MAPS) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.J
1 of 4
To: Mayor and City Council
From: Wolfgang Knabe, Interim Fire Chief, Fire Department Subject: Authorization to Issue Purchase Orders to Zoll Medical for the Purchase, Maintenance, and Repairs of Cardiac Monitor Defibrillators Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

3. Authorize the Procurement Manager to issue a purchase order with Zoll Corporation for two additional Monitor Defibrillators for the Fire Department. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250(b) for a total amount not to exceed $176,400 and is contingent on additional grant funding.

Summary
In December of 2018, the Fire Department awarded Zoll Medical Corporation a bid (#185) for the purchase of 17 cardiac monitor defibrillators to provide pre-hospital emergency care and fulfill the medical equipment requirements defined by the Los Angeles County Emergency Medical Services Agency. Following a formal request for proposal process, Zoll Inc. was recommended as the best bidder to provide and deliver these medical supplies. The comprehensive coverage and annual preventative maintenance service calls will expire on January 31, 2024. The cost of the 5-year On5.J Packet Pg. 329
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Site Precision Service Plan is a total amount not to exceed $161,058 – Zoll X Series for 17 monitors is $132,804 plus tax, including a 10% contingency. Additionally, the Fire Department recommends the City Council authorize the purchase of 2 additional cardiac monitors in an amount not to exceed $176,400. This allows the department to take advantage of short notice grant opportunities.

Emergency cardiac monitor defibrillators are critical for the patient in pre-hospital care.

SMFD would like to keep the monitors under the care of the manufacturer, which is Zoll, for the continuation of service and for there not to be any lapse between the existing contract and the new contract. Allowing a lapse in service or changing of the service vendor could lead to issues such as not having the right parts and pieces for repair, not having backup equipment, and not having a technician thoroughly trained on repairing this equipment in an appropriate amount of time, which could be a liability to the city.

Discussion
In 2022, the Fire Department responded to 17,800 calls for service, 10,800 of them were emergency medical calls, which required use a variety of medical supplies to deliver emergency medical care. This included the use of cardiac monitor defibrillators on patients with medical conditions and traumatic injuries. The use of the cardiac monitor is crucial to patient assessment and care. Studies show that early defibrillation is a critical component in treating cardiac arrest.

The Fire Department responds to over 130 cardiac arrest patients per year, 62 of them were STEMI – (ST Elevation Myocardial Infarction or heart attack) and over 700 patients with possible cardiac chest pain. In these cases, as well as many others including respiratory and neurological problems, the use of reliable defibrillators is a key element of providing life-saving emergency care.

On October 9, 2018, Council awarded a purchase order to Zoll Medical for the purchase of 17 cardiac monitors and support service. The Fire Department is seeking obtain sole source spending authority for the annual preventive maintenance, parts & labor on normal wear and tear of those 17 monitors for 5-years. The cost of this would be $132,804 plus tax and a 10% contingency, for a total amount not to exceed $161,058.

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The Fire Department is also seeking purchasing authority for two additional cardiac monitors for a total amount not to exceed $176,400. The cost includes the 5-year OnSide Precision Service Plan. The department will purchase the monitors when grant funding becomes available.

Vendor Selection
Exception to Competitive Bidding
Staff recommends Zoll Medical Corporation to furnish and deliver/provide a 5-year service agreement for 17 Zoll Monitors for Cardiac emergencies as an exception to competitive bidding per Muni Code 2.24.250 (b). This purchase meets the City’s exception to competitive bidding criteria (b.) in that Zoll is the sole manufacturer and distributor of the cardiac monitors, and therefore can service them adequately. This will save money by extending the life of the 17 current monitors for an additional 5 years. b. when a good or service is copyrighted, patented or only available form one license holder, including, proprietary goods, original equipment manufacturers and/or exclusive distributors:

Environmental Review
The award contract to provide medical supplies is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines. The award contract is covered by the commonsense exemption which states that CEQA does not apply, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.

The contract will allow the City to continue to provide emergency medical services.

Therefore, it can be seen with certainty that the agreement would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.

Past Council Actions
Meeting Date Description
10/09/2018
(attachment A)
Bid #185 awarded to Zoll Medical Equipment for the
purchase and servicing of 17 cardiac monitors for
emergency response.

Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to issue a purchase order with Zoll for extended warranty of 17 previously purchased Zoll cardiac monitor defibrillators for the Fire Department.

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Purchase Order Request for the Service Agreement
Request Amount
FY 2023-24Budget
Department #
Total Purchase Order
Amount
$161,058 01190002.525150 $161,058
Additionally, if grant funding becomes available staff seeks authority to issue a purchase order with Zoll for 2 additional monitors.

Purchase Order Request for additional Zoll Monitors
Current Year
Request
Amount
Amount for
Future Years
FY 2023-24 Budget
Department #
Total Contract
Amount
$0 $176,400 To be determined by Grant
funds $176,400
Future year funding is contingent on Council budget approval.

Prepared By: Deanna Kendall, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Zoll Staff report 10.09.18 Zoll - Cardiac Monitors
B. Zoll Staff report 12.18.18 Zoll - Durable Goods
C. Oaks_Zoll Medical Corporation

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City Council
Report
City Council Meeting: October 9, 2018
Agenda Item: 3.L
1 of 4
To: Mayor and City Council
From: Bill Walker, Fire Chief, Fire Department
Subject: Award RFP for Purchase of Cardiac Monitors for the Fire Department Recommended Action
Staff recommends that the City Council:

1. Award Bid #185 to Zoll Medical Corporation (Zoll), a Massachusetts based company for the purchase of cardiac monitor defibrillators and service for the Fire Department;

2. Authorize the Purchasing Services Manager to issue a purchase order with Zoll Corporation for cardiac monitor defibrillators in the amount not to exceed $533,139. The total expenditure of $533,139 includes four years of comprehensive coverage and four years of an annual preventative maintenance service call;

3. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.

Summary
The Fire Department seeks to purchase cardiac monitor defibrillators to provide prehospital emergency care and fulfill the medical equipment requirements defined by the Los Angeles County Emergency Medical Services Agency. Following a formal request for proposal process, Zoll Inc. is recommended as the best bidder to provide and deliver these medical supplies. The total expenditure is not to exceed $533,139 for 17 defibrillators, which includes four years of comprehensive coverage and four years of annual preventative maintenance service calls. Each monitor’s purchase price plus warranty is $31,361.11.

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Packet Pg. 333 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) 2 of 4
Discussion
The Fire Department responds to nearly 13,000 emergency medical calls annually and uses a variety of medical supplies to deliver emergency medical care. This includes the use of cardiac monitor defibrillators on patients with medical conditions and traumatic injuries. The use of the cardiac monitor is crucial to patient assessment and care.

Studies show that early defibrillation is a critical component in treating cardiac arrest.

The Fire Department responds to over 80 cardiac arrest patients per year and over 700 patients with possible cardiac chest pain. In these cases, as well as many others including respiratory and neurological problems, the use of reliable defibrillators is a key element of providing life-saving emergency care.

The department utilizes one monitor on each of the nine front line units and six reserve apparatus plus utilizes two units for additional deployment including med cart deployments on the beach and special events like the LA Marathon and Twilight at the Pier concerts. The Fire Department currently has 15 cardiac monitor defibrillators that have exceeded their useful life which will be replaced and will add two new units to:
• support the recent enhancement to the current deployment model which converted the department’s single basic life support (BLS) truck to an advanced life support (ALS) assessment unit, requiring medical supply equipment including a defibrillator, and
• add one additional spare unit to ensure equipment is available when and where it is needed. Additional spare units are required since the cardiac monitors are a County mandated piece of medical equipment and a unit is not allowed to be in service without a functioning cardiac monitor defibrillator.

The new monitors include state of the art features that the old equipment does not offer such as:
• Real CPR Help that provides audio and visual feedback that guides rescuers to deliver high-quality CPR,
• Monitoring of both carbon dioxide but carbon monoxide levels,

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Packet Pg. 334 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) 3 of 4
• Open electrocardiography 12-lead capabilities to allow secure transmitting of 12- lead data which records the electrical activity of the heart to hospitals and anyone involved in the continuum of care,
• Cutting edge open communication, including integrated WiFi, that simplifies transmission and charting, and
• Compatibility with the Department’s electronic patient care record allowing all patient data to be uploaded to the records, saving paramedics precious time on scene that can be devoted to patient care.

Vendor Selection
Bid Data
Bid Posting
Date
Bid Posted On Bid Advertised In (City
Charter & Municipal
Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
3/21/2018 City's Online
Bidding Site
Santa Monica
Daily Press
25 2 4/18/2018
Submittals Received Total
Cost Per Identified Bid Items
Vendor Selection Recommendation
Zoll $533,138.62 Municpal
Code
SMMC 2.24.072
Lifepak $630,609.65 Evaluation
Criteria
Price, in-field product testing, compatibility
with electronic patient record management,
previous experience, ability to deliver,
quality of product, and compliance with City
specifications.

Best and
Lowest
Bidder
Zoll
Best Bidder Justification
In addition to price, bids were evaluated based on ability to meet specifications, ability to deliver product, and compliance with bid specifications. Zoll, an established Massachusetts corporation, was able to provide a bid that included all specified goods and was the lowest bidder. Based on these criteria, Zoll is recommended as the best bidder to provide cardiac monitor defibrillators in accordance with the City

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Packet Pg. 335 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) 4 of 4
specifications.

Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Zoll to provide cardiac monitor defibrillators for the Fire Department. The one-time purchase order is for an amount not to exceed $533,139 which includes an additional four years of comprehensive coverage and four years of annual preventative maintenance servicing.

Award of the purchase order requires the following budget changes:

FY 2018-19 Budget Changes
Release Funds Appropriate Funds
Account Number(s) Amount Account Number(s) Amount

01.380246 $23,139 C0107440.689000 $23,139
The contract will be charged to the following account:

Purchase Order Request
Request Amount FY 2018-19 CIP Account # Total Contract
Amount
$533,139 C0107440.689000 $533,139
Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form Santa Monica Fire Dept Zoll

5.J.a
Packet Pg. 336 Attachment: Zoll Staff report 10.09.18 Zoll - Cardiac Monitors (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.Q
1 of 3
To: Mayor and City Council
From: Bill Walker, Fire Chief, Fire Department
Subject: Increase Purchase Order with Zoll to Purchase Cardiac Monitor Durable Goods
Recommended Action
Staff recommends that the City Council authorize the Procurement Manager to issue a change order to purchase order #21901362 in the amount of $150,000 with Zoll Corporation, a Massachusetts-based company for the purchase of cardiac monitor defibrillator durable goods (batteries, battery chargers, cables, cuffs, pads, monitor paper, and specialty items), for the Fire Department. This would result in a revised purchase order total not to exceed $683,139, with future year funding contingent on Council budget approval.

Summary
The Fire Department seeks to purchase $30,000 annually in durable goods (batteries, battery chargers, cables, cuffs, pads, monitor paper, and specialty items) for recently purchased cardiac monitor defibrillators. The cardiac monitor defibrillators provide prehospital emergency care and fulfill the medical equipment requirements defined by the Los Angeles County Emergency Medical Services Agency. Following a formal request for proposal process, Zoll Inc. was recommended as the best bidder to provide and deliver the cardiac monitor defibrillators. Staff is requesting the Procurement Manager issue a change order to purchase order #21901362 in the amount of $150,000 over the next five years with Zoll Corporation, a Massachusetts-based company, for the purchase of cardiac monitor defibrillator durable goods for the Fire Department. This would result in a revised purchase order total not to exceed $683,139, with future year funding contingent on Council budget approval.

Discussion
The Fire Department responds to nearly 13,000 emergency medical calls each year and uses a variety of medical supplies to deliver emergency medical care. This includes the

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Packet Pg. 337 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) 2 of 3
use of cardiac monitor defibrillators on patients with medical conditions and traumatic injuries. The use of the cardiac monitor is crucial to patient assessment and care.

Studies show that early defibrillation is a critical component in treating cardiac arrest.

On October 9, 2018 Council awarded a purchase order for the purchase of the cardiac monitors and the service. The Fire Department is seeking to increase the purchase order to include the purchase of durable goods including monitor cables, batteries, monitor paper, and associated specialty items, as the cost of the durable goods was not included in the original report.

Financial Impacts and Budget Actions
Staff seeks authority to increase a purchase order with Zoll to provide cardiac monitor defibrillator durable goods for the Fire Department. The purchase order is for an amount not to exceed $150,000 over five years with a total contract not to exceed $683,139.

Purchase Order Modification Request
PO # Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19
Budget Account #
Total Revised
PO Amount
21901362 $533,139 $150,000 01190002.525150 $683,139
Future year funding is contingent on Council budget approval.

5.J.b
Packet Pg. 338 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) 3 of 3
Prepared By: Terese Toomey, Principal Administrative Analyst Approved Forwarded to Council
Attachments:

A. Oaks Initiative Form Santa Monica Fire Dept Zoll

5.J.b
Packet Pg. 339 Attachment: Zoll Staff report 12.18.18 Zoll - Durable Goods (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 340 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 341 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 342 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 343 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 344 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 345 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

5.J.c
Packet Pg. 346 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors)

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Packet Pg. 347 Attachment: Oaks_Zoll Medical Corporation [Revision 1] (6149 : Award Sole Source for Maintenance and Repairs of Zoll Monitors) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.K
1 of 5
To: Mayor and City Council
From: Wolfgang Knabe, Interim Fire Chief, Fire Department Subject: Authorization to Issue Purchase Order to Lion Equipment for Firefighting Personal Protective Equipment
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.

Summary
The National Fire Protection Association (NFPA) sets the standard governing the requirements for structural firefighting protective clothing and for proximity firefighting protective clothing. NFPA 1971 protects firefighting personnel by establishing minimum levels of protection from thermal, physical, environmental, and blood-borne pathogen hazards encountered during structural and proximity firefighting operations.

The Fire Department is required to provide Personal Protective Equipment (PPE) to all firefighters. Staff recommends authorizing the Purchase Manager to issue a Purchase Order to All Star Fire for PPE. This recommendation is made as an exception to the City’s competitive bidding process pursuant to Santa Monica Municipal Code Section

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2.24.250(c). All Star Fire is the sole distributor of Lion Firefighting equipment and won the NPP.Gov bid from the League of Oregon Cities. The NPPGov serves public and non-profit markets as a cooperative purchasing organization providing access to contracts created through an RFP process conducted by a Lead Public agency. This award would allow for the Santa Monica Fire Department to purchase PPE in accordance with the terms of that bid. Each Firefighter requires a primary set of turnouts, and a reserve set that can be used when the frontline set becomes contaminated following a fire or other significant exposure and requires cleaning. To accomplish this, the Department needs to purchase up to thirty additional new sets of turnouts each year. The maximum lifespan of a set of turnouts is 10 years, but some may not last that long due to damage or severe wear. The use of the NPPGov procurement option saves significant staff time and results in substantial cost savings to the City.

The Fire Department recommends the City Council authorize the Purchasing Manager issue a purchase order for a three-year term for an amount of $450,000 for Turnouts and an additional $82,586 for other PPE, such as Fire Fighter gloves, hoods, boots, and uniform suspenders. The total not to exceed amount over the next 3 years with All Star Fire would be $532,586.

Discussion
In 2022, the Fire Department responded to nearly eighteen thousand calls for service, and firefighters must don personal protective equipment, such as turnouts, hoods, boots, gloves and suspenders, to protect the firefighter’s body from injury when responding to emergency incidents. Personal protective equipment is worn to protect the firefighter from harmful environmental conditions and physical injury during fire and rescue incidents. The hazards addressed by protective equipment include physical, electrical, heat, chemicals, biohazards, and airborne particulate matter.

The 2017 audit of firefighting PPE yielded a replacement strategy to assure all front-line turnouts were less than ten years old and that every five years, a firefighter would receive a replacement set of turnouts. With this replacement schedule, the Fire

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Department expects to purchase 25 sets of PPE in an annual cycle that allows for future budget planning and is consistent with national best practices. In addition to replacing turnouts for existing personnel, the Department anticipates hiring up to thirteen recruits in January of 2024. These personnel will receive a new set of turnouts upon successful completion of the academy. The Fire Department has utilized grant funding to help pay for turnouts in the past, and if any grant dollars become available for PPE, the Fire department will consider subsidizing the costs of new turnouts with grant funds in addition to General Fund dollars.

In addition to turnouts, Lion has also been awarded the NPPGov government contract for other Personal Protective Equipment and uniform pieces, such as Fire Fighter gloves, hoods, boots, and uniform suspenders. The Fire Department seeks approval to purchase turnouts in the amount of $450,000 and additional items in the amount of $82,586, for a total purchase order not to exceed $532,586.

Environmental Review
The purchase order for PPE is categorically exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The purchase order is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The purchase order will provide the SMFD with necessary PPE for firefighters. Therefore, it can be seen with certainty that the purchase order would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.

Vendor Selection
Exception to Competitive Bidding

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Financial Impacts & Budget Actions
Staff seeks authority to approve available funding from the General Fund to award a purchase order with All Star Fire Equipment Inc. for firefighting personal protective equipment. The Department may utilize grant funding if it should become available.

Purchase Order Request
FY 2023-24
Request Amount
Amount for
Future Years Department # Total Contract Amount
$179,701 $270,299 01190002.527530 $450,000
$27,500 $55,086 01190002.525200 $82,586
Future year funding is contingent on Council budget approval.

Staff recommends All Star Fire Equipment to furnish and deliver firefighting personal protective equipment, such as turnouts, boots, hoods, gloves and uniform suspenders, as an exception to competitive bidding per Santa Monica Municipal Code 2.24.250 (ai).This purchase meets the City’s exception to competitive bidding criteria under SMMC

2.24.250(c) because the fire department used the NPP.Gov Cooperative agreement with the League of Oregon Cities to secure reduced pricing for firefighting PPE. This cooperative has helped save time from duplicating efforts. ii). On November 12, 2019, the League of Oregon Cities (LOC) issued a solicitation for Fire Fighter Personal Protective Equipment Solicitation No. 1915. LOC works in cooperation with National Purchasing Partners “NPP” and its Government Division dba NPPGov, dba Public Safety GPO and dba Law Enforcement GPO (collectively hereinafter “NPPGov”), to service the LOC and NPPGov membership. The published Request for Proposal (RFP) contained provisions that permitted all members of LOC and NPPGov throughout the nation to “piggy-back” off the resulting Master Price Agreement.

LOC has determined that it is advantageous for LOC to procure Fire Fighter Personal Protective Equipment using a secure competitive RFP process evaluated based on “best value” rather than sealed bidding. Sealed bidding limits evaluation of offers solely to compliance with the requirements, provides no opportunity to compare the product and service offerings among the vendors, and uses price as the predominate deciding factor. Such limitations prevent LOC from awarding the most advantageous contract(s) for LOC and its members.
c. competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price;

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Prepared By: Deanna Kendall, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Oaks_Sposato Sayegh Hopper

5.K
Packet Pg. 352

5.K.a
Packet Pg. 353 Attachment: Oaks_Sposato Sayegh Hopper [Revision 1] (6151 : Award NPP contract to Lion for PPE)

5.K.a
Packet Pg. 354 Attachment: Oaks_Sposato Sayegh Hopper [Revision 1] (6151 : Award NPP contract to Lion for PPE) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.L
1 of 4
To: Mayor and City Council
From: Oles Gordeev, Acting Director of Human Resources, Human Resources Department
Subject: Adoption of Resolution Adopting Salary Rates for City Manager and Police Chief and Approval of Modification to Employment Agreement with David White for service as City Manager
Recommended Action
Staff recommends that the City Council:

2. Adopt a resolution of the City of Santa Monica adjusting the salary rates for City Manager and Police Chief (Attachment A).

Summary
In order to maintain an appropriate base salary relationship between Deputy Police Chief and Police Chief, staff recommends increasing the annual salary for Police Chief by 6%. As a result of the proposed increase in salary for Police Chief, the salary for City Manager must also be increased to maintain appropriate internal alignment to ensure that that the City Manager is compensated at a higher rate than the Police Chief.

Therefore, staff recommends a 10% increase in base salary for the City Manager, which results in the City Manager’s salary being approximately 7% more than the Police Chief.

To accomplish these adjustments, staff recommends that the City Council adopt the

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attached resolution adopting salary rates for the City Manager and Police Chief and approve the attached modification to the City Manager’s employment agreement.

Discussion
Article 2.02 of the Memorandum of Understanding (MOU) between the City and Santa Monica Police Officers Association requires that the Step 5 salaries of employees represented by the union be increased, if necessary, to cause those employees’ “net pay”, as defined in the MOU, of the Police Officer job classification to be the second highest of the “net pay” paid to the employees with five years of service among ten local police departments listed in the MOU. Per the MOU, this increase is effective at the beginning of the pay period that includes January 1. As a result of this contract provision, the members of the Police Officers Association received a 10.13% increase in base salary effective January 1, 2023, which resulted in salary compression between Deputy Police Chief and Police Chief.

As of July 2022, the annual base salary for the Police Chief was $328,656 at step 5 of the salary range and the Deputy Police Chief was $255,984 at step 5 of the salary range, which resulted in a 28.4% difference between the two classifications. Deputy Police Chief received a 10.13% increase to base salary effective January 2023, and a subsequent 1% increase effective July 2023, resulting in a current annual salary of $284,736 at step 5 of the salary range. During the same time period, the Police Chief’s annual salary was increased to $355,440 at step 5 of the salary range. As a result of all the changes, the difference in salary between Deputy Police Chief and Police Chief has decreased from 28.4% to the current 24.8%. This differential is further eroded considering the additional negotiated supplemental pays (i.e., longevity, educational incentives, deployment pay) that the Deputy Police Chief receives under the MOU and the fact that the Deputy Police Chief qualifies for overtime in limited circumstances.

When accounting for these additional negotiated supplemental pays, excluding overtime pay, the Deputy Police Chief is being paid approximately 2.9% more than the Police Chief and 1.6% more than the City Manager. In order to provide for an appropriate

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salary differential between the Deputy Police Chief and Police Chief classifications, staff recommends that the annual salary for Police Chief is increased by 6%.

The current annual base salary for the City Manager is $365,952. The proposed salary adjustment for the Police Chief classification increases the annual base salary at step 5 to $376,764, resulting in the Police Chief making approximately 3% more than the City Manager. Given the City Manager’s broad span of authority, it is necessary and appropriate to ensure that the City Manager is compensated at a level that exceeds the Police Chief. To provide for an appropriate salary differential between the City Manager and the Police Chief, staff proposes a 10% increase for City Manager which will provide for an annual salary of $402,552. As a result, the total compensation for the City Manager will be more aligned with the compensation received by City Managers in neighboring municipalities. For example, the annual compensation for City Manager at the City of Beverly Hills is $410,867 in consideration of base pay and management incentive pay received. The City of Beverly Hills also provides for performance pay of up to 10% of base salary. Santa Monica’s City Manager does not receive a management incentive or performance pay. Finally, the proposed salary adjustments for the City Manager and Police Chief results in the City Manager’s salary at a level that is approximately 7% more than the Police Chief, which is a reasonable level of separation given the City Manager’s scope of responsibilities and is consistent with the level of separation between City Managers and Police Chiefs of comparable agencies.

Attachment A presents a salary resolution adjusting the salary for City Manager and Police Chief. Attachment B presents a modification to the employment agreement with the City Manager.

Environmental Review
This action does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) because a salary resolution and modification to a personnel contract will not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Furthermore, if this action were considered a project, it would be categorically exempt pursuant to Section

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15324 (Regulations of Working Conditions) of the CEQA Guidelines, which consists of actions taken by regulatory agencies to regulate employee wages and worker conditions.

Financial Impacts and Budget Actions
No budget action is necessary at this time as a result of the recommended action in this report. The FY 2023-24 six-month prorated full-burden cost to the General Fund for the adjustments identified in this report is approximately $38,000 and will be absorbed within existing budgets in the City Manager and Police Departments.

Future year funding is contingent on Council budget approval.

Prepared By: Michael Arnoldus, Human Resources Manager
Approved Forwarded to Council
Attachments:

A. Attachment A - Salary Resolution Police Chief and City Manager 12 19 2023 B. White.CMEmploymentAgreement.FirstModification
C. Written Comments

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ATTACHMENT A
City Council Meeting: December 19, 2023 Santa Monica, California RESOLUTION NUMBER ________(CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ADOPTING SALARY RATES FOR CITY MANAGER AND POLICE CHIEF.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The following salary levels are hereby established, effective January 14, 2024, for the indicated permanent classifications:

Classification Salary Reason
City Manager $402,552/annual Equity Adjustment
Police Chief $376,764/annual; Step 5 Equity Adjustment
SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:

Douglas T. Sloan
City Attorney

5.L.a
Packet Pg. 359 Attachment: Attachment A - Salary Resolution Police Chief and City Manager 12 19 2023 (6168 : Adoption of Salary Resolution for City Manager

FIRST MODIFICATION OF EMPLOYMENT AGREEMENT
BETWEEN THE CITY OF SANTA MONICA AND DAVID A. WHITE
This First Modification of Employment Agreement (“First Modification”), entered into as of ____________________, 2023 (“Execution Date”), by and between the City of Santa Monica, a California municipal corporation (“City”), and David A. White (“White” or “Employee”), is made with reference to the following:

RECITALS
A. On July 22, 2021, the Santa Monica City Council appointed White to the position of City Manager of the City effective as of October 11, 2021 (“Employment Date”).

B. On July 28, 2021, the City and White entered into an Employment Agreement setting forth the terms and conditions of White’s employment as the City Manager of the City as of the Employment Date (“Original Agreement”).

C. The City and White wish to enter into this First Modification to increase White’s salary, in order to maintain appropriate internal alignment between the salary of the City Manager and the salary of the City Manager’s subordinate employees.

NOW, THEREFORE, the City and White agree as follows:

TERMS AND CONDITIONS

1. Section 1.1 of the Original Agreement, entitled “Salary,” is hereby amended to read as follows:

1.1 Commencing as of the Employment Date, the City agrees to pay Employee an initial annual base salary of $340,000, payable in installments in the same manner and at the same time as other City employees are paid. In accordance with section

1.2 below, commencing as of July 1, 2022, Employee’s annual base salary was adjusted by a 4.5% salary increase, to $355,296; and, commencing as of July 1, 2023, Employee’s annual base salary was adjusted to $365,952. Commencing as of January 14, 2024, the City agrees to pay Employee an annual base salary of $402,552, payable in installments in the same manner and at the same time as other City employees are paid.

2. Except as expressly modified by this First Modification, all other terms and conditions of the Original Agreement shall be and remain in full force and effect.

3. Electronic Signatures. Each party agrees that the transaction consisting of this Agreement may be conducted by electronic means. Each party agrees and acknowledges that it is such party’s intent, that if such party signs this First Modification using an electronic signature, it is signing, adopting, and accepting this First Modification and that signing this First Modification using an electronic signature is the legal equivalent of

5.L.b
Packet Pg. 360 Attachment: White.CMEmploymentAgreement.FirstModification [Revision 3] (6168 : Adoption of Salary Resolution for City Manager and Police 2 having placed its handwritten signature on this First Modification on paper. Each party acknowledges that it is being provided with an electronic or paper copy of this First Modification in a usable format.

4. Counterparts. This First Modification may be executed simultaneously or in any number of counterparts, including both counterparts that are executed manually on paper and counterparts that are in the form of electronic records and are executed electronically, whether digital or encrypted, each of which shall be deemed an original and together shall constitute one and the same instrument.

In witness whereof, this First Modification was executed on the day and year first written above.

CITY OF SANTA MONICA,
a municipal corporation
By: ________________________ __________________________ Phil Brock, Mayor David White
APPROVED AS TO FORM: ATTEST:
___________________________ _____________________________ Douglas Sloan, City Attorney Denise Anderson-Warren, City Clerk

5.L.b
Packet Pg. 361 Attachment: White.CMEmploymentAgreement.FirstModification [Revision 3] (6168 : Adoption of Salary Resolution for City Manager and Police 1 Xavier Mota
From: John Alle <[email protected]>
Sent: Friday, December 15, 2023 1:48 PM
To: Phil Brock
Cc: Oscar de la Torre; Lana Negrete; Christine Parra
Subject: David White's outlandish potential pay increase

EXTERNAL
Dear Mayor Brock,
One week's notice of a salary bump for city Manager David White to $400k +++, is not sitting well with voters learning about this.

Would you please gather Council support to put this on hold and pull this item from Tuesday's Council Agenda for more discussion?
Santa Monica is NOT better off than last year or the year he started. And we also have more debt.

The money would be better spent on undercover Police Detectives to root out the drug dealers on our streets attracting drug users, and/or individual paid staff to assist you and Councilmembers.

When I met with Oscar and Lana in August, each said they had concerns regarding David White’s job performance, and would be meeting with him for an "evaluation." What happened? Who and how many people do you know who are earning more than the prior year...including businesses who are contributing less to sales and hotel tax revenue?
If this proceeds, the negative repercussions will be endless, and our City leadership's integrity and judgment will again be called into question, now and leading up to the elections.

Thanks,
John Alle
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 362 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Monday, December 18, 2023 1:40 PM
To: Clerk Mailbox
Subject: Fwd: Salaries - City Manager and Chief of Police

EXTERNAL
Dear Denise.Kindly include the email from me below in Public Input under Item 5 L for tomorrow’s Council meeting.Thanks. Stan Epstein. 310 393 7619.

Sent from my iPad
Begin forwarded message:

From: Stanley H Epstein <[email protected]>
Date: December 18, 2023 at 1:33:01 PM PST
To: Phil Brock <[email protected]>, Lana Negrete <[email protected]>, Oscar de la Torre <[email protected]>, Gleam Davis <[email protected]>, Caroline Torosis <[email protected]>, Christine Parra <[email protected]>, Jesse Zwick <[email protected]>
Cc: David White <[email protected]>, City Clerk <[email protected]>, Epstein HP <[email protected]>, [email protected], John Alle <[email protected]>, Zina Josephs <[email protected]>, PNA90404 <[email protected]>, [email protected], Nancy Coleman <ncoleman@nancy‐euclid.net>, Alissa Finerman <[email protected]>, Elaine Golden‐ Gealer <[email protected]>, [email protected], Elaine Golden‐Gealer <[email protected]>, Marc Verville <[email protected]>, Wes Wellman <[email protected]>, "Dan Charn." <[email protected]> Subject: Salaries ‐ City Manager and Chief of Police
Gentlemen and Ladies.The Epsteins have done further research, and are sad to find these comparisons between the annual base salaries starting on Jan.14, 2024 in our town and those of relevant other jurisdictions( to be considered by Counsel tomorrow under Consent Calendar Item 5 L):

Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before).

Santa Monica Chief of Police: $376,764.

Let’s see the comps:

NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171.

NYC Mayor‐ $ 258, 750.

LA Mayor‐ $269, 365.

Calif. Gov’r‐ $ 224, 020.

Long Beach City Mgr.‐ $346, 227( a City with 5 times our population).

West Hollywood City Mgr.‐ $345,713.

I requested comments Thursday from HR and David ( cc’ing all Council members) .No one has answered.

I think that even more important than the large proposed increases are the raw salary amounts. David’s contract was entered into a few weeks before the seating on Council of now Mayor Phil, Oscar and ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 363 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 Christine.

Sincerely, Stan Epstein. 310 393 7619.

Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 364 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Monday, December 18, 2023 1:48 PM
To: Clerk Mailbox
Subject: Fwd: Salaries - City Manager and Chief of Police

EXTERNAL
Denise. The email below corrects my one word error. Please include it also in Public Input for Item 5L. Thanks.Stan Epstein
Sent from my iPad
Begin forwarded message:

From: Stanley H Epstein <[email protected]>
Date: December 18, 2023 at 1:45:24 PM PST
To: Phil Brock <[email protected]>, Lana Negrete <[email protected]>, Oscar de la Torre <[email protected]>, Gleam Davis <[email protected]>, Caroline Torosis <[email protected]>, Christine Parra <[email protected]>, Jesse Zwick <[email protected]>
Cc: David White <[email protected]>, City Clerk <[email protected]>, Epstein HP <[email protected]>, [email protected], John Alle <[email protected]>, Zina Josephs <[email protected]>, PNA90404 <[email protected]>, [email protected], Nancy Coleman <ncoleman@nancy‐euclid.net>, Alissa Finerman <[email protected]>, Elaine Golden‐ Gealer <[email protected]>, [email protected], Marc Verville <[email protected]>, Wes Wellman <[email protected]>, "Dan Charn." <[email protected]> Subject: Re: Salaries ‐ City Manager and Chief of Police Pardon my error. David’s contract was signed a few weeks after, not before, the current terms began for Phil, Oscar, and Christine.

Stan
Sent from my iPad
On Dec 18, 2023, at 1:33 PM, Stanley H Epstein <[email protected]> wrote:

Gentlemen and Ladies.The Epsteins have done further research, and are sad to find these comparisons between the annual base salaries starting on Jan.14, 2024 in our town and those of relevant other jurisdictions( to be considered by Counsel tomorrow under Consent Calendar Item 5 L):

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 365 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before).

Santa Monica Chief of Police: $376,764.

Let’s see the comps:

NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171.

NYC Mayor‐ $ 258, 750.

LA Mayor‐ $269, 365.

Calif. Gov’r‐ $ 224, 020.

Long Beach City Mgr.‐ $346, 227( a City with 5 times our population).

West Hollywood City Mgr.‐ $345,713.

I requested comments Thursday from HR and David ( cc’ing all Council members) .No one has answered. I think that even more important than the large proposed increases are the raw salary amounts. David’s contract was entered into a few weeks before the seating on Council of now Mayor Phil, Oscar and Christine .

Sincerely, Stan Epstein. 310 393 7619.

Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 366 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: T GROSSMAN <[email protected]>
Sent: Monday, December 18, 2023 4:14 PM
To: councilmtgitems; councilmtgitems; Caroline Torosis; Christine Parra; Gleam Davis; Jesse Zwick; Lana Negrete; Oscar de la Torre; Phil Brock
Subject: Discussion item re Raising Base Salary of Santa Monica City Manager??

EXTERNAL
Dear Councilpersons,
I and other residents I know are appalled that you are considering raising the base salary of the city manager to what we consider an obscene sum of money (over $400K) at a time when the city has not fully funded other services the citizens rely upon. Do not consider spending additional sums when you have a budget struggling to provide services to the citizens that were available in 2019, including all the library branches.

The money spent on the city manager's salary is already well above the average for city managers in CA. The average City Manager salary in California is $124,281 as of November 27, 2023, but the range typically falls between $114,155 and $140,693. https://www.salary.com/research/salary/recruiting/city-manager-salary/ca There are other measures to consider but it's not difficult to see Santa Monica is average in profile and does not need to spend huge sums, above the norm, to attract quality candidates. (https://roseinstitute.org/2023-california-city-manager-survey-a-profile-of-the-profession/) Thank you,
Tina Grossman
45 year resident of SM
90405
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 367 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Monday, December 18, 2023 3:35 PM
To: Phil Brock; Lana Negrete; Oscar de la Torre; Gleam Davis; Caroline Torosis; Christine Parra; Jesse Zwick
Cc: David White; Clerk Mailbox; Epstein HP; [email protected]; John Alle; Zina Josephs; PNA90404; [email protected]; Nancy Coleman; Alissa Finerman; Elaine Golden-Gealer; [email protected]; [email protected]; Wes Wellman; Dan Charn.

Subject: Re: Salaries - City Manager and Chief of Police

EXTERNAL
Dear Phil. Both of us were off on the signing date of the David White employment agreement by about six months. The execuƟon date was July 28, 2021 ( my birthday) , or slightly more than 7 months aŌer you, Oscar and ChrisƟne were sworn in, not a year aŌer that event ( as you thought). Not terribly important because the main issues are the amounts of base salary for the Manager and Police Chief compared to other jurisdicƟons and the respecƟve increases for each proposed at tomorrow’s Council meeƟng.

Stan
Sent from my iPad
> On Dec 18, 2023, at 1:45 PM, Stanley H Epstein <stanaƩ[email protected]> wrote:
>
> Pardon my error. David’s contract was signed a few weeks aŌer, not before, the current terms began for Phil, Oscar, and ChrisƟne.
>
> Stan
>
>
> Sent from my iPad
>
>> On Dec 18, 2023, at 1:33 PM, Stanley H Epstein <stanaƩ[email protected]> wrote:
>>
>>
>> Gentlemen and Ladies.The Epsteins have done further research, and are sad to find these comparisons between the annual base salaries starƟng on Jan.14, 2024 in our town and those of relevant other jurisdicƟons( to be considered by Counsel tomorrow under Consent Calendar Item 5 L):
>>
>> Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before). >> Santa Monica Chief of Police: $376,764.
>>
>> Let’s see the comps:
>> NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171. >> NYC Mayor‐ $ 258, 750.
>> LA Mayor‐ $269, 365.
>> Calif. Gov’r‐ $ 224, 020.
>> Long Beach City Mgr.‐ $346, 227( a City with 5 Ɵmes our populaƟon). >> West Hollywood City Mgr.‐ $345,713.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 368 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 >>
>> I requested comments Thursday from HR and David ( cc’ing all Council members) .No one has answered. I think that even more important than the large proposed increases are the raw salary amounts. David’s contract was entered into a few weeks before the seaƟng on Council of now Mayor Phil, Oscar and ChrisƟne . >>
>> Sincerely, Stan Epstein. 310 393 7619.
>>
>>
>>
>>
>>
>>
>>
>>
>> Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 369 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: John Alle <[email protected]>
Sent: Tuesday, December 19, 2023 7:54 AM
To: Phil Brock; Oscar de la Torre; Christine Parra; Lana Negrete Subject: Follow- up on City Manager David White's Salary Increase or Bonus and SEVERAL VOTER

COMMENTS

EXTERNAL
Below are excerpts from some of many voter comments expressed in letters sent, regarding 5 L on tonight's City Council Agenda ‐ ‐
But first the facts:

David White’s proposed increased Base Salary or Bonus is ten (10%) percent ‐ ‐ From 7/1/23 to 1/13/24‐ $365 952, plus housing allowance, free parking and additional perks From. 1/14/24 to 1/ 13/25‐ $402 552.

Other comparable Basse Salaries:

President of the United States ‐ $400,000
LA Mayor ‐ $269, 365
New York City Mayor ‐ $258 750
California Governor ‐ $224 020
Long Beach City Manager.‐ $346, 227 ( a City with 5 times our population).

West Hollywood City Manager.‐ $345,713
Just a few excerpts of some of 38 letters received on this topic ‐ ‐ "This is disgusting and hurtful to read. I barely have money to pay my rent, buy groceries or have heat in the winter.

However, more importantly, this city.
there is no money to clean the streets here, fix the lights, hire more officers, protect the residents, etc." "How much does everyone else make in the city? What about the director of transportation?" "In ANY business he would have been fired without severance and here they're giving him, an employee of a SMALL city, a salary higher than that of the GOVERNOR with a healthy pension on top?!?! WHAT?!" "Great letter. Such a huge red flag about how seriously the city is mismanaging funds...

How about a new sign that could get media attention like:' Look around. Does David White, SM city manager ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 370 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 deserve a hundred thousand dollar raise? Does he even deserve the 300 grand he makes now? What’s he done for you lately Santa Monicans?"
"Yeah, the city is too broke to open libraries, but can pay their CM $400,000? Tone deaf." "It’s bonkers that you, David White’s bosses, get paid a stipend, while he is at or near the very top. Personally, I don’t care except to say that you all should get paid before David White gets more money that puts him well above almost every other City Manager in the state. " On another note, with Phil taking the helm, I hope you four can coalesce to vote as a block on the number one issue in Santa Monica right now. Chief Batista needs 270 cops to proactively engage the drug dealers and addicts in the downtown area. Work together and push some stuff through! Downtown is out of control. And if you doubt it, allow me to be your tour guide some evening. ᦔᦕᦖᦗ I really don’t want Gleam’s vision of Santa Monica to come to fruition. Because these two recent beauties are NOT Santa Monicans! Seriously, this is what we have wandering the streets right now. And it’s some scary madness."
Respectfully,
John Alle
Residential and Commercial Property Owner
@santamonicacoalition
‐‐
John E. Alle

JOHN ALLE COMPANY
www.johnallecompany.com
www.thesantamonicacoalition.org
Cell: (310) 990-7124
Office: (626) 795-1511 (310) 319-1511
.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 371 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Bonnie <[email protected]>
Sent: Tuesday, December 19, 2023 8:43 AM
To: Caroline Torosis; Christine Parra; Gleam Davis; Jesse Zwick; Lana Negrete; Oscar de la Torre; Phil Brock; councilmtgitems; councilmtgitems; David White
Subject: Great park now; no failing up for White
Follow Up Flag: Follow up
Flag Status: Flagged

EXTERNAL

1. We voted for a great park ‐ that's all that's acceptable for council to consider or approve. With all the talk over the past few years of undermining democracy ‐ it's council's job to follow what voters asked for: a great park. Think of your legacy if we have a park like Golden Gate Park. You'd be remembered for life. Do the right thing and create a park.

Please do not raise David White's salary - he does not deserve to fail up. If anything, he should be fired or get a decrease in pay. Under White's tenure:

1. our streets are covered in trash, bottles, and human feces;

2. our libraries are closed;

3. he's invited drug addicts to openly use drugs in front of our children and welcomed the county to provide drug paraphernalia;

4. he's allowed a proliferation of cartels to enter the city and engage in drug dealing, prostitution, and forced labor;

5. he invites mentally ill drug addicts to move to santa monica from all over the country to terrorize actual residents;

6. stores have closed;

7. i cannot go downtown with my children without being accosted or screamed at by the mentally ill drug addicts who have more rights than i do;

8. he's handed our streets over to illegal parking of oversized vehicles that never receive tickets;

9. he's turned our beaches into dog runs because there is no enforcement of no dogs on beach rule;

10. he's allowed an increase in pedestrian deaths by directing pd to ignore law breaking and failing to enforce basic traffic laws.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 372 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Dan Charn. <[email protected]>
Sent: Tuesday, December 19, 2023 9:50 AM
To: Council Mailbox; Council Mailbox; Phil Brock; Lana Negrete; Christine Parra; Oscar de la Torre; Caroline Torosis; Gleam Davis; Jesse Zwick; Douglas Sloan; David White; councilmtgitems Subject: ITEM 5-L.. DAVID WHITE SALARY INCREASE

EXTERNAL
$402,552 thousand? STOP. This is how we got into
the mess we are in..overpaying staff and far too fat
benefit packages.

The POTUS makes less than that. How can you even be serious about this?
We need patrols, libraries open, more funding for POD and so many other things that are for the town's good and resident's needs. Not more overpaid staff..that is the second last thing we need next to any more ugly Cypress and NMS building.

THIS IS AS NUTS as a man worth close to 30 billion asking people to bring food for the hungry and dance around under a tree. We have lost our minds..long ago. just STOP.

Danielle Charney
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 373 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Tuesday, December 19, 2023 7:12 AM
To: David White; Phil Brock; Lana Negrete; Gleam Davis; Oscar de la Torre; Caroline Torosis; Christine Parra; Jesse Zwick; Ramon Batista
Cc: John Alle; Elaine Golden-Gealer; [email protected]; [email protected]; editor smdp; PNA90404; [email protected]; Nancy Coleman; Alissa Finerman; [email protected]; Epstein HP; [email protected]; Ann Maggio; Ann Hoover; Karen Croner; Dan Charn.; Wes Wellman; [email protected]; Clerk Mailbox; Alan Levenson; Charles Blum; Ben Subject: Fwd: Salaries - City Manager and Chief of Police Item 5L

EXTERNAL
Ladies and Gentlemen. Last evening, I received the attached heart breaking email from a resident who had seen my email below and who wants to remain anonymous. The individual is surely right that the salaries and other material compensation and other benefits of all senior City staff must immediately be widely revealed and discussed , and that those salaries and raises in issue this evening in Item 5 L for the City Manager and Police Chief are highly troubling to so many residents and business entities.

That data ( and the honest , full explanation of Council justifying the numbers) will surely be a top issue when 4 seats are up for election in less than 11 months , and 3 in November, 2026.

Sincerely, Stan Epstein. 310 393 7619
Sent from my iPad
Begin forwarded message:

From:

Date: December 18, 2023 at 7:48:11 PM PST
To: Stanley H Epstein <[email protected]>
Subject: Re: Salaries ‐ City Manager and Chief of Police This is disgusting and hurtful to read. I barely have money to pay my rent, buy groceries or have heat in the winter.

However more importantly, this city.
there is no money to clean the streets here, fix the lights, hire more officers, protect the residents, etc.

How much does everyone else make in the city? What about the director of transportation? On 12/18/23, 1:33 PM, "Stanley H Epstein" <[email protected] <mailto:[email protected]>> wrote:

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 374 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 Gentlemen and Ladies.The Epsteins have done further research, and are sad to find these comparisons between the annual base salaries starting on Jan.14, 2024 in our town and those of relevant other jurisdictions( to be considered by Counsel tomorrow under Consent Calendar Item 5 L):

Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before).

Santa Monica Chief of Police: $376,764.

Let’s see the comps:

NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171.

NYC Mayor‐ $ 258, 750.

LA Mayor‐ $269, 365.

Calif. Gov’r‐ $ 224, 020.

Long Beach City Mgr.‐ $346, 227( a City with 5 times our population).

West Hollywood City Mgr.‐ $345,713.

I requested comments Thursday from HR and David ( cc’ing all Council members) .No one has answered.

Sincerely, Stan Epstein. 310 393 7619.

Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 375 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: John Alle <[email protected]>
Sent: Tuesday, December 19, 2023 8:19 AM
To: Clerk Mailbox; Denise Anderson-Warren
Subject: Fwd: Follow- up on City Manager David White's Salary Increase or Bonus and SEVERAL VOTER

COMMENTS

EXTERNAL
‐‐‐‐‐‐‐‐‐‐ Forwarded message ‐‐‐‐‐‐‐‐‐
From: John Alle <[email protected]>
Date: Tue, Dec 19, 2023 at 7:53 AM
Subject: Follow‐ up on City Manager David White's Salary Increase or Bonus and SEVERAL VOTER COMMENTS To: Phil Brock <[email protected]>, Oscar de la Torre <[email protected]>, Christine Parra <[email protected]>, Lana Negrete <[email protected]> Below are excerpts from some of many voter comments expressed in letters sent, regarding 5 L on tonight's City Council Agenda ‐ ‐
But first the facts:

Other comparable Basse Salaries:

However, more importantly, this city.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 376 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 there is no money to clean the streets here, fix the lights, hire more officers, protect the residents, etc." "How much does everyone else make in the city? What about the director of transportation?" "In ANY business he would have been fired without severance and here they're giving him, an employee of a SMALL city, a salary higher than that of the GOVERNOR with a healthy pension on top?!?! WHAT?!" "Great letter. Such a huge red flag about how seriously the city is mismanaging funds...

How about a new sign that could get media attention like:' Look around. Does David White, SM city manager deserve a hundred thousand dollar raise? Does he even deserve the 300 grand he makes now? What’s he done for you lately Santa Monicans?"
"Yeah, the city is too broke to open libraries, but can pay their CM $400,000? Tone deaf." "It’s bonkers that you, David White’s bosses, get paid a stipend, while he is at or near the very top. Personally, I don’t care except to say that you all should get paid before David White gets more money that puts him well above almost every other City Manager in the state. " On another note, with Phil taking the helm, I hope you four can coalesce to vote as a block on the number one issue in Santa Monica right now. Chief Batista needs 270 cops to proactively engage the drug dealers and addicts in the downtown area. Work together and push some stuff through! Downtown is out of control. And if you doubt it, allow me to be your tour guide some evening. ᦔᦕᦖᦗ I really don’t want Gleam’s vision of Santa Monica to come to fruition. Because these two recent beauties are NOT Santa Monicans! Seriously, this is what we have wandering the streets right now. And it’s some scary madness."
Respectfully,
John Alle
Residential and Commercial Property Owner
@santamonicacoalition
‐‐
John E. Alle

JOHN ALLE COMPANY
www.johnallecompany.com
www.thesantamonicacoalition.org
Cell: (310) 990-7124
Office: (626) 795-1511 (310) 319-1511
.
‐‐
John E. Alle
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 377 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 3 JOHN ALLE COMPANY
www.johnallecompany.com
www.thesantamonicacoalition.org
Cell: (310) 990-7124
Office: (626) 795-1511 (310) 319-1511
The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. Kindly delete.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 378 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Tuesday, December 19, 2023 2:21 PM
To: Phil Brock; Lana Negrete; Oscar de la Torre; Gleam Davis; Caroline Torosis; Christine Parra; Jesse Zwick
Cc: David White; Clerk Mailbox; Epstein HP; [email protected]; John Alle; Zina Josephs; PNA90404; [email protected]; Nancy Coleman; Alissa Finerman; Elaine Golden-Gealer; [email protected]; [email protected]; Wes Wellman; Dan Charn.; editor smdp; Charles Andrews; Jack Neworth
Subject: Re: Salaries - City Manager and Chief of Police

EXTERNAL
The arƟcle in the Daily Press today about the Council acƟon tonight discussed Item 5L on the Consent Calendar. The staff report provided the exact annual base salaries for the City Manager and the Chief of Police.

Amazingly, ScoƩ nevertheless omiƩed both salaries. The wonders of local media in Santa Monica! Sincerely, Stan Epstein
Sent from my iPad
> On Dec 18, 2023, at 1:33 PM, Stanley H Epstein <stanaƩ[email protected]> wrote:
>
>
> Gentlemen and Ladies.The Epsteins have done further research, and are sad to find these comparisons between the annual base salaries starƟng on Jan.14, 2024 in our town and those of relevant other jurisdicƟons( to be considered by Counsel tomorrow under Consent Calendar Item 5 L):
>
> Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before). > Santa Monica Chief of Police: $376,764.
>
> Let’s see the comps:
> NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171. > NYC Mayor‐ $ 258, 750.
> LA Mayor‐ $269, 365.
> Calif. Gov’r‐ $ 224, 020.
> Long Beach City Mgr.‐ $346, 227( a City with 5 Ɵmes our populaƟon). > West Hollywood City Mgr.‐ $345,713.
>
> I requested comments Thursday from HR and David ( cc’ing all Council members) .No one has answered. I think that even more important than the large proposed increases are the raw salary amounts. David’s contract was entered into a few weeks before the seaƟng on Council of now Mayor Phil, Oscar and ChrisƟne . >
> Sincerely, Stan Epstein. 310 393 7619.
>
>
>
>
>
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 379 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 > > > > Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 380 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 1 Xavier Mota
From: Stanley H Epstein <[email protected]>
Sent: Tuesday, December 19, 2023 7:32 PM
To: David White; Phil Brock; Lana Negrete; Gleam Davis; Oscar de la Torre; Caroline Torosis; Christine Parra; Jesse Zwick; Ramon Batista
Cc: John Alle; Elaine Golden-Gealer; [email protected]; [email protected]; editor smdp; PNA90404; [email protected]; Nancy Coleman; Alissa Finerman; [email protected]; Epstein HP; [email protected]; Ann Maggio; Ann Hoover; Karen Croner; Dan Charn.; Wes Wellman; [email protected]; Clerk Mailbox; Alan Levenson; Charles Blum; Ben Subject: Re: Salaries - City Manager and Chief of Police Item 5L

EXTERNAL
The record should show that the unacceptable raises provided for in Consent Calendar Item 5L was approved without a word of discussions by a vote of 6 to 0 ( Oscar absent).

Stan Epstein
Sent from my iPad
On Dec 19, 2023, at 7:12 AM, Stanley H Epstein <[email protected]> wrote:

Ladies and Gentlemen. Last evening, I received the attached heart breaking email from a resident who had seen my email below and who wants to remain anonymous. The individual is surely right that the salaries and other material compensation and other benefits of all senior City staff must immediately be widely revealed and discussed , and that those salaries and raises in issue this evening in Item 5 L for the City Manager and Police Chief are highly troubling to so many residents and business entities.

That data ( and the honest , full explanation of Council justifying the numbers) will surely be a top issue when 4 seats are up for election in less than 11 months , and 3 in November, 2026.

Sincerely, Stan Epstein. 310 393 7619
Sent from my iPad
Begin forwarded message:

From:

However more importantly, this city.
there is no money to clean the streets here, fix the lights, hire more officers, protect the residents, etc.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 381 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 2 How much does everyone else make in the city? What about the director of transportation?
On 12/18/23, 1:33 PM, "Stanley H Epstein" <[email protected] <mailto:[email protected]>> wrote:

Santa Monica City Manager: $402,552 ( a ten % increase from that first in effect 6 months before).

Santa Monica Chief of Police: $376,764.

Let’s see the comps:

NYC Police Chief( hardly an easy job. I lived there for roughly 4 decades) ‐ $243, 171.

NYC Mayor‐ $ 258, 750.

LA Mayor‐ $269, 365.

Calif. Gov’r‐ $ 224, 020.

Long Beach City Mgr.‐ $346, 227( a City with 5 times our population).

West Hollywood City Mgr.‐ $345,713.

Sincerely, Stan Epstein. 310 393 7619.

ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 382 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) 3 Sent from my iPad
ITEM 5.L.

December 19, 2023
ITEM 5.L.

December 19, 2023

5.L.c
Packet Pg. 383 Attachment: Written Comments [Revision 1] (6168 : Adoption of Salary Resolution for City Manager and Police Chief) City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.M
1 of 4
To: Mayor and City Council
From: Oles Gordeev, Acting Director of Human Resources, Human Resources Department
Subject: Adoption of a Resolution Adopting Salary Rates for Custodian II, Director of Records and Election Services (City Clerk) and Maintenance Assistant, and Establishing a New Classification and a Adopting Salary Rate for Principal Design and Planning Manager
Recommended Action
Staff recommends that the City Council:

Executive Summary
On October 24, 2023, as part of the year-end budget, the City Council adopted Resolution Number 11557 (CCS), a salary resolution wherein salary rates for certain classifications were adjusted. Staff proposes salary adjustments for certain classifications identified in the salary resolution as considered equity adjustments and are proposed to address compression, recruitment, and retention issues. Further, with the upcoming vacancy in the Director of Records and Election Services (City Clerk) position, staff recommends an increase in the salary for the subject classification to better ensure a successful recruitment. In addition, staff recommends establishment of and adoption of salary rates for a Principal Design and Planning Manager.

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Discussion
Equity Adjustment for Director of Records and Election Services (City Clerk) City staff, in collaboration with Ralph Andersen and Associates, will be administering a recruitment process to fill the upcoming City Clerk vacancy. In consideration of the current job market in Southern California, staff recommends a 5% increase in base salary to better ensure a successful recruitment outcome.

Equity Adjustment for Custodian II and Maintenance Assistant The equity adjustments for the Custodian II and Maintenance Assistant are being presented to correct previous clerical errors pertaining to previously approved salary increases for the subject classifications.

Establishment of a Classification and corresponding Salary Range for Principal Design and Planning Manager
Included in the December 19, 2023, City Council meeting agenda, Public Works is proposing the establishment of a Principal Design and Planning Manager who will assist with managing the airport conversion project. The classification will be brought to the Personnel Board for approval after which a competitive recruitment will be administered.

The establishment of the new classification and adoption of salary rates will be conditioned upon Personnel Board approval.

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Environmental Review
This action does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) because a salary resolution and modification to a personnel contract will not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. If this action were considered a project for purposes of CEQA, it would be categorically exempt pursuant to Section 15324 (Regulations of Working Conditions) of the CEQA Guidelines, which consists of actions taken by regulatory agencies to regulate employee wages and worker conditions.

Financial Impacts and Budget Actions
No budget action is required at this time as a result of the recommended action in this report. The FY 2023-24 prorated full-burden cost of the salary adjustments for the Maintenance Assistant, Custodian II, and Director of Records and Election Services positions included in this report is approximately $64,000 and will be absorbed within the corresponding department’s current budgets.

The impact associated with the Principal Design and Planning Manager position is $111,001 (prorated for FY 2023-24) and is included as part of tonight’s Council agenda item 11, Administrative Proceedings, for Council budget approval.

Future year funding is contingent on Council budget approval.

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Prepared By: Michael Arnoldus, Human Resources Manager
Approved Forwarded to Council
Attachments:

A. Attachment A - General Salary Resolution 12 19 2023

5.M
Packet Pg. 387

ATTACHMENT A
City Council Meeting: December 19, 2023 Santa Monica, California RESOLUTION NUMBER ________(CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA

ADOPTING SALARY RATES FOR CUSTODIAN II, DIRECTOR OF RECORDS AND

ELECTION SERVICES (CITY CLERK), AND MAINTENANCE ASSISTANT,

ESTABLISHING A NEW CLASSIFICATION AND ADOPTING SALARY RATES FOR PRINCIPAL DESIGN AND PLANNING MANAGER.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The following salary level is hereby established, effective July 2, 2023, for the indicated classifications:

Classification Salary Reason
Custodian II $61,692/annual; Step 5 Equity Adjustment
Maintenance Assistant $51,521/annual; Step 5 Equity Adjustment SECTION 2. The following salary levels are hereby established, effective January 14, 2024, for the indicated classifications:

Classification Salary Reason
Director of Records and
Election Services (City Clerk)
$238,164/annual; Step 5 Equity Adjustment
Principal Design and Planning
Manager*
$179,808/annual; Step 5 New Classification*
* Subject to the approval of the new classification by the Personnel Board SECTION 3. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:

Douglas Sloan, City Attorney

5.M.a
Packet Pg. 388 Attachment: Attachment A - General Salary Resolution 12 19 2023 (6179 : Adoption of Salary Resolution for the Establishment of a City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.N
1 of 3
To: Mayor and City Council
From: Oles Gordeev, Acting Director of Human Resources, Human Resources Department
Subject: Adoption of a Resolution Accepting Tentative Agreement and Authorizing the City Manager to Negotiate and Execute Side Letter of Agreement with the Coalition of Santa Monica Employees (Coalition)
Recommended Action
Staff recommends that the City Council:

1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;

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Summary
In accordance with the Meyers-Milias-Brown Act (MMBA), the City and the Coalition of Santa Monica Employees (Coalition) have met and conferred and have reached a Tentative Agreement (TA) on the terms and conditions of medical benefits for miscellaneous employees.

Discussion
The overall policy of the City has been to maintain competitive benefits and working conditions in a high-cost geographic labor market to attract and retain a high-quality workforce to serve our community across a wide range of specialized services. Since most, though not all, City jobs are comparable to those in other competing municipal organizations, the City has traditionally looked to full-service cities in our region of similar size and financial strength for labor market comparisons.

The Coalition represents all City employees, with the exception of Police and Fire. On June 23, 2020, the City and the Coalition entered into an Umbrella Agreement governing medical benefits. The terms of the Umbrella Agreement are set to expire on December 31, 2023.

The substantive change to be effectuated to the Umbrella Agreement by this Amendment will shorten the time new hires are eligible for medical benefits, as follows:
• The current rule in the Umbrella Agreement is that the effective date of medical benefits for employees hired by the City is the first day of the month following 30 calendar days of employment. Effective January 1, 2024, the new rule will be that the effective date of medical benefits for employees hired by the City is the first day of the month following an employee’s date of hire.

The City met and conferred with the Coalition in accordance with the provisions of the MMBA, and the parties have reached a tentative agreement to amend the Umbrella Agreement with the proposed term.

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The terms of the proposed amendment to the Umbrella Agreement continue to keep the City in alignment with our 11 comparable peer cities while simultaneously preserving a level of benefits that will keep the City competitive in a tight labor market. Peer cities include Anaheim, Beverly Hills, Burbank, Culver City, El Segundo, Glendale, Inglewood, Pasadena, Redondo Beach, Santa Barbara and Torrance. The City of Los Angeles and County of Los Angeles may also be included as a comparable agency depending on the classifications being surveyed.

Environmental Review
The negotiated changes to medical insurance coverage are categorically exempt pursuant to Section 15324 (Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines. Class 24 consists of actions taken by regulatory agencies to regulate employee wages, hours of work or working conditions where there will be no demonstrable physical changes outside the place of work.

Financial Impacts and Budget Actions
The recommended action contained in the Amendment presented in this report does not result in an additional financial impact to the City. The annual cost of fringe benefits for each budgeted position is already included in the City’s adopted budget.

Prepared By: Oles Gordeev, Acting Director of Human Resources Approved Forwarded to Council
Attachments:

A. 12.19.23 Coalition Roll-Over Resolution

5.N
Packet Pg. 391
1 City Council Meeting: December 19, 2023 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MONICA ACCEPTING THE

TENTATIVE AGREEMENT AND AUTHORIZING THE CITY MANAGER

TO EXECUTE A SIDE LETTER OF AGREEMENT WITH THE COALITION OF SANTA

MONICA CITY EMPLOYEES
WHEREAS, authorized representatives of the City administration and the Coalition of Santa Monica Employees, have met and conferred in accordance with the MeyersMillias Brown Act (“MMBA”), codified at Government Code Section 3500 et seq., and have reached agreement on wages, hours, and other terms and conditions of employment; and WHEREAS, in accordance with Government Code Section 3505.1, on December 19, 2023, the tentative agreement reached between authorized representatives of the City administration and the Coalition of Santa Monica Employees was presented to the City Council of the City of Santa Monica for consideration; and WHEREAS, Government Code Section 3505.1 requires preparation of a written Memorandum of Understanding between the City and the employee organization if a tentative agreement is reached and adopted by the City Council; and WHEREAS, the purpose of the Side Letter of Agreement is to promote and provide harmonious relations, cooperation, and understanding between the City and the Coalition of Santa Monica Employees;

5.N.a
Packet Pg. 392 Attachment: 12.19.23 Coalition Roll-Over Resolution [Revision 1] (6180 : Side Letter of Agreement with the Coalition of Santa Monica 2 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The City Council of the City of Santa Monica hereby accepts and approves the tentative agreement that has been reached between authorized representatives of the City administration and the Coalition of Santa Monica Employees and authorizes the City Manager to execute a Side Letter of Agreement with the Coalition of Santa Monica Employees in accordance with this agreement, SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
_________________________

DOUGLAS SLOAN
City Attorney

5.N.a
Packet Pg. 393 Attachment: 12.19.23 Coalition Roll-Over Resolution [Revision 1] (6180 : Side Letter of Agreement with the Coalition of Santa Monica City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.O
1 of 2
To: Mayor and City Council
From: Douglas Sloan, City Attorney, City Attorney's Office, Administration Subject: Second Reading and Adoption of an Interim Zoning Ordinance Extending Interim Zoning Regulations Adopted by Interim Zoning Ordinance 2764 (CCS) Amending the Text of the Zoning Ordinance to Replace the Term “Medical Marijuana Dispensary” with “Medicinal Cannabis Retailer”, to Remove Certain Requirements for Medicinal Cannabis Retailers for Consistency with State law, and to Permit Medicinal Cannabis Retailers to Sell Adult-Use Cannabis or Adult-Use Cannabis Products to Persons 21 Years of Age and Over Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.

Executive Summary
At its meeting on December 12, 2023, the City Council introduced for first reading an Interim Zoning Ordinance extending interim zoning regulations adopted by Interim Zoning Ordinance 2764 (CCS) amending the text of the Zoning Ordinance to replace the term “Medical Marijuana Dispensary” with “Medicinal Cannabis Retailer”, to remove certain requirements for Medicinal Cannabis Retailers for consistency with State law, and to permit Medicinal Cannabis Retailers to sell adult-use cannabis or adult-use cannabis products to persons 21 years of age and over. The ordinance is now presented to the City Council for adoption.

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Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:

A. ORD-Cannabis IZO Extension 2d

5.O
Packet Pg. 395
1 City Council Meeting: December 19, 2023 Santa Monica, California ORDINANCE NUMBER _____ (CCS)
(City Council Series)

AN INTERIM ZONING ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA EXTENDING INTERIM ZONING ORDINANCE NO. 2764 AND AMENDING THE TEXT OF THE ZONING ORDINANCE TO: (1) REPLACE THE TERM “MEDICAL MARIJUANA DISPENSARY” WITH “MEDICINAL CANNABIS RETAILER”; (2) REMOVE CERTAIN REQUIREMENTS FOR MEDICINAL CANNABIS RETAILERS FOR CONSISTENCY WITH STATE LAW; AND (3) PERMIT MEDICINAL CANNABIS

RETAILERS TO SELL ADULT-USE CANNABIS OR ADULT-USE CANNABIS PRODUCTS TO PERSONS 21 YEARS OF AGE AND OVER

WHEREAS, the State of California has a long history of regulating cannabis uses within the State; and
WHEREAS, in 1996, California voters approved Proposition 215 (codified at Health and Safety Code section 11362.5 and titled the “Compassionate Use Act of 1996”), which provides criminal immunity for patients and primary caregivers for the cultivation and possession of cannabis if a doctor has recommended the cannabis for medical purposes; and
WHEREAS, in 2004, Senate Bill 420 was enacted (codified at Health and Safety Code section 11362.7 et seq. and titled the “Medical Marijuana Program Act”) to clarify the scope of the Compassionate Use Act of 1996; and
WHEREAS, the Medical Marijuana Program Act allows cities and other governing bodies to adopt and enforce laws consistent with its provisions; and WHEREAS, in 2015, Assembly Bills 243 and 266 and Senate Bill 643 were enacted (codified at Business and Professions Code section 19300 et seq. and titled the “Medical Marijuana Regulation and Safety Act”) and provided for enhanced statewide marijuana regulations; and

5.O.a
Packet Pg. 396 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 2 WHEREAS, in November 2016, voters approved Proposition 64, the Adult Use of Marijuana Act (“AUMA”), which allows adults 21 years of age or older to legally grow, possess, and use cannabis for nonmedicinal purposes, with certain restrictions; and WHEREAS, the AUMA authorizes the sale and distribution of cannabis for nonmedicinal purposes through a licensed business; and
WHEREAS, in 2017, the State legislature enacted Senate Bill 94 which created the Medicinal and Adult-Use Cannabis Regulation and Safety Act (“MAUCRSA”) and established regulations for the medicinal and adult-use cannabis markets, aligned all permit types, and authorized certain state agencies to establish rules governing cannabis operations and to implement the law; and
WHEREAS, MAUCRSA continues to preserve local control over cannabis-related uses by: (1) requiring medicinal cannabis businesses to obtain both a state license and a local license or permit, if required, to operate legally in California, (2) terminating the ability of a medicinal cannabis business to operate if its local license or permit is terminated, (3) continuing to authorize local governments to enforce local cannabis-related laws, (4) providing for penalties for unlicensed activities, and (5) expressly protecting local licensing practices, zoning and business regulation laws, and local actions taken under the constitutional police power; and
WHEREAS, consistent with State actions, City Council, when adopting its comprehensive update to its Zoning Ordinance in 2015, contemplated authorizing two medicinal cannabis retailers within the City to serve local needs; and WHEREAS, on October 24, 2017, the City Council adopted an Interim Zoning Ordinance (IZO) which replaced the term “medical marijuana dispensary” with “medicinal

5.O.a
Packet Pg. 397 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 3 cannabis retailer” throughout the Zoning Ordinance; created a definition for “medicinal cannabis retailer” to replace the definition for “medical marijuana dispensary” to conform with State law; removed certain requirements for medicinal cannabis retailers for consistency with State law and to allow for separate and more effective regulatory rulemaking; and modified the definition of “industry, limited” to allow for medicinal cannabis light manufacturing; and
WHEREAS, that IZO initially prohibited all adult-use commercial cannabis activities, including retail, cultivation, testing, distribution, and manufacturing; and WHEREAS, since then, the City has commenced a prolonged medicinal cannabis retailer selection process and issued two permits for the operation of medicinal cannabis retailers in the City; and
WHEREAS, the IZO was extended on several occasions and has since expired, causing the terminology, definitions, and other modified use standards to revert back to the previous outdated language in the Zoning Ordinance; and WHEREAS, on March 13, 2020, the City Manager, as the Director of Emergency Services (“Director of Emergency Services”), proclaimed the existence of a local emergency to ensure the availability of mutual aid and effectuate the City’s response to the novel coronavirus (“COVID-19”), and this local emergency was restated on March 14, 2020, through a revised declaration of local emergency; and WHEREAS, on March 16, 2020, the Director of Emergency Services issued a Third Supplement to the Executive Order, requiring the closure of a wide range of businesses including bars, nightclubs, on-premises restaurant service, movie theatres, live performance venues, gyms, fitness centers, spas, hair salons, massage parlors, and nail

5.O.a
Packet Pg. 398 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 4 salons; and
WHEREAS, on March 19, 2020, California Governor Gavin Newsom issued Executive Order N-33-20 directing all residents of the State of California to heed directives issued by the State Health Officer on the same date instructing all Californians to stay home except as needed to maintain continuity of operations of the federal critical infrastructure sectors; and
WHEREAS, on March 19, 2020, the Los Angeles County Department of Public Health issued an enhanced Health Officer Order, the Safer at Home Order for Control of COVID-19, amending and superseding its earlier March 16, 2020 Order, closing all nonessential businesses, and limiting gatherings; and
WHERAS, after March 19, 2020, the Los Angeles Department of Public Health, on multiple occasions, amended and modified its Health Officer Order, recognizing the issues posed by community transmission of COVID-19 in Los Angeles County, and, in response, maintaining public health measures that have, at differing times, included strict limitations on public gatherings, required closures of certain businesses, and strict limitations and protocols for the operations of businesses permitted to remain open; and WHEREAS, the local, state, and federal COVID-19 emergency declarations have since concluded, but the economic impacts of the COVID-19 closures of, and limitations on, businesses have been and continue to be devastating to the local Santa Monica economy; and
WHEREAS, as the commercial and economic landscape evolves, the City’s economic recovery and competitive advantage will depend on its ability to deliver on a diverse range of unique dining, retail, commercial, and entertainment uses; and

5.O.a
Packet Pg. 399 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 5 WHEREAS, the City has an important governmental interest in maintaining a thriving business community and protecting the health, safety, and economic welfare of its citizens and businesses; and
WHEREAS, on May 10, 2022, City Council requested that the City Manager schedule a study session as soon as practicable regarding whether to allow for the sale of nonmedicinal cannabis in the City of Santa Monica; and WHEREAS, on July 26, 2022, in line with potential economic recovery efforts, the City Council voted to place a cannabis business license tax measure (Measure HMP) on the ballot, imposing a tax on all commercial cannabis activities; and WHEREAS, in the November 2022 election, the voters approved Measure HMP; and
WHEREAS, on June 13, 2023, City Council held a study session where it: (1) considered key policy considerations for allowing adult-use cannabis businesses and other non-retail cannabis business types within the City of Santa Moncia; (2) discussed options for allowing adult-use cannabis sales and associated regulatory restrictions as may be appropriate; and (3) provided direction to staff on bringing back changes to the Municipal Code to allow for adult-use cannabis retail businesses and non-retail cannabis business types within the City; and
WHEREAS, at the June 13, 2023, study session, City Council directed staff to return with an ordinance amendment allowing the previously approved medicinal cannabis retailers to also sell adult-use cannabis while the permanent adult-use cannabis updates are pending; and
WHEREAS, on November 14, 2023, City Council the adopted IZO No. 2764,

5.O.a
Packet Pg. 400 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 6 which: (1) updated the interim regulations in order to allow the two approved medicinal cannabis retailers to also sell adult-use cannabis; and (2) made the same changes to the terminology, definitions, and use standards as the prior 2017 IZO to be consistent with State law and the cannabis industry; and
WHEREAS, IZO No. 2764 will become effective December 14, 2023, and it is set to expire 60 days thereafter on February 12, 2024; and
WHEREAS, as the City continues to support local businesses during this next phase of economic recovery following the pandemic, and contingent upon the effective date of IZO No. 2764, the City Council desires to extend IZO No. 2764 for two years in accordance with SMMC 9.46.090(C), with a new expiration date of February 12, 2026, to allow adequate time for staff to further evaluate the results of the land use changes included in the IZO and to develop a permanent adult-use cannabis program; and WHEREAS, the proposed extension would not preclude Council from revisiting the IZO prior to its expiration to potentially amend the provisions or duration thereof where necessary; and
WHEREAS, the extension of and amendments to the interim zoning regulations set forth in this IZO extension support local business retention and promote new business opportunities addressing the needs of the business community and residents by expanding opportunities within the City; and
WHEREAS, the City Council finds and declares that there continues to exist a current and immediate threat to the public health, safety and general welfare that requires the extension of the IZO to allow for economic recovery within the City by expanding permitted cannabis use and to also update the Zoning Ordinance to extinguish any

5.O.a
Packet Pg. 401 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 7 inconsistencies with State law and the cannabis industry.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY ORDAIN AS FOLLOWS:

SECTION 1. Interim Zoning Regulations. Santa Monica Municipal Code Chapters

9.01 through 9.52 are hereby amended as follows:
(a) The term “Medical Marijuana Dispensary” shall be replaced with “Medicinal Cannabis Retailer” throughout.
(b) Santa Monica Municipal Code Section 9.31.185 is hereby amended as follows:

9.31.185 Medicinal Cannabis Retailers
A. Purpose. The purpose of this subsection is to ensure that the development of Medicinal Cannabis Retailers does not adversely impact adjacent parcels or the surrounding neighborhoods in which they are located and that they will be developed in a manner that protects the health, safety, and general welfare of nearby residents and businesses while providing for the needs of all segments of the community. Medicinal Cannabis Retailers shall be permitted, located, developed, and operated consistent with the following development standards:

B. Conditional Use Permit. Each Medicinal Cannabis Retailer shall be subject to the approval of a Conditional Use Permit by the Planning Commission, appealable to the City Council.

C. Number and Location. A maximum of 2 Medicinal Cannabis Retailers no larger than 2,500 square feet shall be permitted. Medicinal Cannabis Retailers are prohibited within 600 feet of a Child Care and Early Education or Family Day Care Facility, park,

5.O.a
Packet Pg. 402 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 8 school, library, Social Service Center, or other Medicinal Cannabis Retailer. The distance shall be established on the date of application for the Conditional Use Permit.

D. Hours of Operation. Medicinal Cannabis Retailers may be operated between the hours of 10:00 a.m. and 8:00 p.m. Monday through Saturday and 12:00 p.m. to 7:00 p.m. on Sundays.

E. Recommendations. No recommendations for medicinal cannabis shall be issued on-site.

F. Delivery. Delivery of medicinal cannabis to patients or primary care givers as defined in Health and Safety Code Section 11362.5 et seq. is permitted.

G. Source Requirement. Only medicinal cannabis cultivated in California may be sold in a Medicinal Cannabis Retailer.

H. On-Site Cultivation. A maximum area of 15% of the total floor area may be used for on-site cultivation.

I. Litter. Outdoor trash receptacles shall be available near the entrances to and exits from the establishment. The premises shall be continuously maintained in a safe, clean, and orderly condition with twice daily litter pick-up within 500 feet of the Medicinal Cannabis Retailer.

J. Inspections. A Medicinal Cannabis Retailer owner shall authorize reasonable City inspection of the property by Santa Monica Code Enforcement and Police staff or other agents or employees of the City to ensure compliance with the conditions of approval imposed by the City in approving this project and will bear the reasonable cost of these inspections as established by Santa Monica Municipal Code Section 2.72.010 and Resolution No. 9905 (CCS) or any successor legislation thereto. These inspections

5.O.a
Packet Pg. 403 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 9 shall be no more intrusive than necessary to ensure compliance with conditions of approval.

K. Enforcement Cooperation. A Medicinal Cannabis Retailer, and all employees thereof, shall use best efforts to assist the police in investigating and prosecuting any violations of this Chapter consistent with constitutional provisions.

L. Sale of Adult-Use Cannabis or Adult-Use Cannabis Products. Notwithstanding anything to the contrary in this Section or Municipal Code, Medicinal Cannabis Retailers that have been issued a Conditional Use Permit as of October 10, 2023 shall be permitted to deliver and sell adult-use cannabis or adult-use cannabis products, as licensed and regulated by Business and Professions Code Section 26000 et seq., to persons 21 years of age and over, only if a regulatory permit for adult-use cannabis has been obtained by June 1, 2024. Only cannabis cultivated within California may be sold in accordance with this subsection. Cannabis shall not be consumed or used at the subject property.

Conditions of a Conditional Use Permit issued to a Medicinal Cannabis Retailer eligible to sell adult-use cannabis or adult-use cannabis products under this subsection L that prohibit or otherwise interfere with the sale of adult-use cannabis or adult-use cannabis products shall not be enforced by the City in accordance with the permissions set forth in this subsection L. All remaining Conditional Use Permit conditions shall be subject to enforcement and will apply equally to adult-use cannabis. (c) SMMC Section 9.51.030 is hereby amended to read as follows:

9.51.030 Nonresidential Use Classifications
A. Public and Semi-Public Use Classifications.

1. Adult Day Care. Establishments providing non-medical care for persons

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Packet Pg. 404 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 10 18 years of age or older on a less than 24-hour basis licensed by the State of California.

2. Cemetery. Establishments primarily engaged in operating sites or structures reserved for the interment of human or animal remains, including mausoleums, burial places, and memorial gardens.

3. Child Care and Early Education Facility. Establishments providing nonmedical care for persons less than 18 years of age on a less than 24-hour basis other than family day care (small and large). This classification includes commercial and nonprofit nursery schools, preschools, day care facilities for children, and any other day care facility licensed by the State of California. See Division 3, Section 9.31.120, Child Care and Early Education Facilities, for further details.

4. College and Trade School. Institutions of higher education providing curricula of a general, religious or professional nature, typically granting recognized degrees, including conference centers and academic retreats associated with such institutions. This classification includes junior colleges, business and computer schools, management training, technical and trade schools, but excludes personal instructional services such as music lessons.

5. Community Assembly. A facility for public or private meetings including community centers, banquet centers, religious assembly facilities, civic auditoriums, union halls, meeting halls for clubs and other membership organizations. This classification includes functionally related facilities for the use of members and attendees such as kitchens, multi-purpose rooms, and storage. It does not include gymnasiums or other sports facilities, convention centers, or facilities, such as day care centers and schools that are separately classified and regulated. See Division 3, Section 9.31.100,

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Packet Pg. 405 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 11 Community Assembly, for further details.

6. Community Garden. An area of land managed and maintained by a public or nonprofit organization or a group of individuals to grow and harvest food crops and/or ornamental crops, such as flowers, for personal or group use, consumption, or donation.

Community gardens may be divided into separate plots for cultivation by one or more individuals or may be farmed collectively by members of the group and may include common areas maintained and used by group members. Community gardens may be accessory to public or institutional uses such as parks, schools, community centers, or religious assembly uses. This classification does not include gardens that are on a property in residential use when access is limited to those who reside on the property.

Community gardens do not include medical marijuana collectives.

7. Cultural Facility. Facilities engaged in activities to serve and promote aesthetic and educational interest in the community that are open to the public on a regular basis. This classification includes performing arts centers for theater, music, dance, and events; spaces for display or preservation of objects of interest in the arts or sciences; libraries; museums; historical sites; aquariums; art galleries; and zoos and botanical gardens. It does not include schools or institutions of higher education providing curricula of a general nature.

8. Hospitals and Clinics. State-licensed public, private, and nonprofit facilities providing medical, surgical, mental health, or emergency medical services. This classification includes facilities for inpatient or outpatient treatment, including substanceabuse programs, as well as training, research, and administrative services for patients and employees. This classification excludes veterinary services and animal hospitals (see

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Packet Pg. 406 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 12 Animal Care, Sales, and Services).
a. Hospital. A facility providing medical, surgical, mental health, or services primarily on an in-patient basis, and including ancillary facilities for outpatient and emergency treatment, diagnostic services, training, research, administration, and services to patients, employees, or visitors. b. Clinic. A facility providing medical, mental health, or surgical services exclusively on an out-patient basis, including emergency treatment, diagnostic services, administration, and related services to patients who are not lodged overnight. Services may be available without a prior appointment. This classification includes licensed facilities offering substance abuse treatment, blood banks, plasma, dialysis centers, and emergency medical services offered exclusively on an out-patient basis. This classification does not include private medical and dental offices that typically require appointments and are usually smaller scale (see Offices, Medical and Dental).

9. Park and Recreation Facility. Parks, playgrounds, recreation facilities, trails, wildlife preserves, and related open spaces, which are open to the general public.

This classification also includes playing fields, courts, gymnasiums, swimming pools, picnic facilities, tennis courts, golf courses, and botanical gardens, as well as related food concessions or community centers within the facilities and restrooms within a primary structure or in an accessory structure on the same site.

10. Public Safety Facility. Facilities providing public-safety and emergency services, including police and fire protection and emergency medical services, with incidental storage, training and maintenance facilities.

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Packet Pg. 407 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 13 11. School. Facilities for primary or secondary education, including public schools, charter schools, and private and parochial schools.

12. Social Service Center. Facilities providing a variety of supportive services for disabled and homeless individuals and other targeted groups on a less than 24-hour basis. Examples of services provided are counseling, meal programs, personal storage lockers, showers, instructional programs, television rooms, and meeting spaces. This classification is distinguished from licensed day care centers (see Adult Day Care and Child Care and Early Education Facility), clinics (see Clinic), and emergency shelters providing 24-hour or overnight care (see Emergency Shelter).

B. Commercial Use Classifications

1. Adult-Oriented Business. See Sexually-Oriented Businesses.

2. Animal Care, Sales and Services. Retail sales and services related to the boarding, grooming, and care of household pets, including:
a. Grooming and Pet Store. Retail sales of animals and/or services, including grooming, for animals on a commercial basis. Typical uses include dog bathing and clipping salons, pet grooming shops, and pet stores and shops. This classification excludes dog walking and similar pet care services not carried out at a fixed location, and excludes pet supply stores that do not sell animals or provide on-site animal services (see General Retail Sales).
b. Kennel. A commercial, nonprofit, or governmental facility for keeping, boarding, training, breeding or maintaining 4 or more dogs, cats, or other household pets not owned by the kennel owner or operator on a 24-hour basis.

This classification includes animal shelters and animal hospitals that provide

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Packet Pg. 408 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 14 boarding-only services for animals not receiving services on the site but excludes the provision by shops and hospitals of 24-hour accommodation of animals receiving medical services on site. This classification also includes kennels that, in addition to 24-hour accommodation, provide pet care for periods of less than 24 hours but it does not include facilities that provide pet day care exclusively or predominantly.
c. Pet Day Care Service. A commercial, nonprofit, or governmental facility for keeping 4 or more dogs, cats, or other household pets not owned by the kennel owner or operator primarily for periods of less than 24 hours. d. Veterinary Service. Veterinary services for domesticated animals.

This classification allows 24-hour accommodation of animals receiving medical services but does not include kennels.

3. Automobile/Vehicle Sales and Services. Retail or wholesale businesses that sell, rent, and/or repair automobiles, boats, recreational vehicles, trucks, vans, trailers, and motorcycles, including the following:
a. Alternative Fuels and Recharging Facility. A facility offering motor vehicle fuels not customarily offered by commercial refueling stations (e.g., LPG) as well as equipment to recharge electric-powered vehicles. This classification does not include facilities within public garages or other stations that are accessory to a permitted use.
b. Automobile Rental. Rental of automobiles. Typical uses include car rental agencies. See Division 3, Section 9.31.050, Automobile Rental, for further details.

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Packet Pg. 409 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 15 c. Automobile Storage Parcel. Any property used for short- or longterm parking of vehicles for sale or lease at an automobile dealership or rental agency on a separate parcel from such agency or dealership. d. Automobile/Vehicle Sales and Leasing. Sale or lease, retail or wholesale, of new or used automobiles, light trucks, motorcycles, motor homes, and trailers, together with associated repair services and parts sales for vehicles sold or leased by the manufacturer associated with the dealership. (For auto repair, see Automobile/Vehicle Service and Repair, Major and Minor.) This classification includes on-site facilities for maintaining an inventory of vehicles for sale or lease but excludes buildings and property on a separate site that are used for storing vehicles (see Automobile Storage Parcel). Typical uses include automobile dealers and recreational vehicle sales agencies. This classification also includes minor on-site preparation, washing, buffing, waxing, and detailing of vehicles for sale or vehicles repaired at the facility. Any outdoor preparation, washing, buffing, waxing, and detailing of vehicles shall comply with the standards of Section

9.31.080(C), (D), (M), (N), (P), and (Q). This classification does not include automobile brokerage and other establishments that solely provide services of arranging, negotiating, assisting, or effectuating the purchase of automobiles for others. See Division 3, Section 9.31.070, Automobile/Vehicle Sales, Leasing, and Storage, for further details.
e. Automobile/Vehicle Repair, Major. Repair of automobiles, trucks, motorcycles, motor homes, boats and recreational vehicles, including the incidental sale, installation, and servicing of related equipment and parts. This

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Packet Pg. 410 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 16 classification includes auto repair shops, body and fender shops, transmission shops, wheel and brake shops, auto glass services, vehicle painting, tire sales and installation, and installation of car alarms, sound, telecommunications, and navigation systems, but excludes vehicle dismantling or salvaging and tire retreading or recapping. See Division 3, Section 9.31.060, Automobile/Vehicle Repair, Major and Minor, for further details.
f. Automobile/Vehicle Service and Repair, Minor. The service and repair of automobiles, light-duty trucks, boats, and motorcycles, including the incidental sale, installation, and servicing of related equipment and parts. This classification includes the replacement of small automotive parts and liquids as an accessory use to a gasoline sales station or automotive accessories and supply store, as well as smog check quick-service oil, tune-up and brake and muffler shops where repairs are made or service provided in enclosed bays and no vehicles are stored overnight. This classification excludes disassembly, removal or replacement of major components such as engines, drive trains, transmissions or axles; automotive body and fender work, vehicle painting or other operations that generate excessive noise, objectionable odors or hazardous materials, and towing services. It also excludes repair of heavy trucks, limousines or construction vehicles. See Division 3, Section 9.31.060, Automobile/Vehicle Repair, Major and Minor, for further details.
g. Automobile/Vehicle Washing. Washing, waxing, or cleaning of automobiles or similar light vehicles, that are the principal use of a building, structure, or site, including self-serve washing facilities. See Division 3, Section

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Packet Pg. 411 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 17 9.31.080, Automobile/Vehicle Washing, for further details. h. Large Vehicle and Equipment Sales, Service, and Rental Sales, servicing, rental, fueling, and washing of large trucks, trailers, tractors, and other equipment used for construction, moving, agricultural, or landscape gardening activities. Includes large vehicle operation training facilities. i. Service Station. Establishments primarily engaged in retailing automotive fuels or retailing these fuels in combination with activities, such as providing minor automobile/vehicle repair services; selling automotive oils, replacement parts, and accessories; and/or providing accessory food and retail services. See Division 3, Section 9.31.320, Service Stations, for further details. j. Towing and Impound. Establishments primarily engaged in towing light or heavy motor vehicles, both local and long distance. These establishments may provide incidental services, such as vehicle storage and emergency road repair services (for automobile dismantling, see Salvage and Wrecking). This classification includes parcels used for storage of impounded vehicles.

4. Banks and Financial Institutions.
a. Bank and Credit Union. Financial institutions providing retail banking services. This classification includes only those institutions engaged in the on-site circulation of money, including credit unions, but excluding check-cashing businesses. For administration, headquarters, or other offices of banks and credit unions without retail banking services/on-site circulation of money (see Offices, Business and Professional).
b. Check Cashing Business. Establishments that, for compensation,

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Packet Pg. 412 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 18 engage in the business of cashing checks, warrants, drafts, money orders, or other commercial paper serving the same purpose. This classification also includes the business of deferred deposits, whereby the check casher refrains from depositing a personal check written by a customer until a specific date pursuant to a written agreement as provided in Civil Code 1789.33. Check Cashing Businesses do not include State or Federally chartered banks, savings associations, credit unions, or industrial loan companies. They also do not include retail sellers engaged primarily in the business of selling consumer goods, such as consumables to retail buyers that cash checks or issue money orders incidental to their main purpose or business.

5. Bar. See Eating and Drinking Establishments.

6. Business Service. Establishments providing goods and services to other businesses on a fee or contract basis, including printing and copying, blueprint services, mailbox services, equipment rental and leasing, office security, custodial services, film processing, model building, and delivery services with 2 or fewer fleet vehicles on-site. (For 3 or more fleet vehicles, see Light Fleet-Based Services.)

7. Commercial Entertainment and Recreation. Provision of participant or spectator entertainment. This classification may include restaurants, snack bars, and other incidental food and beverage services to patrons. a. Cinema. Facilities for indoor display of films and motion pictures. b. Theater. Facilities designed and used for entertainment, including plays, comedy, and music, which typically contain a stage upon which movable scenery and theatrical appliances or musical instruments and equipment are used.

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Packet Pg. 413 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 19 c. Convention and Conference Centers. Facilities designed and used for conventions, conferences, seminars, trade shows, product displays, and other events in which groups gather to promote and share common interests.

Convention centers typically have at least one auditorium and may also contain concert halls, lecture halls, meeting rooms, and conference rooms, as well as accessory uses such as facilities for food preparation and serving and administrative offices. For conference facilities accessory to hotels, see Hotel and Motel.
d. Large-Scale Facility. This classification includes large outdoor facilities such as amusement and theme parks, sports stadiums and arenas, racetracks, amphitheaters, drive-in theaters, driving ranges, and golf courses. It also includes indoor facilities with 5,000 square feet or more in building area such as fitness centers, gymnasiums, handball, racquetball, or large tennis club facilities; ice or roller skating rinks; swimming or wave pools; miniature golf courses; bowling alleys; archery or indoor shooting ranges; and riding stables. e. Small-Scale Facility. This classification includes small, generally indoor facilities that occupy less than 5,000 square feet of building area, such as billiard parlors, card rooms, game arcades, dance halls, small tennis club facilities, poolrooms, and amusement arcades.
f. Fortunetelling. An establishment where a person or persons provide fortunetelling services and demand or receive, directly or indirectly, a fee or reward, or accept any donation for the exercise or exhibition of fortunetelling services, or give an exhibition of fortunetelling services at any place where a fee,

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Packet Pg. 414 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 20 donation or reward is charged or received, directly or indirectly as a condition of entry. Fortunetelling services shall include, but not be limited to, the telling of fortunes, forecasting of futures, or furnishing of any information not otherwise obtainable by the ordinary process of knowledge, by means of any occult or psychic power, faculty or force, psychic reading, occult reading, clairvoyance, clairaudience, cartomancy, psychometry, phrenology, spirits, mediumship, seership, prophecy, augury, astrology, palmistry, necromancy, mindreading, tarot card readings, tea leaves, telepathy or other craft, art, science, cards, talisman, charm, potion, magnetism, magnetized article or substance, crystal gazing, or magic of any kind or nature.

8. Eating and Drinking Establishments. Businesses primarily engaged in selling and serving prepared food and/or beverages for consumption on or off the premises.
a. Bar/Night Club/Lounge. Businesses that are licensed by the State to serve alcoholic beverages, including beer, wine and mixed drinks for consumption on the premises from a liquor service facility that is physically separate from the dining area and may be operated during hours when food is not served. See Division 3, Section 9.31.040, Alcoholic Beverage Sales, for further details.
b. Restaurant, Full-Service. Restaurants providing food and beverage services to patrons who order and are served while seated and pay after eating.

Takeout service may also be provided. See Division 3, Section 9.31.040, Alcoholic Beverage Sales, where applicable, for further details.

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Packet Pg. 415 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 21 c. Restaurant, Limited-Service and Take-Out. Establishments where food and beverages may be consumed on the premises, taken out, or delivered.

This classification includes cafes, cafeterias, coffee shops, delicatessens, fastfood restaurants, sandwich shops, limited-service pizza parlors, self-service restaurants, ice cream and frozen yogurt shops, and snack bars with indoor or outdoor seating for customers. This classification includes bakeries that have tables for on-site consumption of products. It excludes catering services that do not sell food or beverages for on-site consumption (see Commercial Kitchen). See Division 3, Sections 9.31.040, Alcoholic Beverage Sales, and 9.31.280, Restaurants, Limited Service and Take Out Only, where applicable, for further details.
d. Food Hall. Establishments consisting of three or more individually licensed businesses within an enclosed building where food and beverages may be consumed on the premises, taken out, or delivered, and may also include small retail venues. Patrons may be served while seated and pay after eating, or orders may be made at a walk-up window, counter, machine, or remotely, and payment made prior to food consumption. Characteristics of food halls include but are not limited to: shared entrance/lobby areas, compartmentalized spaces for individually licensed businesses, shared eating areas, shared restrooms, and shared “back of house” areas (e.g., storage, dishwashing, food preparation). Each compartmentalized space may have access to the exterior of the building, along with outdoor dining and seating areas, which may be shared with other businesses within the establishment.

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Packet Pg. 416 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 22 e. With Drive-Through Facility. Establishments providing food and beverage services to patrons remaining in automobiles. Includes drive-up service. f. With Outdoor Dining and Seating Area. Provision of outdoor dining facilities on the same property or in the adjacent public right-of-way. See Division 3, Section 9.31.200, Outdoor Dining and Seating, for further details.

9. Equipment Rental. Establishments whose primary activity is the rental of equipment, such as medical and party equipment, to individuals and business, and whose activities may include storage and delivery of items to customers.

10. Food and Beverage Sales. Retail sales of food and beverages for off-site preparation and consumption. Typical uses include food markets, groceries, and liquor stores.
a. Convenience Market. Retail establishments that sell a limited line of groceries, prepackaged food items, tobacco, magazines, and other household goods, primarily for off-premises consumption. These establishments typically have long or late hours of operation and occupy a relatively small building. This classification includes small retail stores located on the same parcel as or operated in conjunction with a Service Station but does not include delicatessens or specialty food shops. It excludes establishments that offer a sizeable assortment of fresh fruits and vegetables or fresh-cut meat (see General Market). See Division 3, Section 9.31.040, Alcoholic Beverage Sales, for further details. b. Farmers Market. A location where the primary activity is the sale of agricultural products by producers and certified producers. Sales of ancillary products may occur at the location. An open air farmers market may only be

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Packet Pg. 417 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 23 operated by a local government agency.
c. General Market. Retail food markets of food and grocery items primarily for offsite preparation and consumption. Typical uses include supermarkets and specialty food stores such as retail bakeries; candy, nuts and confectionary stores; meat or produce markets; vitamin and health food stores; cheese stores; and delicatessens. This classification may include small-scale specialty food production with retail sales such as pasta shops. See Division 3, Sections 9.31.040, Alcoholic Beverage Sales, and 9.31.150, General Markets in Residential Districts, where applicable, for further details. d. Liquor Store. Establishments primarily engaged in selling packaged alcoholic beverages for off-site consumption. See Division 3, Section 9.31.040, Alcoholic Beverage Sales, for further details.

11. Funeral Parlor and Mortuary. An establishment primarily engaged in the provision of services involving the care, preparation, or disposition of human remains and conducting memorial services. Typical uses include a crematory, columbarium, mausoleum, or mortuary.

12. Home Occupation. A use that is incidental and secondary to the primary residential use of a dwelling and compatible with surrounding residential uses. These uses include business, professional, and creative offices, food production, limited personal services, and urban agriculture. See Division 3, Section 9.31.160, Home Occupations for further details.

13. Instructional Services. Establishments that offer specialized programs in personal growth and development, typically in a classroom setting. Typical uses include

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Packet Pg. 418 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 24 classes or instruction in music, health, athletics, art, or academics. Instructional Services may include rehearsal studios as an accessory use. This use type excludes Colleges and Trade Schools and facilities that offer instructional services (see General Personal Services). This use type also excludes gyms, exercise clubs, or studios offering performing arts, martial arts, physical exercise, or yoga training and similar types of instruction. See Personal Services-Physical Training.

14. Live-Work. A unit that combines a work space and incidental residential space occupied and used by a single household in a structure that has been constructed for such use or converted from commercial or industrial use and structurally modified to accommodate residential occupancy and work activity in compliance with the Building Code. The working space is reserved for and regularly used by one or more occupants of the unit. See Division 3, Section 9.31.170, Live-Work Units, for further details.

15. Lodging. An establishment providing overnight accommodations to transient patrons who maintain a permanent place of residence elsewhere for payment for periods of 30 consecutive calendar days or less.
a. Bed and Breakfast. A residential structure that is in residential use in which the property owner or manager lives on site and within which up to 4 bedrooms are rented for overnight lodging and where meals may be provided. See Division 3, Section 9.31.090, Bed and Breakfasts, for further details. b. Hotel and Motel. An establishment providing temporary lodging to transient patrons. These establishments may provide additional services, such as conference and meeting rooms, restaurants, bars, or recreation facilities available to guests or to the general public. This use classification includes motor lodges,

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Packet Pg. 419 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 25 motels, apartment hotels, hostels and tourist courts, but does not include rooming houses, boarding houses, or private residential clubs, single-room occupancy housing, or bed and breakfast establishments within a single-unit residence. c. Vacation Rental. A property with a dwelling unit or guest house intended for permanent occupancy that is available for rent or hire for any person other than the primary owner for transient use for 30 days or less or is otherwise occupied or utilized on a transient basis for 30 days or less. Vacation rental does not include a Bed and Breakfast as defined above.

16. Maintenance and Repair Service. Establishments engaged in the maintenance or repair of office machines, household appliances, furniture, and similar items. This classification excludes maintenance and repair of motor vehicles or boats (see Automotive/Vehicle Sales and Services) and personal apparel (see Personal Services).

17. Mobile Food Truck Off-Street Venue. A location where the commercial vending of food occurs from parked vehicles.

18. Nursery and Garden Center. Establishments primarily engaged in retailing nursery and garden products—such as trees, shrubs, plants, seeds, bulbs, and sod—that are predominantly grown elsewhere. These establishments may sell a limited amount of a product they grow themselves. Fertilizer and soil products are stored and sold in packaged form only.

19. Offices. Offices of firms, organizations (for-profit and nonprofit), and public agencies providing professional, executive, management, administrative or design services, such as accounting, architectural, computer software design, engineering, graphic design, interior design, investment, insurance, and legal offices, excluding banks

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Packet Pg. 420 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 26 and savings and loan associations with retail banking services (see Banks and Financial Institutions). This classification also includes offices where medical and dental services are provided by physicians, dentists, chiropractors, acupuncturists, optometrists, and similar medical professionals, including medical/dental laboratories within medical office buildings but excluding clinics or independent research laboratory facilities (see Research and Development) and hospitals (see Hospital and Clinic). a. Business and Professional. Offices of firms, organizations, or agencies providing professional, executive, management, administrative, financial, accounting, or legal services, but excluding those that primarily provide direct services to patrons that visit the office (see Offices, Walk-In Clientele). b. Creative. Offices, production spaces, and work spaces of establishments that are in the business of the development, publishing, production, or distribution of creative property, including, but not limited to, advertising, architectural services, broadcasting, communications, computer software design, media content, entertainment, engineering, fashion design, film distribution, graphic design, interior design, internet content, landscape design, photography, and similar uses.
c. Medical and Dental. Offices providing consultation, diagnosis, therapeutic, preventive, or corrective personal treatment services by doctors and dentists; medical and dental laboratories that see patients; and similar practitioners of medical and healing arts for humans licensed for such practice by the State of California. Incidental medical and/or dental research within the office is considered part of the office use if it supports the on-site patient services.

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Packet Pg. 421 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 27 d. Walk-In Clientele. Offices predominantly providing direct services to patrons or clients and do not require appointments. This use classification includes employment agencies, insurance agent offices, real estate offices, travel agencies, utility company offices, and offices for elected officials. It does not include banks or check-cashing facilities, which are separately classified and regulated (see Banks and Financial Institutions).

20. Parking, Public or Private. Structures and surface lots offering parking for a fee when such use is not incidental to another on-site activity.

21. Personal Service.
a. General Personal Services. Provision of recurrently needed services of a personal nature. This classification includes barber shops and beauty salons, seamstresses, tailors, dry cleaning agents (excluding large-scale bulk cleaning plants), shoe repair shops, self-service laundries, video rental stores, photocopying and photo finishing services, and travel agencies mainly intended for the consumer. This classification also includes massage establishments that are in full compliance with the applicable provisions of Chapter 6.104, Massage Regulations, of the Santa Monica Municipal Code, and in which all persons engaged in the practice of massage are certified pursuant to the California Business and Professions Code Section 4612. This classification does not include gyms, exercise clubs, or studios offering performing arts, martial arts, physical exercise, or yoga training and similar types of instruction. See Division 3, Section 9.31.230, Personal Service, for further details. b. Personal Services, Physical Training. Gyms, exercise clubs, or

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Packet Pg. 422 Attachment: ORD-Cannabis IZO Extension 2d (6185 : Cannabis IZO - Second Reading) 28 studios less than 5,000 square feet offering martial arts, physical exercise, yoga training and similar types of instruction to classes and groups. This classification also includes exclusively youth-serving studios of less than 3,000 square feet offering performing arts, dance, martial arts, physical exercise, and similar types of instruction to classes and groups of more than 5 persons. c. Tattoo or Body Modification Parlor. An establishment whose principal business activity is one or more of the following: (i) using ink or other substances that result in the permanent coloration of the skin through the use of needles or other instruments designed to contact or puncture the skin; or (ii) creation of an opening in the body of a person for the purpose of inserting jewelry or other decoration. See Division 3, Section 9.31.230, Personal Service, for further details.

Santa Monica City CouncilDecember 19, 2023

Santa Monica City Council
December 19, 2023