QUOTATION
AssetWorks LLC
998 Old Eagle School Road, Suite 1215
Wayne, PA 19087
Quote #: Q-03442-5
Date: 12/5/2018
Expires On:
Salesperson: Tyler Beaty
Email: [email protected]
Phone: (916) 230-4458
Ship To
Reddy Rathnakar
City of Santa Monica
Equipment Maintenance
2500 Michigan Avenue
Santa Monica, California 90404
United States
(310)458-8500
Bill To
City of Santa Monica
Equipment Maintenance
2500 Michigan Avenue
Santa Monica, California 90404
United States
FleetFocus – Software Licenses (One-time)
Description QTY UNIT PRICE Line Total
FleetFocusFA Standard License 700.00 USD 39.36 USD 27,552.00 Reporting Module 700.00 USD 1.97 USD 1,379.00
Motor Pool Module 700.00 USD 3.94 USD 2,758.00
Motor Pool Reservations Module 700.00 USD 1.97 USD 1,379.00 Shop Activity Module 700.00 USD 3.94 USD 2,758.00
Customer Access Module 700.00 USD 1.97 USD 1,379.00
KPI/Dashboards Module 700.00 USD 1.97 USD 1,379.00
MAXQueue Integration Module 700.00 USD 1.97 USD 1,379.00 Capital Planning Module 700.00 USD 5.90 USD 4,130.00
Crystal Reports Server OEM Edition - with 1x report writer 1.00 USD 2,900.00 USD 2,900.00 SUBTOTAL: USD 46,993.00
FleetFocus – Setup and Implementation Services (One-time) Description Line Total
Hosting or SaaS - Server Setup Fee USD 5,000.00
Hosting or SaaS - Reporting Database Setup Fee USD 2,500.00 Project Management Services USD 13,940.00
System Setup Services USD 6,560.00
System Configuration Services USD 12,300.00
Data Conversion Services USD 18,040.00
Configure and Test NetworkFleet Integration USD 4,920.00 Fuel Interface Trapeze EAM to FA USD 6,560.00
Asset Interface FA to Trapeze EAM USD 9,020.00
Testing Services USD 2,460.00
Exhibit B -- Page 169
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 673 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Training Services USD 7,380.00
Go Live Support Services USD 9,840.00
Travel Costs USD 6,000.00
Configure and Test Automated Fuel Import from EJWard USD 1,640.00 Capital Planning Module Implementation Services USD 9,840.00 SUBTOTAL: USD 116,000.00
Networkfleet Active GPS – Hardware (One-time)
Description QTY UNIT PRICE Line Total
A5500 (includes Y harness) Networkfleet Hardware 73.00 USD 110.23 USD 8,046.79 9-pin Heavy Duty Harness with "D" Mount (5500/5200) 73.00 USD 44.93 USD 3,279.89 Base Installation - Plug/Play or 3 Wire 73.00 USD 83.44 USD 6,091.12 Tamper Resistant Zip Ties (100 per pack) 3.00 USD 64.18 USD 192.54 Group1 TOTAL: USD 17,610.34
FuelFocus and Passive GPS – Software Licenses (One-time) Description QTY UNIT PRICE Line Total
FuelFocus ICU License 6.00 USD 2,383.31 USD 14,299.86
Veeder Root Integration License 6.00 USD 1,164.27 USD 6,985.62 Vehicle Data Collector License (per site) 8.00 USD 1,164.27 USD 9,314.16 Passive GPS Software Module 584.00 USD 7.87 USD 4,596.08 Driver Management Software Module 584.00 USD 3.94 USD 2,300.96 SUBTOTAL: USD 37,496.68
FuelFocus and Passive GPS – Hardware (One-time)
Description QTY UNIT PRICE Line Total
FuelFocus Controller - Wireless - 2 Hose RFC1500 5.00 USD 10,116.59 USD 50,582.95 FuelFocus Controller - Wireless - 4 Hose RFC2500 1.00 USD 13,236.66 USD 13,236.66 Vehicle Data Collector Kit w/ CPU 2.00 USD 5,845.13 USD 11,690.26 FJ3 WAF Box Hi Power w/ mast 7.00 USD 840.94 USD 5,886.58 Front Panel Option - HID 6.00 USD 378.19 USD 2,269.14
Power Integrity Surge Suppression 6.00 USD 149.82 USD 898.92 Omron Base 18.00 USD 16.69 USD 300.42
Omron DPST-NO Relays 18.00 USD 25.09 USD 451.62
Nozzle Transponders - Universal FJ3 24.00 USD 395.37 USD 9,488.88 Bracket Kit for CNG, Propane, LNG, CT100, GGIE-K, NGV Nozzle Transponder -
DOES NOT INCLUDE NOZZLE TRANSPONDER
5.00 USD 75.00 USD 375.00
FJ3 Vehicle Identification Box 584.00 USD 158.30 USD 92,447.20 FIA Option for FJ3 584.00 USD 54.31 USD 31,717.04
SVID without FIA (single protection) 73.00 USD 54.31 USD 3,964.63 Fuel Inlet Antenna 0.00 USD 18.64 USD 0.00
Exhibit B -- Page 170
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 674 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Dashboard Coil 657.00 USD 25.90 USD 17,016.30
OBDII Canbus Easy Connect Cable 584.00 USD 26.13 USD 15,259.92 Combo J1939/J1708 9 Pin Deutsche Easy Connect Cable 0.00 USD 67.43 USD 0.00 J1939 Type II 500kb Heavy Duty 9-Pin Cables with Green Connectors 0.00 USD 76.50 USD 0.00 Passive GPS Add On Kit 584.00 USD 132.05 USD 77,117.20
FJ3 Driver ID Add On Kit 584.00 USD 122.55 USD 71,569.20 Driver ID Key 584.00 USD 11.85 USD 6,920.40
FJ3 Programmer 2.00 USD 1,743.16 USD 3,486.32
FJ3 Flash Tool 2.00 USD 895.00 USD 1,790.00
Spare Kit HID - Includes 4 line display WIN7 1.00 USD 5,803.77 USD 5,803.77 Fuel Shipping Costs 7.00 USD 125.00 USD 875.00
SUBTOTAL: USD 423,147.41
FuelFocus – Setup and Implementation Services (One-time) Description Line Total
Project Kickoff & Orientation USD 940.00
Hardware Installation Services USD 14,760.00
Fuel Software Installer / Trainer USD 5,740.00
Remote FuelFocus Site Startup Services USD 2,460.00
Remote Vehicle Data Collector Site Startup Services USD 820.00 FJ3 Installation & Diagnostic Training Services USD 3,280.00 Post Go Live Services USD 1,640.00
Passive GPS & Driver Behavior Module Configuration Services USD 5,740.00 Project Management Services USD 7,050.00
Travel Costs USD 10,000.00
SUBTOTAL: USD 52,430.00
Hosting Services (Annual)
Description QTY Monthly
Fee/Unit
Line Monthly Total Yearly Fee
Hosting Services - FleetFocus Monthly Fee 700.00 USD 1.75 USD 1,225.00 USD 14,700.00 Hosting Services - Reporting Database Monthly Fee 1.00 USD 500.00 USD 500.00 USD 6,000.00 Hosting Services - FuelFocus (per ICU) 8.00 USD 50.00 USD 400.00 USD 4,800.00 SUBTOTAL: USD 25,500.00
Exhibit B -- Page 171
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 675 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Networkfleet Active GPS – Monthly Services (Annual)
Description QTY Monthly
Fee/Unit
Line Monthly Total Yearly Fee
A5500 Networkfleet Standard Service 73.00 USD 18.95 USD 1,383.35 USD 16,600.20 Networkfleet Connector - AssetWorks Client - Includes Telematics Module
73.00 USD 1.00 USD 73.00 USD 876.00
Networkfleet Incremental Service Fee - 30 second updates 73.00 USD 2.55 USD 186.27 USD 2,235.26 SUBTOTAL: USD 19,711.46
FleetFocus and FuelFocus Software Maintenance – Year 1 (Annual) Description Line Total
FleetFocus Software Maintenance USD 11,752.00
FuelFocus and Passive GPS Software Maintenance USD 12,719.55 Group2 TOTAL: USD 24,471.55
GRAND TOTAL: USD 763,360.44
Exhibit B -- Page 172
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 676 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
NOTES/ASSUMPTIONS
1. This quote is based on site being "FMS Ready". FMS Ready means that all FMS System pedestals will be mounted to the appropriate location. All conduits will be connected between the FuelFocus Controllers and pumps, junction boxes and breaker panels. Assumes all dispensers have pulsers and are fuel system compatible. All wires will be pulled and left disconnected at each end. See full FMS Ready description below.
2. Does not include permits, permit fees or site as built drawings.
3. Subject to any applicable state and/or local sales tax, import duties, PST, VAT.
4. Warranty is one (1) year parts with telephone help desk support. Extended warranty plans are available for subsequent years. Warranty expires at 12 months from date of install or 15 months from date of shipment, whichever comes first.
5. Client must have a tested network connection at the fuel island. This connection needs to be able to ping the FleetFocus Server successfully. Delay of this connectivity could result in additional time being added to contract.
Following represents a checklist of items that need to be performed to comply with "FMS Ready".
1. Have an electrical contractor mount the FMS System pedestals and fasten to concrete.
2. Conduit Requirements - Have electrician run a conduit from the master dispensers to pedestal as needed. Our electrical requirements to each FMS Controller are as follows:
1. We will need dedicated power from a circuit breaker panel to each FMS Controller. The power for each FMS Controller can be pulled off one circuit breaker.
2. We will need a dedicated conduit back to the building from each FMS Controller for communication wiring unless RF LAN connectivity will be used. These may be looped also. Please note that a maximum cable length for CAT5 is 300 feet.
3. We will need one conduit from the pedestal to be terminated in the dispenser electrical junction box.
4. We will either need:
i.A second conduit from the pedestal to the pulser junction box in the dispenser, or ii.The pulser junction box in the dispenser piped over to the electrical junction box in the dispenser
1. Contractor must mount WAF Antenna centrally to all fuel lanes if WAF option is purchased. Must have conduit from nearest ICU to this point. Please discuss location with AssetWorks Project Team.
2. (For Transit Lanes only) Mount Banner sensor in each fuel lane and run conduit from sensor to respective FMS Controller.
3. Cable Requirements - Have electrician pull the following cables - leaving at least three feet extra to extend above the top of the pedestal and as much as possible to fit in the electrical junction box within the dispensers: The items lettered below correspond with the same letter of the conduit above.
1. Three 14AWG minimum THHN gas/oil resistant wires for power, neutral, ground to each FMS Controller from breaker panel. Terminate at panel, wire nut FMS System ends and mark breaker. Lock breaker in off position
2. Pull whatever cable is appropriate based on client demands and location parameters to ensure a reliable TCP/IP ethernet connectivity at the fuel island to each Island Control Unit. This may be a CAT5 cable, fiber optics or RF Ethernet connectivity. If the TLS Interface option is chosen, there are two methods of connecting the Veeder Root console to FuelFocus. The first method is via a RS232 Exhibit B -- Page 173
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 677 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
card installed in the Veeder Root (client responsibility). While this is a less expensive option – RS232 is only rated to communicate effectively if the distance between the Veeder Root and the nearest FuelFocus Controller does not exceed fifty (50) feet. If RS232 is used, a four conductor shielded cable must be installed between the two. Veeder Root connectivity can also be achieved via TCP/IP as an option. This method requires the installation of a ethernet card in the Veeder Root console, and then a CAT5 network connection run from the clients network to the Veeder Root – keeping in mind CAT5 distance limitations shown above. Procurement, installation, and configuration and programming of either method are the client responsibility.
3. Pull four 14AWG minimum THHN gas/oil resistant wires to each pump/dispenser (eight if it is a two hose pump/dispenser) electrical junction box for control wiring. One of these wires should be white for neutral. Dispenser must be able to have handle wired hot at all times when using WAF technology and solenoid will be used for system control.
4. Pull a four conductor 22AWG minimum shielded cable to the dispenser for pulser communication. Please consult with an AssetWorks technician if these distances exceed three hundred (300) feet.
5. Pull the CAT5 wire included with WAF Antenna to the ICU along with a single 14AWG THHN green wire for grounding purposes.
6. (For Transit Lanes only) Pull included cable for Banner Sensor through conduit. Extend length if needed.
4. Call AssetWorks to schedule a date for final terminations when all of the above is done.
Note - all wiring and conduits described above are what is needed for FMS System control only. This document assumes the station and dispensers to be wired already.
TERMS OF USE
Price/Specifications
Price and specifications are subject to change without notice. AssetWorks LLC is not responsible for typographical and/or photographical errors.
PAYMENT TERMS
Net 30. All hardware will be billed upon delivery. All FuelFocus Integration Licenses will be billed upon delivery of hardware. Services will be billed monthly as performed.
MISSING, DAMAGED, OR INCORRECT ORDERS
Please inspect all orders upon receipt. Please email [email protected] to request an RMA for any missing, damaged, or incorrect orders. You may also call 610-225-8350.
RETURN POLICY
AssetWorks LLC products may be returned within 30-days of invoice date for refund, replacement, or exchange. All product returns must have a Returned Merchandise Authorization (RMA) number issued by AssetWorks marked clearly on the return package, or the package will be refused, and no credit will be issued.
To request an RMA, please email [email protected] . RMAs are valid for 15 days from the date of issuance.
The following information is required for all RMAs:
The invoice or packing list number
The product name and part number
Company name, point of contact, mailing address, email address, and telephone number A reason for the return
Exhibit B -- Page 174
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 678 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
If you wish to make a return or exchange, you must present the merchandise within 30 days of purchase. All goods must be returned in their original packaging. If the items are not received in their original and unused condition, a minimum re-stocking fee of 18% will be charged. Product that has been used will not be accepted for return or exchange unless under warranty or maintenance contract. Product that has been altered without the specific authorization by AssetWorks Inc. will not be accepted.
Send returns with the RMA number clearly marked on the package to:
AssetWorks, LLC.
Attn: RMA Department
998 Old Eagle School Road, Suite 1215
Wayne, PA 19087
All returns will be processed and fully inspected. All products must be returned in original condition including packaging, manuals, and accessories (as applicable).
Return Shipping
All returns must be shipped freight pre-paid.
Unauthorized or Refused Returns
Packages without a Return Authorization Number will be refused. Additional charges may apply if all peripherals and accessories are not returned in the original packaging.
Returns Older than 30 Days
Returns older than 30 days from the invoice date will be subject to a 25% restocking fee. Only product that is in current production will be accepted and an RMA must be obtained in advance and clearly marked as stated above. No refunds will be given.
AssetWorks LLC Limited Warranty
Warranty coverage for AssetWorksLLC (FuelFocus) products are described below. Additional support coverage can be purchased with your AssetWorks products. Please consult your local AssetWorks sales professional for annual support and services fees.
The terms and conditions governing your warranty on AssetWorks products are located below. Such terms and conditions supersede all other terms, unless otherwise agreed by AssetWorks.
Warranty Start Date
"Start Date" as used in this policy means the date this product is shipped from AssetWorks manufacturing plus three (3) months or the FuelFocus go live date, whichever comes first.
Limited Hardware Warranty
AssetWorks, LLC. ("FuelFocus") provides a one (1) year limited product hardware warranty to purchasers of FuelFocus products. AssetWorks warrants that the product hardware will be free from defects in materials and workmanship during the warranty period, subject to the following:
Labor and travel costs are not included, unless required under contract specific terms.
AssetWorks will supply new or rebuilt parts to replace parts that are found to be defective while within the warranty period.
New installations must be registered with the FuelFocus Support Center within 48 hours of installation to receive warranty benefits, otherwise, the warranty period commences on the date of the invoice.
Help Desk Support is available between the hours of 8:00AM- 5:00PM Monday through Friday Upon a Hardware System Failure,
AssetWorks will repair or replace such product hardware within fourteen (14) working days of its receipt of the failed hardware, if in advance of its receipt, such hardware (1) was evaluated by AssetWorks Technical Support in person or via telephone, and (2) received a Technical Support RMA number from AssetWorks.
Exhibit B -- Page 175
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 679 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Further, the product hardware must be shipped, shipment pre-paid, to AssetWorks, and the RMA number must be clearly indicated on the shipping box and papers.
Problems caused by faulty installation are not covered under this warranty. This warranty applies only if the equipment has been installed and used in accordance with the AssetWorks Installation Manual.
Use of service personnel other than qualified AssetWorks service providers without prior written approval of the FuelFocus Product Manager will void the warranty claim.
Use of non AssetWorks replacement parts, defects caused by the use of unauthorized addition of non AssetWork parts, or by the unauthorized alteration of FuelFocus parts or equipment will void t his warranty.
Damage suffered by FuelFocus equipment resulting from shipping, accident, pwer surges, neglect, misuse, acts of Nature, or abuse are not covered by this warranty.
Limited Software Warranty
AssetWorks provides a one (1) year limited software warranty to licensees of FuelFocus software accompanying AssetWorks hardware. AssetWorks warrants that the media on which the software is delivered will be free of defects in material and workmanship for a period of one (1) year following delivery of the software to licensee. AssetWorks warrants that the software, when used in accordance with the terms of the AssetWorks software license, will operate substantially as set forth in the applicable AssetWorks Documentation for a period of one (1) year following delivery of the software to licensee.
Technical Support Access
During the warranty period, toll free phone support is offered 5 days per week (8 a.m. to 5:00 p.m., Monday through Friday, except holidays). Calls left after hours will be returned the next business day.
Access to Technical Support after warranty period is on a commercially reasonable basis (unless a AssetWorks Support Contract is purchased for all systems owned by the customer).
Software Updates
During the warranty period, software updates for system software and software products released by AssetWorks are available by contacting AssetWorks Technical Support. System software updates include applicable minor releases (e.g. Release 2.0 to 2.1) to the AssetWorks family of products as well as major feature releases (e.g. Release 2.x to 3.0). Customer must have access to the Internet for Web Browser or FTP downloads as directed by Technical Support. Software updates released after the initial one (1) year warranty period are available as an upgrade product for the then applicable list price.
Warranty Limitations
AssetWorks's warranties as set forth herein ("Warranty") are contingent on proper use of the FuelFocus hardware and software ("Products") and do not apply if the Products have been modified without AssetWorks's written approval, or if the Products' serial number label is removed, or if the Product has been damaged. The terms of the Warranty are limited to the remedies as set forth in this Warranty.
THIS WARRANTY IS PROVIDED IN LIEU OF ALL OTHER RIGHTS, CONDITIONS AND WARRANTIES. ASSETWORKS MAKES NO OTHER EXPRESS OR IMPLIED WARRANTY WITH
RESPECT TO THE SOFTWARE, HARDWARE, PRODUCTS, DOCUMENTATION OR
ASSETWORKS SUPPORT, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT OF THIRD PARTY RIGHTS. ASSETWORKS DOES NOT WARRANT THAT ANY PRODUCTS WILL BE
ERROR-FREE, OR THAT ANY DEFECTS THAT MAY EXIST IN ITS PRODUCTS CAN BE CORRECTED. IN NO EVENT SHALL ASSETWORKS BE LIABLE FOR COST OF PROCUREMENT
OF SUBSTITUTE GOODS, LOST PROFITS OR ANY OTHER SPECIAL, INDIRECT, Exhibit B -- Page 176
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 680 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING BUT NOT LIMITED TO LOST DATA),
HOWEVER CAUSED WHETHER OR NOT ASSETWORKS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Contact Us
For more information, please contact your AssetWorks sales representative.
INITIAL_______________
Standard Professional Services Terms
FleetFocus license is based on active units in fleet
Additional Components can be licensed at a rate of $5 per component Crystal Reports Enterprise Required for FleetFocus Standard Reports AssetWorks assumes that the client will install the required Oracle or SQL Server database licenses All software licenses and the first year maintenance fees will be invoiced upon contract execution All warranties conveyed by the manufacturer to AssetWorks are included Travel: Expenses will be reimbursed as incurred. Expenses include actual costs for lodging, air and ground travel and per diem rates for meal expenses (corporate rate/government agreement).
All costs quoted in USD
Costs are estimated for a time and materials project and do not include applicable taxes Actual costs might be greater or lesser than those presented in this quote Professional Services engagements have 4-8 week lead time from execution of contract/order Exhibit B -- Page 177
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 681 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
QUOTATION
AssetWorks LLC
998 Old Eagle School Road, Suite 1215
Wayne, PA 19087
Quote #: Q-03442-6
Date: 12/5/2018
Expires On:
Salesperson: Tyler Beaty
Email: [email protected]
Phone: (916) 230-4458
Ship To
Reddy Rathnakar
City of Santa Monica
Equipment Maintenance
2500 Michigan Avenue
Santa Monica, California 90404
United States
(310)458-8500
Bill To
City of Santa Monica
Equipment Maintenance
2500 Michigan Avenue
Santa Monica, California 90404
United States
FleetFocus – Software Licenses (One-time)
Description QTY UNIT PRICE Line Total
FleetFocusFA Standard License 700.00 USD 39.36 USD 27,552.00 Reporting Module 700.00 USD 1.97 USD 1,379.00
Motor Pool Module 700.00 USD 3.94 USD 2,758.00
Motor Pool Reservations Module 700.00 USD 1.97 USD 1,379.00 Shop Activity Module 700.00 USD 3.94 USD 2,758.00
Customer Access Module 700.00 USD 1.97 USD 1,379.00
KPI/Dashboards Module 700.00 USD 1.97 USD 1,379.00
MAXQueue Integration Module 700.00 USD 1.97 USD 1,379.00 Capital Planning Module 700.00 USD 5.90 USD 4,130.00
Crystal Reports Server OEM Edition - with 1x report writer 1.00 USD 2,900.00 USD 2,900.00 SUBTOTAL: USD 46,993.00
FleetFocus – Setup and Implementation Services (One-time) Description Line Total
Hosting or SaaS - Server Setup Fee USD 5,000.00
Hosting or SaaS - Reporting Database Setup Fee USD 2,500.00 Project Management Services USD 13,940.00
System Setup Services USD 6,560.00
System Configuration Services USD 12,300.00
Data Conversion Services USD 18,040.00
Configure and Test NetworkFleet Integration USD 4,920.00 Fuel Interface Trapeze EAM to FA USD 6,560.00
Asset Interface FA to Trapeze EAM USD 9,020.00
Exhibit B -- Page 178
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 682 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Testing Services USD 2,460.00
Training Services USD 7,380.00
Go Live Support Services USD 9,840.00
Travel Costs USD 6,000.00
Capital Planning Module Implementation Services USD 9,840.00 SUBTOTAL: USD 114,360.00
Networkfleet Active GPS – Hardware (One-time)
Description QTY UNIT PRICE Line Total
A5500 (includes Y harness) Networkfleet Hardware 73.00 USD 110.23 USD 8,046.79 9-pin Heavy Duty Harness with "D" Mount (5500/5200) 73.00 USD 44.93 USD 3,279.89 Base Installation - Plug/Play or 3 Wire 73.00 USD 83.44 USD 6,091.12 Tamper Resistant Zip Ties (100 per pack) 3.00 USD 64.18 USD 192.54 Deinstallation or Removal (Existing GPS installed devices) 73.00 USD 83.44 USD 6,091.12 Group1 TOTAL: USD 23,701.46
FuelFocus and Passive GPS – Software Licenses (One-time) Description QTY UNIT PRICE Line Total
FuelFocus ICU License 6.00 USD 2,383.31 USD 14,299.86
Veeder Root Integration License 6.00 USD 1,164.27 USD 6,985.62 Vehicle Data Collector License (per site) 8.00 USD 1,164.27 USD 9,314.16 Passive GPS Software Module 584.00 USD 7.87 USD 4,596.08 Driver Management Software Module 584.00 USD 3.94 USD 2,300.96 SUBTOTAL: USD 37,496.68
FuelFocus and Passive GPS – Hardware (One-time)
Description QTY UNIT PRICE Line Total
FuelFocus Controller - Wireless - 2 Hose RFC1500 5.00 USD 10,116.59 USD 50,582.95 FuelFocus Controller - Wireless - 4 Hose RFC2500 1.00 USD 13,236.66 USD 13,236.66 Vehicle Data Collector Kit w/ CPU 2.00 USD 5,845.13 USD 11,690.26 FJ3 WAF Box Hi Power w/ mast 7.00 USD 840.94 USD 5,886.58 Front Panel Option - HID 6.00 USD 378.19 USD 2,269.14
Power Integrity Surge Suppression 6.00 USD 149.82 USD 898.92 Omron Base 18.00 USD 16.69 USD 300.42
Omron DPST-NO Relays 18.00 USD 25.09 USD 451.62
Nozzle Transponders - Universal FJ3 24.00 USD 395.37 USD 9,488.88 Bracket Kit for CNG, Propane, LNG, CT100, GGIE-K, NGV Nozzle Transponder -
DOES NOT INCLUDE NOZZLE TRANSPONDER
5.00 USD 75.00 USD 375.00
FJ3 Vehicle Identification Box 584.00 USD 158.30 USD 92,447.20 FIA Option for FJ3 584.00 USD 54.31 USD 31,717.04
Exhibit B -- Page 179
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 683 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
SVID without FIA (single protection) 73.00 USD 54.31 USD 3,964.63 Fuel Inlet Antenna 0.00 USD 18.64 USD 0.00
Dashboard Coil 657.00 USD 25.90 USD 17,016.30
OBDII Canbus Easy Connect Cable 584.00 USD 26.13 USD 15,259.92 Combo J1939/J1708 9 Pin Deutsche Easy Connect Cable 0.00 USD 67.43 USD 0.00 J1939 Type II 500kb Heavy Duty 9-Pin Cables with Green Connectors 0.00 USD 76.50 USD 0.00 Passive GPS Add On Kit 584.00 USD 132.05 USD 77,117.20
FJ3 Driver ID Add On Kit 584.00 USD 122.55 USD 71,569.20 Driver ID Key 584.00 USD 11.85 USD 6,920.40
FJ3 Programmer 2.00 USD 1,743.16 USD 3,486.32
FJ3 Flash Tool 2.00 USD 895.00 USD 1,790.00
Spare Kit HID - Includes 4 line display WIN7 1.00 USD 5,803.77 USD 5,803.77 Fuel Shipping Costs 7.00 USD 125.00 USD 875.00
SUBTOTAL: USD 423,147.41
FuelFocus – Setup and Implementation Services (One-time) Description Line Total
Project Kickoff & Orientation USD 940.00
Hardware Installation Services USD 14,760.00
Fuel Software Installer / Trainer USD 5,740.00
Remote FuelFocus Site Startup Services USD 2,460.00
Remote Vehicle Data Collector Site Startup Services USD 820.00 FJ3 Installation & Diagnostic Training Services USD 3,280.00 Post Go Live Services USD 1,640.00
Passive GPS & Driver Behavior Module Configuration Services USD 5,740.00 Project Management Services USD 7,050.00
Travel Costs USD 10,000.00
SUBTOTAL: USD 52,430.00
Hosting Services (Annual)
Description QTY Monthly
Fee/Unit
Line Monthly Total Yearly Fee
Hosting Services - FleetFocus Monthly Fee 700.00 USD 1.75 USD 1,225.00 USD 14,700.00 Hosting Services - Reporting Database Monthly Fee 1.00 USD 500.00 USD 500.00 USD 6,000.00 Hosting Services - FuelFocus (per ICU) 8.00 USD 50.00 USD 400.00 USD 4,800.00 SUBTOTAL: USD 25,500.00
Exhibit B -- Page 180
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 684 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
Networkfleet Active GPS – Monthly Services (Annual)
Description QTY Monthly
Fee/Unit
Line Monthly Total Yearly Fee
A5500 Networkfleet Standard Service 73.00 USD 18.95 USD 1,383.35 USD 16,600.20 Networkfleet Connector - AssetWorks Client - Includes Telematics Module
73.00 USD 1.00 USD 73.00 USD 876.00
Networkfleet Incremental Service Fee - 30 second updates 73.00 USD 2.55 USD 186.27 USD 2,235.26 SUBTOTAL: USD 19,711.46
FleetFocus and FuelFocus Software Maintenance – Year 1 (Annual) Description Line Total
FleetFocus Software Maintenance USD 11,752.00
FuelFocus and Passive GPS Software Maintenance USD 12,719.55 Group2 TOTAL: USD 24,471.55
GRAND TOTAL: USD 767,811.56
Exhibit B -- Page 181
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NOTES/ASSUMPTIONS
1. This quote is based on site being "FMS Ready". FMS Ready means that all FMS System pedestals will be mounted to the appropriate location. All conduits will be connected between the FuelFocus Controllers and pumps, junction boxes and breaker panels. Assumes all dispensers have pulsers and are fuel system compatible. All wires will be pulled and left disconnected at each end. See full FMS Ready description below.
2. Does not include permits, permit fees or site as built drawings.
3. Subject to any applicable state and/or local sales tax, import duties, PST, VAT.
4. Warranty is one (1) year parts with telephone help desk support. Extended warranty plans are available for subsequent years. Warranty expires at 12 months from date of install or 15 months from date of shipment, whichever comes first.
5. Client must have a tested network connection at the fuel island. This connection needs to be able to ping the FleetFocus Server successfully. Delay of this connectivity could result in additional time being added to contract.
Following represents a checklist of items that need to be performed to comply with "FMS Ready".
1. Have an electrical contractor mount the FMS System pedestals and fasten to concrete.
2. Conduit Requirements - Have electrician run a conduit from the master dispensers to pedestal as needed. Our electrical requirements to each FMS Controller are as follows:
1. We will need dedicated power from a circuit breaker panel to each FMS Controller. The power for each FMS Controller can be pulled off one circuit breaker.
2. We will need a dedicated conduit back to the building from each FMS Controller for communication wiring unless RF LAN connectivity will be used. These may be looped also. Please note that a maximum cable length for CAT5 is 300 feet.
3. We will need one conduit from the pedestal to be terminated in the dispenser electrical junction box.
4. We will either need:
i.A second conduit from the pedestal to the pulser junction box in the dispenser, or ii.The pulser junction box in the dispenser piped over to the electrical junction box in the dispenser
1. Contractor must mount WAF Antenna centrally to all fuel lanes if WAF option is purchased. Must have conduit from nearest ICU to this point. Please discuss location with AssetWorks Project Team.
2. (For Transit Lanes only) Mount Banner sensor in each fuel lane and run conduit from sensor to respective FMS Controller.
3. Cable Requirements - Have electrician pull the following cables - leaving at least three feet extra to extend above the top of the pedestal and as much as possible to fit in the electrical junction box within the dispensers: The items lettered below correspond with the same letter of the conduit above.
1. Three 14AWG minimum THHN gas/oil resistant wires for power, neutral, ground to each FMS Controller from breaker panel. Terminate at panel, wire nut FMS System ends and mark breaker. Lock breaker in off position
2. Pull whatever cable is appropriate based on client demands and location parameters to ensure a reliable TCP/IP ethernet connectivity at the fuel island to each Island Control Unit. This may be a CAT5 cable, fiber optics or RF Ethernet connectivity. If the TLS Interface option is chosen, there are two methods of Exhibit B -- Page 182
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connecting the Veeder Root console to FuelFocus. The first method is via a RS232 card installed in the Veeder Root (client responsibility). While this is a less expensive option – RS232 is only rated to communicate effectively if the distance between the Veeder Root and the nearest FuelFocus Controller does not exceed fifty (50) feet. If RS232 is used, a four conductor shielded cable must be installed between the two. Veeder Root connectivity can also be achieved via TCP/IP as an option. This method requires the installation of a ethernet card in the Veeder Root console, and then a CAT5 network connection run from the clients network to the Veeder Root – keeping in mind CAT5 distance limitations shown above. Procurement, installation, and configuration and programming of either method are the client responsibility.
3. Pull four 14AWG minimum THHN gas/oil resistant wires to each pump/dispenser (eight if it is a two hose pump/dispenser) electrical junction box for control wiring. One of these wires should be white for neutral. Dispenser must be able to have handle wired hot at all times when using WAF technology and solenoid will be used for system control.
4. Pull a four conductor 22AWG minimum shielded cable to the dispenser for pulser communication. Please consult with an AssetWorks technician if these distances exceed three hundred (300) feet.
5. Pull the CAT5 wire included with WAF Antenna to the ICU along with a single 14AWG THHN green wire for grounding purposes.
6. (For Transit Lanes only) Pull included cable for Banner Sensor through conduit. Extend length if needed.
4. Call AssetWorks to schedule a date for final terminations when all of the above is done.
Note - all wiring and conduits described above are what is needed for FMS System control only. This document assumes the station and dispensers to be wired already.
TERMS OF USE
Price/Specifications
Price and specifications are subject to change without notice. AssetWorks LLC is not responsible for typographical and/or photographical errors.
PAYMENT TERMS
Net 30. All hardware will be billed upon delivery. All FuelFocus Integration Licenses will be billed upon delivery of hardware. Services will be billed monthly as performed.
MISSING, DAMAGED, OR INCORRECT ORDERS
Please inspect all orders upon receipt. Please email [email protected] to request an RMA for any missing, damaged, or incorrect orders. You may also call 610-225-8350.
RETURN POLICY
AssetWorks LLC products may be returned within 30-days of invoice date for refund, replacement, or exchange. All product returns must have a Returned Merchandise Authorization (RMA) number issued by AssetWorks marked clearly on the return package, or the package will be refused, and no credit will be issued.
To request an RMA, please email [email protected] . RMAs are valid for 15 days from the date of issuance.
The following information is required for all RMAs:
The invoice or packing list number
The product name and part number
Exhibit B -- Page 183
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Company name, point of contact, mailing address, email address, and telephone number A reason for the return
If you wish to make a return or exchange, you must present the merchandise within 30 days of purchase. All goods must be returned in their original packaging. If the items are not received in their original and unused condition, a minimum re-stocking fee of 18% will be charged. Product that has been used will not be accepted for return or exchange unless under warranty or maintenance contract. Product that has been altered without the specific authorization by AssetWorks Inc. will not be accepted.
Send returns with the RMA number clearly marked on the package to:
AssetWorks, LLC.
Attn: RMA Department
998 Old Eagle School Road, Suite 1215
Wayne, PA 19087
All returns will be processed and fully inspected. All products must be returned in original condition including packaging, manuals, and accessories (as applicable).
Return Shipping
All returns must be shipped freight pre-paid.
Unauthorized or Refused Returns
Packages without a Return Authorization Number will be refused. Additional charges may apply if all peripherals and accessories are not returned in the original packaging.
Returns Older than 30 Days
Returns older than 30 days from the invoice date will be subject to a 25% restocking fee. Only product that is in current production will be accepted and an RMA must be obtained in advance and clearly marked as stated above. No refunds will be given.
AssetWorks LLC Limited Warranty
Warranty coverage for AssetWorksLLC (FuelFocus) products are described below. Additional support coverage can be purchased with your AssetWorks products. Please consult your local AssetWorks sales professional for annual support and services fees.
The terms and conditions governing your warranty on AssetWorks products are located below. Such terms and conditions supersede all other terms, unless otherwise agreed by AssetWorks.
Warranty Start Date
"Start Date" as used in this policy means the date this product is shipped from AssetWorks manufacturing plus three (3) months or the FuelFocus go live date, whichever comes first.
Limited Hardware Warranty
AssetWorks, LLC. ("FuelFocus") provides a one (1) year limited product hardware warranty to purchasers of FuelFocus products. AssetWorks warrants that the product hardware will be free from defects in materials and workmanship during the warranty period, subject to the following:
Labor and travel costs are not included, unless required under contract specific terms.
AssetWorks will supply new or rebuilt parts to replace parts that are found to be defective while within the warranty period.
New installations must be registered with the FuelFocus Support Center within 48 hours of installation to receive warranty benefits, otherwise, the warranty period commences on the date of the invoice.
Help Desk Support is available between the hours of 8:00AM- 5:00PM Monday through Friday Upon a Hardware System Failure,
AssetWorks will repair or replace such product hardware within fourteen (14) working days of its receipt of the failed hardware, if in advance of its receipt, such hardware (1) was evaluated by Exhibit B -- Page 184
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AssetWorks Technical Support in person or via telephone, and (2) received a Technical Support RMA number from AssetWorks.
Further, the product hardware must be shipped, shipment pre-paid, to AssetWorks, and the RMA number must be clearly indicated on the shipping box and papers.
Problems caused by faulty installation are not covered under this warranty. This warranty applies only if the equipment has been installed and used in accordance with the AssetWorks Installation Manual.
Use of service personnel other than qualified AssetWorks service providers without prior written approval of the FuelFocus Product Manager will void the warranty claim.
Use of non AssetWorks replacement parts, defects caused by the use of unauthorized addition of non AssetWork parts, or by the unauthorized alteration of FuelFocus parts or equipment will void t his warranty.
Damage suffered by FuelFocus equipment resulting from shipping, accident, pwer surges, neglect, misuse, acts of Nature, or abuse are not covered by this warranty.
Limited Software Warranty
AssetWorks provides a one (1) year limited software warranty to licensees of FuelFocus software accompanying AssetWorks hardware. AssetWorks warrants that the media on which the software is delivered will be free of defects in material and workmanship for a period of one (1) year following delivery of the software to licensee. AssetWorks warrants that the software, when used in accordance with the terms of the AssetWorks software license, will operate substantially as set forth in the applicable AssetWorks Documentation for a period of one (1) year following delivery of the software to licensee.
Technical Support Access
During the warranty period, toll free phone support is offered 5 days per week (8 a.m. to 5:00 p.m., Monday through Friday, except holidays). Calls left after hours will be returned the next business day.
Access to Technical Support after warranty period is on a commercially reasonable basis (unless a AssetWorks Support Contract is purchased for all systems owned by the customer).
Software Updates
During the warranty period, software updates for system software and software products released by AssetWorks are available by contacting AssetWorks Technical Support. System software updates include applicable minor releases (e.g. Release 2.0 to 2.1) to the AssetWorks family of products as well as major feature releases (e.g. Release 2.x to 3.0). Customer must have access to the Internet for Web Browser or FTP downloads as directed by Technical Support. Software updates released after the initial one (1) year warranty period are available as an upgrade product for the then applicable list price.
Warranty Limitations
AssetWorks's warranties as set forth herein ("Warranty") are contingent on proper use of the FuelFocus hardware and software ("Products") and do not apply if the Products have been modified without AssetWorks's written approval, or if the Products' serial number label is removed, or if the Product has been damaged. The terms of the Warranty are limited to the remedies as set forth in this Warranty.
THIS WARRANTY IS PROVIDED IN LIEU OF ALL OTHER RIGHTS, CONDITIONS AND WARRANTIES. ASSETWORKS MAKES NO OTHER EXPRESS OR IMPLIED WARRANTY WITH
RESPECT TO THE SOFTWARE, HARDWARE, PRODUCTS, DOCUMENTATION OR
ASSETWORKS SUPPORT, INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT OF THIRD PARTY RIGHTS. ASSETWORKS DOES NOT WARRANT THAT ANY PRODUCTS WILL BE Exhibit B -- Page 185
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ERROR-FREE, OR THAT ANY DEFECTS THAT MAY EXIST IN ITS PRODUCTS CAN BE CORRECTED. IN NO EVENT SHALL ASSETWORKS BE LIABLE FOR COST OF PROCUREMENT
OF SUBSTITUTE GOODS, LOST PROFITS OR ANY OTHER SPECIAL, INDIRECT,
CONSEQUENTIAL OR INCIDENTAL DAMAGES (INCLUDING BUT NOT LIMITED TO LOST DATA),
HOWEVER CAUSED WHETHER OR NOT ASSETWORKS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Contact Us
For more information, please contact your AssetWorks sales representative.
INITIAL_______________
Standard Professional Services Terms
FleetFocus license is based on active units in fleet
Additional Components can be licensed at a rate of $5 per component Crystal Reports Enterprise Required for FleetFocus Standard Reports AssetWorks assumes that the client will install the required Oracle or SQL Server database licenses All software licenses and the first year maintenance fees will be invoiced upon contract execution All warranties conveyed by the manufacturer to AssetWorks are included Travel: Expenses will be reimbursed as incurred. Expenses include actual costs for lodging, air and ground travel and per diem rates for meal expenses (corporate rate/government agreement).
All costs quoted in USD
Costs are estimated for a time and materials project and do not include applicable taxes Actual costs might be greater or lesser than those presented in this quote Professional Services engagements have 4-8 week lead time from execution of contract/order Exhibit B -- Page 186
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STATEMENT OF WORK
City of Santa Monica
FleetFocus Asset and Maintenance Management Applications April 1, 2019
Exhibit B -- Page 187
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AssetWorks Confidential and Proprietary | April 1, 2019 Contents
Contents.................................................................................................................................................................2 Introduction...........................................................................................................................................................3 Project Task Descriptions.......................................................................................................................................4 WBS A.1.0 Project Management and Planning Services ....................................................................................4 WBS A.2.0 System Setup Services ....................................................................................................................6 WBS A.3.0 Data Conversion Services ................................................................................................................7 WBS A.4.0 Technical Services...........................................................................................................................8 WBS A.5.0 Testing Services ............................................................................................................................12 WBS A.6.0 Training Services...........................................................................................................................13 WBS A.7.0 Production Implementation Services ............................................................................................17 Preliminary Schedule ...........................................................................................................................................18 Assumptions ........................................................................................................................................................19 Exhibit B -- Page 188
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AssetWorks Confidential and Proprietary | April 1, 2019 Introduction
AssetWorks is pleased to partner with City of Santa Monica (The City) for a successful implementation of the FleetFocus asset and maintenance management application for its Fleet assets. This Statement of Work (SOW) identifies the tasks required for the implementation of the FleetFocus solution. This SOW is based on AssetWorks’ current understanding of the requirements and AssetWorks’ previous experience with similar engagements.
AssetWorks recommends The City use AssetWorks’ expertise and consulting resources to ensure a timely and cost effective implementation. AssetWorks offers a variety of services ranging from workflow re-engineering to general business and technical consulting.
To best facilitate the implementation, AssetWorks urges The City to formally identify a core team of members from each of the critical business groups who will participate in or be affected by the project implementation. This involvement must come from all parties. This core team should be both technically qualified and knowledgeable of their groups’ business practices. These individuals will be responsible for spearheading the system configuration, data mapping, and workflow tasks to ensure a feasible and effective production rollout.
Circumstances may necessitate changes to the tasks and/or time estimates, at which time AssetWorks and The City will discuss these changes in good faith at their earliest opportunity.
Exhibit B -- Page 189
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AssetWorks Confidential and Proprietary | April 1, 2019 Project Task Descriptions
WBS A.1.0 Project Management and Planning Services
Project kick-off and planning
AssetWorks will facilitate a project kick-off meeting via web conference wherein we will review the project timeline, identify roles and responsibilities and discuss status reporting with The City staff.
AssetWorks recommends The City appoint a core project team for the implementation stage with representatives from all functional or operational areas of The City’s business. This core group must have the authority and charter to make appropriate decisions regarding the implementation. The core group representatives should have complete knowledge and familiarity with The City’s operations and objectives, and will form the majority of the roll-out team later in the project. The City project team will define their roles and responsibilities and establish project standards and controls.
The City will appoint a dedicated Project Manager, Subject Matter Project Leads, and supporting personnel from the designated The City functional and operational areas. The City Project Manager will lead the overall The City project team and be responsible for The City personnel and resources on the project. The Project Leads will be responsible for the configuration and implementation of FleetFocus and for facilitating decisions among the core maintenance group.
Project management and oversight
AssetWorks will provide project management and oversight services to execute the project plan. The AssetWorks project manager will coordinate AssetWorks project activities. AssetWorks will provide the following project management services:
• Serve as the main point of contact for The City Project Manager • Coordinate of project resources and work so that milestones are met in an efficient manner; tasks will be designed so as to minimize implementation time and cost while taking into consideration resource and time constraints such as The City staff availability
• Work with The City to manage risks throughout the project • Present progress to The City Project Manager and/or to The City Project Sponsors (as required) • Attend project related meetings as needed to ensure timely resolution to open issues and action items • Develop project deliverables
• Manage approval/sign-off processes
• Manage action items
• Manage scope control
• Maintain project schedule and scheduled meetings
The AssetWorks Project Manager will ensure that sufficient resources are available to implement the system in accordance with the project requirements. The AssetWorks Project Manager will monitor the project resources to ensure quality delivery of services and that the deliverables are completed in accordance with the project requirements.
Exhibit B -- Page 190
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AssetWorks Confidential and Proprietary | April 1, 2019 AssetWorks will assign a Professional Services Manager to provide additional subject matter expertise, monitor the project resources and budget, and ensure quality delivery of services. The Professional Services Manager is The City’s first escalation point for any issues arising during the project while the Program Manager will provide executive level communication and support.
Deliverable for Project Management Services
• Update to relevant status reports prior to status meetings • Manage action items, issues and risks
• Facilitate bi-weekly status meetings
Exhibit B -- Page 191
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AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.2.0 System Setup Services
System Set-up Consulting
AssetWorks will lead system setup sessions to complete the coding conventions for equipment numbering, equipment classes, repair codes, PM schedules, PM parameters, PM checklists, and other items. AssetWorks will also review the setup for all the modules being implemented as part of this project.
The City’s preparation for this engagement includes the assimilation and distribution of relevant inventory, purchasing, operations, and maintenance data prior to the meeting. The goal for these meetings is to achieve at least 90% of the standard coding schemes and business practices required for system roll-out.
Finalize data definition and processes
The City will take action items from the System Set-up Consulting sessions to finalize the definition of all relevant FleetFocus data elements and work processes, including maintenance, parts management, procurement, and other job functions. The City’s deliverable for this task is complete documentation of The City’s definitions for all applicable FleetFocus data elements. This deliverable is a critical prerequisite to the development of the training material for the rollout. AssetWorks will work with The City to prepare this documentation.
AssetWorks will work with The City team to configure FleetFocus per the discussed work flow. This configuration will build on the setup defined with The City core team and will focus on specific decisions, such as location options, department settings, etc. The City will perform setup tasks as assigned by AssetWorks.
Configure Modules
AssetWorks will provide an orientation for the following modules:
• Shop Activity
• Notifications
• Enterprise Portal
• Reporting
• AdHoc Query
• Dashboards
• Customer Access
• Motor Pool Reservations
• Billing
• Capital Planning
In addition, AssetWorks will consult with The City to configure the modules to facilitate the workflows for the maintenance and back office functions. Configuration includes:
• Assigning user groups for specific functions
• Initializing notifications to facilitate business processes • Creating custom menus for specific user groups
Exhibit B -- Page 192
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AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.3.0 Data Conversion Services
Batch Processing
AssetWorks will provide a training session for batch processing for The City administrators. A user with a solid understanding of Microsoft Excel will likely be able to grasp this tool and process very quickly. The City staff will use Batch Processing to load its data into FleetFocus.
Assist with Data Loads for Equipment, Parts and 7 Years of Detailed Work Order History The City will extract the agreed-upon data from its current systems. AssetWorks will consult with The City on data “scrubbing” or “cleansing” legacy The City data, but will not be responsible for the final cleansed data. The City will be responsible for populating FleetFocus with approved and “clean” The City data.
AssetWorks will provide Microsoft Excel™ templates to assist in loading data into FleetFocus. The City will convert only the data that maps into FleetFocus. Data that does not map into FleetFocus will not be converted. Further, only data elements that can be entered on a FleetFocus screen are part of this conversion. The City, with assistance from AssetWorks, will use FleetFocus’ batch processing feature to load the data on these screens.
The City will provide the data in the properly formatted spreadsheets (per AssetWorks’ specification) for loading into FleetFocus. AssetWorks makes the following assumptions about the data from The City’s legacy system(s):
• The data files will be text-based flat files with one row of data per asset or per part. • The City will use default values for any data element that FleetFocus requires that is not in the data file.
• The City will provide each test data file and each production data file in exactly the same format. • The City will convert only master equipment records, master part records and 7 years of detailed work order history for active equipment.
• AssetWorks will provide assistance in the form of troubleshooting errors in batch runs and providing direction in the mapping of legacy data elements to FleetFocus fields.
Conversion of Specific Data
AssetWorks and The City will jointly resolve issues arising out of the data translation, including codes (if any) to be changed. AssetWorks will help The City finalize the data mapping and identify the sources for each data element.
The City will be responsible for mapping old codes into new codes (i.e., translating) within the data set to be converted.
Data Conversion Testing and Validation
After AssetWorks and The City have jointly documented the data mapping and data load process, The City will test the results from the data extractions. This process will require involvement from The City Information Technology personnel supporting the existing systems.
Exhibit B -- Page 193
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AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.4.0 Technical Services
Configure Automated Fueling System Import
To provide a very straightforward and flexible solution, AssetWorks proposes that City use FleetFocus’ Automated Fuel Systems screen to define its fuel import. The base application includes this screen, with which end users can create fuel import definitions for use with the Automated Fuel Tickets screen. Using this screen, City could build its own import for processing fuel transactions from its 3rd party fuel system.
AssetWorks will assist City in defining one automated fuel import from EJWard using FleetFocus’ Automated Fuel System feature. City will provide AssetWorks a sample fuel file with appropriate data layout definition documentation for the fuel system’s data file. The files shall be fixed-width or comma separated.
The below fields are available for import via Automated Fuel Systems. Many of these fields use validated lists which must be populated by City. The data in the import file must match the data available in FleetFocus.
Automated Fuel Systems does not allow for data translation. • Equipment Identifier
• Date/Time
• Account ID
• Employee ID
• Site/Pump/Tank ID
• Product ID
• Reversal Indicator (must be Y or N)
• Transaction Code (for limiting the type of transaction to be processed) • State/Province (hardcoded list)
• Vendor ID
• Meter 1/2 readings
• Fuel or Fluid Quantity
• Fuel or Fluid Price (or Fuel or Fluid Total Cost)
• Miscellaneous Cost
Interface Development
AssetWorks standard procedures for developing an interface include the following tasks:
• Create a preliminary specification
• City project team reviews the preliminary specification • AssetWorks updates the specification
• City project team provides final approval of the specification • AssetWorks builds and unit tests interface
• AssetWorks and City incorporate interface into the test environment • AssetWorks and City perform integration testing of the interface • City gives acceptance of interface
Exhibit B -- Page 194
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AssetWorks Confidential and Proprietary | April 1, 2019 AssetWorks will provide interface planning services to develop a roadmap for the integration between FleetFocus and City’ other systems, as described below. The project team will discuss and specify the data elements required, the time of the exchange, and the method of data exchange.
AssetWorks and the project team will develop a mutually acceptable plan and schedule for the work to be completed and identify the resources and timeframe required for the efforts. AssetWorks assumes City will involve the appropriate staff to reach consensus and decisions on all interface specifications during the discussion and according to the proposed timeline.
When interfacing to applications such as Enterprise Resource Planning (ERP) systems, AssetWorks makes use of XML (eXtensible Markup Language) data streams. Using XML, external applications access MAXQueue, the FleetFocus integration module, to interact directly with the FleetFocus components in real-time, applying all of the standard FleetFocus business rules and processing logic. This has the same effect on the data as if it was manually keyed into a standard FleetFocus page.
AssetWorks can create an on-demand or scheduled batch interface that uses text files to update or extract records in FleetFocus. When FleetFocus has been interfaced to export data to flat file legacy systems, programs are created that insert rows into the target transaction file. In some cases, intermediary staging tables are used in lieu of file transfers. Using MAXQueue, users can setup recurring schedules to execute individual interfaces. For inbound batch integrations, FleetFocus looks in a standard file directory or to a staging table for incoming data.
When data is found, FleetFocus processes the data through MAXQueue in the same manner as the real-time interfaces. For outbound data, when the interface is executed, AssetWorks extracts the data into either a data file or a staging table.
In general, MAXQueue supports a wide range of communication methods and protocols and the ability for different topic subscribers to use different protocols and processes (example: a real-time purchasing interface connecting to a SOAP (Service Oriented Architecture Protocol) server and pulling down XML documents, side-byside with a batch-driven interface that uses FTP (File Transfer Protocol) to pass a formatted text file). MAXQueue is a separate module from the base application of FleetFocus, allowing it to be installed in a customer's DMZ (if preferred, but not required), allowing communication between internal databases and external vendor systems without compromising network security.
MAXQueue includes a user interface which may allow interfaces to be configured by customers and typically provides the customer with the flexibility to control when and how often interfaces are processed.
When a business event occurs in an AssetWorks product or in the external system, the other product receives pertinent data for further processing, storage, or both. Typically, the data has been completely processed in the initiating product before being passed and it is simply stored in the receiving product for reference purposes.
Exhibit B -- Page 195
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AssetWorks Confidential and Proprietary | April 1, 2019 AssetWorks has is proposing the following interfaces with City’s other enterprise systems. For each of the following scenarios, AssetWorks has provided the proposed work flow or interface. These recommendations are based on our experience, and best practices for maintenance system integration.
AssetWorks is willing to discuss alternative, more (or less) extensive integration options and designs with City to ensure the optimum solution. However, for the basis of this SOW, the following assumptions and designs have been incorporated as the basis for the pricing provided. The project team will define a detailed specification for each interface before any development work begins.
Interface Name Functional Description
Networkfleet AssetWorks will provide services to configure, test and implement the standard Networkfleet GPS integration to
FleetFocus and provide technical and functional support as well as related training. AssetWorks will install and configure the Telematics module to ensure the proper handling of incoming data from Networkfleet. The Networkfleet integration supports the processing of Odometer, Alert, Diagnostic, and Position data provided by the Networkfleet web service. Assumes training for system administrator, not end users.
Trapeze EAM Fuel Management System
Interface
AssetWorks will provide the services to build an interface to accept and process a flat file from the City’s fuel management system Trapeze EAM. This file will be processed on a timed basis (daily or weekly). The interface will process the relevant data listed below provided by the flat file and validate the required data elements:
- Odometer readings(miles and/or hours
- Vehicle Number (asset number)
- Quantity of Fuel
- Type of Fuel
Exhibit B -- Page 196
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 700 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
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AssetWorks Confidential and Proprietary | April 1, 2019 Interface Name Functional Description
- Time
- Employee Number
City will provide the services to generate the flat file and store on a shared network drive or FTP site to which the FleetFocus application will have access.
Equipment (Asset) Data to Trapeze EAM AssetWorks will provide services to build an interface to output Fleet Equipment (aka unit or asset) data to the City’s fuel vendor, Trapeze EAM. Data will be limited to the fields available on the Fleet Equipment screen. Fleet Focus will be the system of record for equipment and output details for Trapeze EAM use.
AssetWorks will call a web service or provide an output file with the equipment data. The City is responsible for providing web service connection to Trapeze EAM or for retrieving the file and processing into Trapeze EAM.
Exhibit B -- Page 197
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 701 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 12
AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.5.0 Testing Services
Test Plan
AssetWorks will provide to The City its standard acceptance test plan to ensure the system configuration meets the decisions made during that phase of the project. The test plan will consist of the following functional and data validation test cases:
• Verify the security and access control functions for several User Groups • Add and modify equipment primary information
• Add and modify parts primary information
• Open a repair order and a PM order for an equipment unit • Charge labor to the work orders and verify the charges/credits of hours and costs • Charge inventory parts to the work orders and verify the charges/credits of quantity and cost as well as proper inventory relief
• Charge commercial charges to the work orders and verify the charges of labor and parts • Close the repair and PM orders
• Verify work order charges
• Adjust parts inventory both upward and downward
• Generate a sampling of standard reports and ad hoc queries • Verify a sample of asset master records
• Verify a sample of part master records
The City is responsible for any changes to the standard test plan.
System Test Plan Execution
AssetWorks will support the core team in conducting a test of the FleetFocus system features and to display the converted data in the test environment, according to the above test plan. This test plan will be executed according to the schedule agreed upon by The City and AssetWorks during the project. AssetWorks will provide support for testing remotely.
Exhibit B -- Page 198
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 702 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 13
AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.6.0 Training Services
The training will be role-based and will differ for trainees from the various organizational and functional areas.
Each The City trainee will have the basic skills in the overall use of FleetFocus and strong knowledge of how to use the application in his or her specific job function or area of expertise. The deliverables will not include remedial training for computer skills or any computer-based training.
Training Preparation
AssetWorks will provide its standard training materials and begin scheduling and planning for the training. The City is authorized to tailor the training materials to apply branding and match work flows specific to The City.
AssetWorks training materials assume all users are familiar with a Windows environment; the AssetWorks training will not include any Windows or remedial computer training.
The training will cover work order functions; parts and labor posting functions; and other common features and transactions. The topics and work flows included in the training will be those finalized by The City team during the system setup and follow-up tasks. Any deviations in the defined and agreed upon work flow will cause delays and added costs to the training.
AssetWorks will provide a master electronic version for The City Project Manager. The City will produce and provide copies (across all roles) of the final training materials for use during the training sessions. The City will be authorized to reproduce and use any training materials for ongoing training within The City.
The City Training
AssetWorks will provide System Administrator training for up to ten users (assuming The City’s training facility has a sufficient number of workstations for this training). These trainees will be responsible for supporting the FleetFocus application from a technical perspective. The training will cover the following areas of FleetFocus:
• Application logging and troubleshooting
• Notifications/Dashboard Configuration
• Application Security Settings
• Mobile device hardware and software (if applicable)
• End of Period Processing/Table Management
• User and User Group Maintenance
• Interface troubleshooting
AssetWorks will provide up to 32 hours of system administration and train-the-trainer training in the configured base application and add-on modules for the roll-out of FleetFocus (according to the project plan) for up to ten users per class (assuming The City’s training facility has a sufficient number of workstations for these training sessions). The topics and work flows included in the training will be those finalized by The City team during the system setup and follow-up tasks. However, The City should remain especially sensitive to necessary last-minute procedural changes or clarifications based on end user feedback Technician Training:
Exhibit B -- Page 199
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 703 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
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AssetWorks Confidential and Proprietary | April 1, 2019 In this course, participants will learn how to use the Technician portal as a maintenance tool to manage tasks they perform on a day-to-basis. In hands-on exercises, participants will practice accessing the system, clocking in and out, viewing work status and assignments, managing individual time reporting, posting time to work order tasks, changing/adding tasks to work orders, requesting parts and completing PM checklists. Topics to be covered will include:
• Technician Portal overview
• clocking In/Out
• View work status and assignments
• Create new work orders
• Work order main page
• Job on and off task
• Modifying tasks
• Add notes to tasks
• Finding existing work orders
• Posting indirect time
• Viewing daily timesheet
• Assigning service requests
• Viewing work order history
• Creating part requests
• Component Warranty
• Understanding the AssetViewer
• Completing PM checklists
• Work order postings
• Put work order in Work Finished status
• Executing reports
Supervisor Training:
In this course, participants will learn how to use the FASuite portals (Work Management, Screens, and Reporting) to manage the daily operations within the maintenance areas. In hands-on exercises, participants will practice creating repair and PM work orders, directing employee assignments, accessing equipment work order history, managing service requests, generating PM schedules and executing reports. Training will cover the areas below and additional areas necessary to answer questions regarding shop operations. Topics to be covered will include:
• Work Management Portal overview
• Employee management
• Work order management
• Filtering in the Work Management Portal
• Work order assignment
• Viewing existing work orders
• Creating PM and repair work orders
• Work order main page
Exhibit B -- Page 200
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 704 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
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AssetWorks Confidential and Proprietary | April 1, 2019 • Work order action buttons
• Assigning work to a technician
• Shop Calendar
• Assigning service requests
• Reviewing work order history
• Creating part requests/issues
• Understanding the AssetViewer
• Work order postings (after the fact)
• Posting labor adjustments
• Review and close work orders
• Executing reports
• Web screen navigation
Inventory Management Training
This training is for any individuals who manage parts transactions and inventory management. Topics to be covered will include:
• Enterprise Portal
§ System Operation & Navigation
§ Using the Filter to Search for Data
§ Part Primary
§ Part Location
§ Vendor/Part Information
• Enterprise Purchasing Workflow
• Enterprise Purchasing codes
• Storekeeper Portal
§ Overview
§ Part request management
§ Part request detail
§ Set Notify flag
§ Issue parts
§ Ordering from part requests
§ Purchase order management
§ Updating purchase orders
§ Creating purchase orders
§ Line item overview
§ Receiving parts
§ Deleting lines on a purchase order
§ Returning parts to a vendor
§ Creating a new part
§ Editing an existing part
§ Direct Issues
Exhibit B -- Page 201
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 705 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 16
AssetWorks Confidential and Proprietary | April 1, 2019 • Enterprise Portal
§ Stock replenishment
§ Part transfers
§ Parts adjustments
§ Inventory counts
• Executing reports
The City will identify at least one “key user” on each shift to closely support the cutover, particularly after the training concludes. This individual will be responsible for answering initial end user questions and, most importantly, implementing subsequent changes or alterations to the documented procedures. AssetWorks recommends that these “key users” be those that attended the core team training sessions described above.
Exhibit B -- Page 202
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 706 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 17
AssetWorks Confidential and Proprietary | April 1, 2019 WBS A.7.0 Production Implementation Services
Production Cut Over
The City will commence live operations using FleetFocus. AssetWorks staff will provide up to 48 hours of go live preparation and on-site and remote “go live” assistance for The City operation. This step is critical to success.
During the post-implementation period, AssetWorks will provide support during normal working hours. When possible and agreed, AssetWorks will provide support to multiple shifts on a given day (e.g., by covering the last four hours of one shift and the first four hours of a second shift).
AssetWorks will remain closely involved during this very sensitive period. AssetWorks will have one resource onsite for the go live week. After the first week AssetWorks will be available remotely on an as-needed basis to answer questions and make sure the cut-over is progressing well. Of course, additional on-site and off-site support is available to The City under a separate Statement of Work.
Exhibit B -- Page 203
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 707 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 18
AssetWorks Confidential and Proprietary | April 1, 2019 Preliminary Schedule
AssetWorks proposes the following schedule to accomplish the tasks described below. This schedule is subject to change and dependent upon individual conditions and circumstances encountered during the project. Please see the complete project plan for more detail. AssetWorks will work with The City’s project team during project kickoff to finalize the project schedule, which might extend the timeline below.
AssetWorks resources are scheduled after contract award.
Exhibit B -- Page 204
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 708 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
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AssetWorks Confidential and Proprietary | April 1, 2019 Assumptions
The following general assumptions apply to this proposal:
General
• Professional services will be provided on a Time & Materials basis. All professional services delivered will be invoiced at the beginning of each month following their delivery. • Only those optional modules identified in the accompanying license agreement are to be implemented and are included in this Statement of Work.
• Optional modules purchased after implementation has begun will require a change order or separate statement of work for services related to installation, configuration and training. • Travel expenses will be reimbursed as incurred. Expenses include actual costs for lodging, air and ground travel and per diem rates for meal expenses (corporate rate/government agreement). • This Statement of Work does not include any costs associated with third party vendors or software not already provideed by AssetWorks that may be needed to complete the implementation. • AssetWorks is the author, owner, distributor and sole source provider of fleet management software, professional services and maintenance services for the FleetFocus™ family of products which includes FleetFocus, FA, M5, MCMS, M4 and FleetFocus™. Use of the products is subject to the Software License Agreement.
Project Delays
• When Professional Service days are contracted they are removed from AssetWorks’ capacity and considered sold to the customer, and as a result AssetWorks makes financial plans based upon the revenues it expects to achieve from the full performance of the contract. It is impossible for AssetWorks to know in advance whether or under what circumstances it would be able to resell the service days if the customer does not use them, either as the result of delaying or canceling meetings, tasks or deliverables.
In most instances, when customers do not use the contracted time, AssetWorks is unable to resell those days or services. Even when days or services may be resold, it is costly to re-market the services, and such efforts divert effort to do so. While customer days have been held out of AssetWorks’ capacity planning, AssetWorks may have turned away or delayed the start of other customers in order to meet AssetWorks’ commitment to the customer. For these reasons, AssetWorks and the customer agree that in the event of delay or cancellation of scheduled project tasks and meetings at the customer’s request within two weeks of execution, AssetWorks shall be due compensation equal to the contracted amount to deliver the services cancelled including any travel expenses incurred in preparation for the delayed or cancelled services.
Customer Resources
• The City will provide the resources described in this Statement of Work to insure a successful implementation of the products.
• The City will appoint a single point of contact for the duration of the project. This person should have project management responsibilities and decision-making authority. This person will be the focal point of contact for AssetWorks’ Customer Support department.
• All key The City project team resources will be committed to the project as of the project start date. • The City commits to training appropriate functional and technical resources as required. • The City is responsible for all manual data entry.
• The City will have all of the necessary and appropriate personnel at all of the meetings for the purpose of defining the requirements of the system. If additional meetings are required to repeat discussions due to the unavailabilty of The City resources, additional cost will be invoiced.
Exhibit B -- Page 205
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 709 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
STATEMENT OF WORK
PAGE 20
AssetWorks Confidential and Proprietary | April 1, 2019 • AssetWorks will provide on-site training to The City (as outlined above) in a classroom environment suitable for training. AssetWorks recommends class size to not exceed 10 users to insure proper attention can be given to individual users and maintain the needed pace to ensure training sessions are completed in a timely manner consistent with the training schedule. • The City will be responsible for preparing the training facility. The training facility should include hardware comparable to that found in the actual work place. Some end-user training can take directly in the storerooms or on the shop
• All training sessions will be based on standard application training materials. The City will be responsible for customizing training materials to meet its implementation requirements. • The City will make appropriate technical resources available to AssetWorks’ consultants. • In the event that The City schedules on-site services and due to circumstances within The City’s control AssetWorks’ scheduled personnel are unable to perform such services, AssetWorks will be entitled to payment for each such scheduled personnel on the basis of an 8-hour day. • AssetWorks will need assistance from The City to coordinate training and roll-out schedules, communications with field personnel and setting up training sites.
Infrastructure
• The City will provide a project work area and infrastructure at the centralized implementation location appropriate for the size of the combined The City/AssetWorks project team. This infrastructure should include desks, chairs, telephones, and workstations with network access to printers and to the applications and implementation databases.
• AssetWorks’ consulting estimates do not include installation and/or configuration of any computer hardware and peripheral equipment.
• The City will be responsible for installing and configuring computer hardware and peripheral equipment such as printers and bar code equipment (if applicable). • If The City hosts the application, The City will be responsible for establishing access to the FleetFocus™ Application, and DBMS servers, providing all supporting software, hardware, and connectivity for the application server.
• The Web server must use Microsoft IIS.
• Acquisition, installation, testing, support, and tuning of any additional required application software, hardware, RDBMS, other software, peripherals and communications infrastructure will be the responsibility of The City if The City is hosting the application. • The City will verify that the hardware environment is installed, configured and operating over the network before scheduling the Software Installation if The City is hositng the application. • The City is responsible for providing browser access to the FleetFocus™ application. • The City is responsible for providing and maintaining TCP/IP connectivity with sufficient bandwidth from all user workstations to the FleetFocus™ servers.
• System, server, and workstation backups are the responsibility of The City. This includes the development and execution of the system backups and recovery programs if The City is hosting the application. • The City is permitted to implement a disaster-recovery environment, however unless specifically included in this proposed Statement of Work, AssetWorks is not responsible for the installation, configuration or support of this environment if The City is hosting the application. • The City will receive all standard, out-of-the-box reports at no extra cost; however The City is responsible for providing the recommended Business Objects licenses to support the proposed Report Server infrastructure. A single test and production reporting environment will be implemented. • The City will implement a single production FleetFocus™ database. A test database instance will also be implemented.
• The City will implement this solution such that all assets will be in a single production FleetFocus™ database.
Exhibit B -- Page 206
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 710 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First
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AssetWorks Confidential and Proprietary | April 1, 2019 • The City personnel assume the responsibility for applying software patches if The City is hosting the application.
• The following information technology services are not included in this Statement of Work: network connections; telecommunications network(s); operating system, network and database administration; disaster recovery planning; the acquisition, installation, testing and tuning of any required hardware, operating software, peripherals and communications infrastructure. • If The City elects to have AssetWorks host the application or licenses the FleetFocus™ On-Demand SaaS service, the Software Installation phase and NHDO technical support described in this proposed Statement of Work are no longer required. A separate start-up fee will be invoiced following the contract execution for the installation of The City’s AssetWorks hosted site.
Project Management and Risk Factors
• The City and AssetWorks will agree on scope, services, and deliverables for optional modules and services prior to the Notice to Proceed.
• The City project manager will be responsible for obtaining any required authorizations, approvals and/or signoffs by The City related to project deliverables and project progression in a timeframe in alignment with the project work plan. Delays to this process as well as any The City tasks not completed within the work plan timeframe will be subject to the Change Order Management process, delayed deadlines, and increased services fees.
• This Statement of Work does not include the expenses associated with The City or The City resources assigned to the project.
• The City remains responsible for all integration effort not described in this Statement of Work • The project schedule is contingent upon the timely attainment of several external milestones that are outside the control of AssetWorks. Examples include but are not limited to the acquisition of the requisite software licenses and hardware and the approval of requisite capital appropriation requests as required. • Circumstances may necessitate changes to the tasks and/or time estimates, at which time AssetWorks and The City will discuss these changes in good faith at their earliest opportunity. • This proposed Statement of Work includes implementation support for only those optional modules, interfaces, and modifications listed in the task list. Any change to the proposed Statement of Work, particularly the implementation services, data conversion, interfaces, and application modifications, will be documented and follow the same procedures for new enhancements or change orders. • This Statement of Work includes services to determine The City’s requirements and preparing the development specifications and quotes for only those development items identified in this Statement of Work. Any requirement analysis and specification work for additional items not identified in this Statement of Work would be done on a time and materials basis.
Technical Services / Interfaces
• All technical services will be performed remotely using web teleconferencing, unless otherwise noted. • Non-production and production is required to be on a generally available (GA) release and the supported version(s) per assumptions noted above for custom deliverable(s). • City may be required to upgrade, if FleetFocus business logic changes in future releases that impacts the dependencies for the custom deliverable(s).
• If non-hosted City is responsible for maintaining AssetWorks’ recommended server architecture requirements for optimal system performance.
• City is responsible for coordinating and sending requested sample data files, web services schemas, coordinating FTP file transfers and any other technical information and/or files requested by AssetWorks for functional and technical specification(s) creation, development and/or quality assurance purposes.
Exhibit B -- Page 207
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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PAGE 22
AssetWorks Confidential and Proprietary | April 1, 2019 • In order for AssetWorks to begin development, an approved custom deliverable specification(s) with data mapping to the FleetFocus database must be reviewed, approved and signed by the City; this includes any iterations after the initial approval.
• Approval of all functional and technical specifications are required by the City within 30 days of delivery by AssetWorks.
• Signed functional and technical specification(s) take precedence on all design and development. • If a City’s internal systems (i.e. ERP) require any additional analysis, configuration and/or development to support the proposed custom deliverable(s), AssetWorks assumes the City will provide internal resources to immediately resolve any work and/or process resolution needed to support the agreed upon project timeline. If AssetWorks is required to assist, a change order will be necessary. • City will make appropriate technical resources available to AssetWorks’ consultants. • City will have all of the necessary and appropriate personnel at meetings for the purpose of defining the requirements of the system.
• City will appoint a single point of contact for the duration of the project. This person should have project management responsibilities and decision-making authority. This person will be the focal point of contact for AssetWorks’ Professional Services and City Support team. • Testing is the City’s responsibility and expected to be completed within 30 days of delivery of the custom deliverable(s) by AssetWorks, unless otherwise noted. If the custom deliverable(s) are a product enhancement, the City will be required to complete testing in the first available version containing the product enhancement, including an early delivery release if made available. • AssetWorks assumes City utilizes an internal system administrator to maintain all aspects of FleetFocus configuration, user training and system administrator duties as required to support this custom deliverable(s).
• City will be responsible for working with the AssetWorks’ Professional Services and City Support teams to move the custom deliverable(s) into a production environment. • If this order is abandoned/paused by the City for any reason mid-effort, the City will be billed for all of AssetWorks time incurred at the current contracted labor rate.
Logistical and Scheduling Support
AssetWorks will need assistance from The City to coordinate training and roll-out schedules, communications with field personnel and setting up training sites.
Procedures for Handling Change Orders
Any change to the proposed statement of work, particularly the implementation services, data conversion, interfaces, and application modifications, will be documented and agreed upon by AssetWorks and the City.
Confidentiality
This proposed Statement of Work (SOW) contains CONFIDENTIAL INFORMATION of AssetWorks LLC. In consideration of the receipt of this document, The City agrees to not reproduce or disclose this information except to The City employees directly involved on a “Need to Know” basis.
Exhibit B -- Page 208
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 712 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit C – Page 1
Exhibit C
Project Schedule
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 713 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit C – Page 2
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 714 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit D – Page 1
Exhibit D
Statement of Work
Task Elements Deliverables
A. Project Kick-off
1. Project Kick-off Meeting
conducted remotely to discuss
project, clarify scope, and
establish a schedule
1. Finalized Project Description and
Requirements
2. Project Schedule with Achievable
Milestones
3. Proposed Project Management Plan
B. FleetFocusFA
1. Establish Test Environment for
FleetFocusFA
2. Establish Production Environment
for FleetFocusFA
3. Standard Licenses
4. Reporting Module
5. Motor Pool Module
6. Motor Pool Reservation Module
7. Shop Activity Module
8. Customer Access Module
9. KPI/Dashboard Module
10. MAXQueue Integration Module
11. Capital Planning Module
12. Crystal Reports OEM Edition with
1x Report Writer
1. FleetFocusFA TEST Environment
2. FleetFocusFA Production Environment
3. Standard Licenses—700
4. Reporting Module
5. Motor Pool Module
6. Motor Pool Reservation Module
7. Shop Activity Module
8. Customer Access Module
9. KPI/Dashboard Module
10. MAXQueue Integration Module
11. Capital Planning Module
12. Crystal Reports OEM Edition with 1x
Report Writer
C. FuelFocus
1. FuelFocus ICU licenses
2. Veeder Root Integration License
3. Vehicle Data Collector License per
site
4. FuelFocus Controller - Wireless -
2 Hose RFC1500
5. FuelFocus Controller - Wireless -
4 Hose RFC2500
1. FuelFocus ICU licenses - 6
2. Veeder Root Integration License - 6
3. Vehicle Data Collector License per site -
8 4. FuelFocus Controller - Wireless - 2 Hose
RFC1500 (5)
5. FuelFocus Controller - Wireless - 4 Hose
RFC2500 (1)
D. Active GPS and
Telematics
1. Verizon NetworkFleet License
2. A5500 Networkfleet Standard
Service
1. Verizon NetworkFleet License
2. A5500 Networkfleet Standard
Service
3. Networkfleet Incremental Service
Fee - 30 second updates
E. Passive GPS and
Telematics
1. Passive GPS Software Module
2. Driver Management Software
Module
3. Vehicle Data Collector Kit w/ CPU
4. Passive GPS Hardware
1. Passive GPS Software Module -
584
2. Driver Management Software
Module—584
3. Vehicle Data Collector Kit w/ CPU
4. Passive GPS Hardware
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
5.G.b
Packet Pg. 715 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit D – Page 2
Task Elements Deliverables
F. Training
1. Core Admin Training
2. Mechanics Training
3. Parts and Inventory Training
4. Active GPS (Verizon
NetworkFleet)
5. Financial and Other transactions
training
6. Training on Asset Depreciation
7. Reports generation training
1. Core Admin Training
2. Mechanics Training
3. Parts and Inventory Training
4. Active GPS (Verizon NetworkFleet)
5. Financial and Other transactions
training
6. Training on Asset Depreciation
7. Reports generation training
G. Data Conversion
1. Data conversion from FleetWave
database into FleetFocusFA
database
2. Data Transfer
3. Data Validation in new systems
1. Data conversion from FleetWave
database into FleetFocusFA database
2. Data Transfer
3. Data Validation in new systems
H. Hosting Services
1. Test environment for main
systems on host site
2. Production environment for main
systems on host site
3. Data retrieval and presentation
protocols
4. Disaster Recovery and Business
Continuity setups
5. Security Validations
1. Test environment for main systems on
host site
2. Production environment for main
systems on host site
3. Data retrieval and presentation
protocols
4. Disaster Recovery and Business
Continuity setups
5. Security Validations
I. Project
Documents
1. Software and Systems Manuals
2. Network Architecture Drawings
3. Training Handouts
4. Meeting Minutes
5. Technical Memorandum of
delivered systems
1. Software and Systems Manuals
2. Network Architecture Drawings
3. Training Handouts
4. Status Reports
5. Technical Memorandum of delivered
systems
NOTES:
1. This Statement of Work shall be read in conjunction with the Statement of Work dated May 22, 2019 in Exhibit B (Exhibit B, Pages 75-95).
2. it is expected that AssetWorks will provide Project Updates on a biweekly basis during active work periods (as defined by the City) via the proposed Project Management Plan. These updates shall include work status, billing, and schedule changes.
3. Wherever conflict with Exhibit B (AssetWorks’ Proposal and Best and Final Offer) exists, the Statement of Work dated May 22, 2019 in Exhibit B (Exhibit B, Pages 75-95) shall control.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 716 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit E – Page 1
Exhibit E
Fees, Budget and Compensation Schedule
Pricing is in accordance with Sourcewell Contract 02217-AWI and pursuant to Exhibit B, Quote – 03442-6 (Exhibit B, Pages 178-186).
1. License Fees
City shall pay to AssetWorks Software License fees for FleetFocusFA, FuelFocus, and Passive GPS and Telematics software module. These fees shall be paid according the following schedule:
i. Twenty percent (20%) upon execution of this Agreement. ii. Twenty percent (20%) upon setting up a TEST environment for the City’s use. iii. Fifteen percent (15%) upon successful data migration of City’s data into TEST environment.
iv. Thirty-five percent (35%) at production use of all the systems involved in the statement of work.
v. Ten percent (10%) holdback at system acceptance or sixty (60) calendar days after commencement of production use, at which time acceptance will be deemed, whichever is earlier.
2. Hardware and Professional Services Fees
Hardware and Professional Services provided to the City under this contract shall be in a “Time and Materials” (T&M) manner. This includes the following:
Hardware: (Pricing as set forth in Exhibit B, AssetWorks’ Proposal) i. Active GPS (VZ NetworkFleet) Telematics
ii. Passive GPS and Telematics
iii. FuelFocus Hardware
iv. Hardware for devices requiring telematics only with no GPS requirements Professional Services:
i. Project Management
ii. FleetFocusFA setup and implementation services
iii. FuelFocus setup and implementation services
iv. Telematics and GPS (Active and Passive) setup and implementation services v. Travel
AssetWorks shall bill the City according to the number of hours of labor at the appropriate hourly rate as specified in the table below:
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Position Hourly Rate
Project Manager $205
Senior Install Engineer $205
Senior Developer $205
Senior QA Engineer $205
Senior Implementation Consultant $205
Notes:
i. AssetWorks must inform the City via email of personnel position and hourly rate prior to execution of labor. The City shall approve or deny the proposed labor via email to AssetWorks.
ii. AssetWorks will be authorized to purchase material on the City’s behalf. All purchases must receive prior authorization from the City via email or written documentation.
3. Support, Maintenance, and Hosting Fees
i. For this Agreement, the effective start date of Annual support and maintenance shall be the first date of systems production use as agreed by City via email or written documentation. For Hosting Services, the effective start date is the date of execution of this Agreement.
ii. City shall pay to AssetWorks annual recurring fees for Hosting Services for FleetFocus in an amount not to exceed $1.75 per license per month ($14,700 per year for 700 licenses) for the first year, payable in advance of the one-year period. AssetWorks and City further agree that this fee shall not increase by more than three percent (3%) per year for years two (2) through five (5).
iii. City shall pay to AssetWorks annual recurring fees for Hosting Services for Reporting Database in an amount not to exceed $500 per month for the first year, payable in advance of each one-year period. AssetWorks and City further agree that this fee shall not increase by more than three percent (3%) per year for years two (2) through five (5). iv. City shall pay to AssetWorks annual recurring fees for Hosting Services for FuelFocus ICU in an amount not to exceed $50 per ICU per month for the first year, payable in advance of each one-year period. AssetWorks and City further agree that this fee shall not increase by more than three percent (3%) per year for years two (2) through five (5). v. City shall pay to AssetWorks monthly recurring fees for A5500 NetworkFleet Standard Service in an amount not to exceed $18.95 per unit per month (60 second updates) for five years.
vi. City shall pay to AssetWorks monthly recurring fees for NetworkFleet Connector (AssetWorks Client – Includes Telematics Module) in an amount not to exceed $1.00 per unit per month.
vii. City shall pay to AssetWorks monthly recurring fees for NetworkFleet Incremental Service Fee (30 second updates) in an amount not to exceed $2.55 per unit per month.
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viii. City shall pay to AssetWorks annual recurring fees for FleetFocus support and maintenance in an amount not to exceed $11,752 (700 licenses) for the first year, payable in advance of the one-year period. AssetWorks and City further agree that this fee shall not increase by more than three percent (3%) per year for years two (2) through five (5).
ix. City shall pay to AssetWorks annual recurring fees for FuelFocus and Passive GPS software support and maintenance in an amount not to exceed $12,720 for the first year, payable in advance of the one-year period. AssetWorks and City further agree that this fee shall not increase by more than three percent (3%) per year for years two (2) through five (5).
The total contract budget shall not exceed $1,205,047 over a five-year period.
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EXHIBIT F
Insurance Requirements
AssetWorks LLC, a Delaware limited liability company (“Consultant”) shall procure and maintain for the duration of the Agreement insurance against claims that may arise from or in connection with the performance of the work hereunder by the Consultant, 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 Consultant 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).
4. Technology Professional Errors and Omissions/Cyber Liability: Insurance with a limit of not less than $1,000,000 per occurrence or claim/$2,000,000 in the annual aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, invasion of privacy violations, information theft, release of private information, alteration of electronic information, extortion, and network security. The policy shall also provide coverage for breach response costs, regulatory fines and penalties, and credit monitoring expenses with limits sufficient to respond to these obligations. Further, the policy shall include, or be endorsed to include property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data or information “property” of the City of Santa Monica in the care, custody, and control of the Consultant.
If the Consultant maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to any broader coverage and higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.
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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 Consultant including materials, parts, or equipment furnished in connection with such work or operations. CGL coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of a combination of (1) CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and (2) CG 20 37). b. Primary Coverage: For any claims related to this Agreement, the Consultant’s insurance shall be primary coverage at least as broad as Insurance Services Offices 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 the Consultant’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: 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 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.
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 the Consultant to purchase coverage with a lower deductible or 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 named insured or 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.
Claims Made Policies
1. If the Professional Liability policy provides “claims made” coverage:
a. The Retroactive Date must be shown and must be before the date of this Agreement or the start of work.
b. The insurance must be maintained, and evidence of insurance must be provided for at least 5 years after completion of work.
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c. If the policy is cancelled or not renewed, and not replaced with another “claims made” policy form with a Retroactive Date prior to the effective Agreement date, the Consultant must purchase “extended reporting” coverage for a minimum of 5 years after completion of work.
Verification of Coverage
Consultant 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 the Consultant’s obligation to provide them.
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 contract. The City of Santa Monica, at its sole option, may terminate this Agreement and pursue all available remedies for the breach.
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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NCC Software Escrow Agreement
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Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 725
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 726
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 727
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 728
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 729
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 730
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 731
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 732
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 733
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 734
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 735
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 736
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 737
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 738
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 739
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 740
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA 5.G.b Packet Pg. 741
Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit H – Page 1
Exhibit H
AssetWorks’ Software Hosting Terms
1. OVERVIEW
AssetWorks operates a Data Center (“Data Center”), located at 998 Old Eagle School Rd., Wayne, PA 19087, and provides associated services to support customers that wish to outsource the operation and maintenance of computer applications listed in the Scope of Services as referenced in Attachment 2.
These Software Hosting Terms describe the hosting services to be provided by AssetWorks (“Hosting Services”) to the City of Santa Monica (“Customer”), pursuant to the Software, Hardware, and Service Agreement between AssetWorks and Customer (the “Agreement”), the respective responsibilities of the parties, the service level objectives, and the problem management process. These Software Hosting Terms incorporate the following Attachments that shall be considered an integral part of these Software Hosting Terms:
• Attachment 1 Service Level Agreement
• Attachment 2 Scope of Services
2. SERVICES
AssetWorks will perform the services (“Services”) as described in the Scope of Services, set forth in Attachment 2, subject to the level of service as described in the Service Level Agreement set forth in Attachment 1.
The general scope of services addressed by these Software Hosting Terms includes the operation, maintenance, and support of the:
• Database software for the Applications hosted under these Software Hosting Terms • Database security
• Data Center server operation
The scope of services specifically excludes operation and maintenance of the following:
• Customer hardware, including Customer’s servers, printers, network hardware (including routers and switches) and other Customer site computing equipment; • Customer application software other than noted in the Scope of Services; and • Customer Local Area Networks (“LAN”)
• Customer network infrastructure for connecting to the Internet and to the AssetWorks Data Center
3. CUSTOMER RESPONSIBILITIES
The Customer is responsible for:
• Assigning a primary and alternate Customer representative to coordinate all communications and activities related to AssetWorks services.
• Providing user identification data and determining the appropriate security profile for each user.
Customer will control security at the Application level. • All printing. No print job will print at the Data Center and all physical printing requirements will be handled by the Customer.
• The purchase and installation of printers at Customer’s sites for the Application being utilized as defined in the Scope of Services.
• Installation, operation and maintenance of all workstation software (and Customer’s LAN, existing data communications configuration, hardware, or software required at the Customer’s site except as otherwise stipulated in the Scope of Services. AssetWorks network and network responsibility DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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extends from the AssetWorks routers at AssetWorks’ sites to all connected equipment at AssetWorks’ sites.
• Testing updates and fixes applied by AssetWorks to Applications used by Customer. With the exception of emergency fixes, Customer will test updates and fixes prior to their introduction to the Production environment within a mutually agreed upon time frame. • Testing upgrades. Upgrades will be moved to production by the AssetWorks at the end of the Customer testing period unless specific problems are documented in writing to AssetWorks. • Diligent analysis of suspected problems to determine their specific nature and possible causes before calling the AssetWorks for assistance. Notwithstanding this diligence requirement, Customer is responsible for informing AssetWorks of any problems encountered in a timely manner.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Software Hosting Terms: Attachment 1 - Service Level Agreement This Service Level Agreement is intended to provide an understanding of the level of service to be delivered by AssetWorks for the Services specified in Attachment 2. The service levels set forth below apply to those Services.
AVAILABILITY
AssetWorks will use commercially reasonable efforts to provide Services with an average of 99% Availability (as such term is hereinafter defined) for each quarter during the Term. For purposes of the Agreement, “Availability” during any quarter refers to an Authorized User’s ability to log into the Application during such quarter, and will be calculated in accordance with the following formula:
x = (y - z) / y * 100
Where,
• “x” is the Availability of the Application during the quarter; • “y” is the total number of hours in such quarter minus the number of hours during such quarter that the Customer is unable to log into the Application because of (a) regularly scheduled maintenance windows for the Application and for times in which Customer has been notified in writing (including e-mail) by AssetWorks in advance thereof; (b) a Force Majeure Event; (c) non-performance of hardware, software, ISP connections, and other equipment that is not provided by AssetWorks or certified by AssetWorks for use in conjunction with the Services (except as such non-performance is directly or indirectly caused by AssetWorks).
• “z” is the number of hours in such month during which the Customer is unable to log into the Application (other than for reasons set forth in the definition of “y” above); provided that AssetWorks has been notified or is otherwise aware (or reasonably should be aware) of Customer’s inability to utilize the Application.
FEE ADJUSTMENT
In the event that AssetWorks does not meet the Availability levels set forth above, the amount of fees payable by Customer will be reduced as follows:
In the event the average Availability for the Application is less than ninety nine percent (99%) during any two consecutive quarters, Customer will receive a credit to its account with AssetWorks of five percent (5%) of the amount of a quarter’s aggregate AssetWorks Hosting Services fees paid or payable by Customer to AssetWorks.
AssetWorks’ obligation to provide Customer with fee adjustments as set forth above is conditioned on Customer providing detailed written notice to AssetWorks of its contention that AssetWorks was unable to meet the applicable Availability levels. Upon receipt of such notice, AssetWorks shall have thirty (30) calendar days to investigate the contention. If, at the end of the thirty (30) calendar day period it is determined that AssetWorks did in fact fail to meet the applicable Availability levels, Customer will receive the appropriate credit to its account during the next invoice cycle.
The fee adjustment set forth in this Section of this Attachment shall be Customer’s sole remedy and AssetWorks’ entire liability in the event of a failure of any Availability measurements to meet the thresholds set forth above. This limitation on AssetWorks’ liability does not limit AssetWorks’ obligations to defend and indemnify with respect to any third-party liability, claims, demands, damages, or costs pursuant to Section 12 of the Software, Hardware, and Services Agreement into which this Service Level Agreement is incorporated by reference.
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Software Hosting Terms: Attachment 2 - Scope of Services All of the services, functions, processes, and activities described below will be collectively described as the “Services” for purposes of this Attachment 2. All Services will be provided by AssetWorks to and for the Customer’s benefit in a manner that will meet the objectives outlined in the Service Level Agreement that is Attachment 1.
Application
Application refers to the Customer’s licensed AssetWorks software, and 3rd Party Software hosted by AssetWorks.
Support Software
Support Software includes the operating system, utilities, database software, and all necessary licenses required to operate the Application.
Hardware
Server infrastructure using redundant web servers and Oracle RAC database servers is deployed within the primary Data Center located in Wayne, PA, to maximize uptime. If required by Customer, Customer shall provide telecommunications equipment (including routers to be installed at the Data Center), a communication line, and services as needed for connection from Customer’s site to the Data Center.
Database Instances
AssetWorks will maintain a single Production Database instance. This Production Database will provide the daily, real-time transaction data to the Application users.
In addition to the Production Database, AssetWorks will maintain one additional, non-production Database (Test). Upon request by Customer, AssetWorks will populate these additional Databases with Customer’s Production data up to 4 times in any 12-month period at no additional cost.
For an additional charge as defined in Exhibits B and E to the Agreement (AssetWorks’ Proposal and Fee, Budget & Compensation Schedule), AssetWorks will furnish an Ad-hoc Reporting Database for use with the Customer developed ad-hoc reports. This Database will be updated from the production database every night and will allow the Customer direct access to its data for purposes of ad-hoc reporting.
Custom Reports
For an additional charge as defined in Exhibits B and E to the Agreement (AssetWorks’ Proposal and Fee, Budget & Compensation Schedule), AssetWorks will certify a Customer built Ad-hoc Report for scheduling execution from within the Application directly against the production database, certifying that the Report performs within appropriate performance guidelines and does not cause unacceptable response time issues. Once certified, AssetWorks will install the Report into Customer’s production environment to make it available for execution submission from within the Application.
Backups
Backups are taken on a nightly and monthly basis. Monthly backup tapes are rotated to the offsite storage facility and maintained for 12 months before recycling. Database backups are taken each night using Oracle RMAN and a time determined by AssetWorks. File system backups are taken using Tivoli Storage Manager and are taken following the Oracle RMAN backup as part of a scheduled process.
For an additional fee as defined in Exhibits B and E to the Agreement (AssetWorks’ Proposal and Fee, Budget & Compensation Schedule), AssetWorks will schedule other 'Critical Points' for back-up, as defined and required by the Customer (e.g., month-end, year-end and before upgrades.). The Customer retains the right to have copies of back-up tapes mailed to the Customer’s site on a schedule determined by AssetWorks.
Hours of System Operations
The Application will be accessible and available to the Customer and capable of any and all normal operating functions 24 hours a day, seven days a week except for periods of Scheduled Maintenance and DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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previously approved outages. AssetWorks will not be held responsible for inaccessibility arising from communications problems occurring anywhere beyond the AssetWorks side of the router residing at the Data Center, nor will these hours of unavailability be counted as unavailable.
Maintenance
AssetWorks will complete routine maintenance on the Application according to the published schedule on its Customer Support web site. AssetWorks will publish schedules for subsequent years on its Customer Support web site. AssetWorks will provide at least 30 days notice to any changes in the schedule.
If AssetWorks is required to perform additional maintenance outside of the Scheduled Maintenance window, it will notify the Customer in writing of its request. The Customer and the AssetWorks will mutually agree on the downtime, which will then be considered a period of Scheduled Maintenance.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 746 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit I – Page 1
Exhibit I
AssetWorks’ Software Maintenance Terms
These Software Maintenance Terms set forth terms relating to the provision of software maintenance by AssetWorks LLC (“AssetWorks) to the City of Santa Monica (“Customer”) pursuant to the Software, Hardware , and Service Agreement between AssetWorks and Customer (the “Agreement”).
1. CORRECTION OF DEVIATIONS. In the event that the Customer encounters an error and/or malfunction (“Deviation”) in the Software, Customer shall communicate the circumstances and any supporting information to AssetWorks. Upon receipt, AssetWorks will respond as follows:
a. In the event that there exists a Deviation that does not constitute a serious impediment to the normal intended use of the Software, AssetWorks will correct the Deviation and distribute the correction to the Customer in accordance with AssetWorks’ normal Software revision schedule. b. In the event that, in the mutual and reasonable opinion of AssetWorks and the Customer, there exists a Deviation that does constitute a serious impediment to the normal intended use of the Software, AssetWorks will take such steps as are reasonably required to correct the Deviation and promptly correct the Deviation or provide a commercially reasonable work around.
2. SOFTWARE REVISIONS AND NEW VERSIONS.
a. The Software may be revised by AssetWorks as a result of the correction of Deviations and/or the release of upgrades or improvements or modifications designed to improve the performance of the Software and/or to increase the capabilities of the Software (hereafter "Revisions"). Revisions shall be of two kinds:
i. Revisions that the Customer is obliged to implement ( “Mandatory Revisions”); ii. Revisions that may be implemented by the Customer at its option (“Optional Revisions”). iii. No charge shall be made to the Customer for either Mandatory Revisions or Optional Revisions. b. New versions (“New Versions”) of the Software may be issued by AssetWorks from time to time.
Compared to a Revision, a New Version substantially improves the performance of the Software and/or substantially increases its functionality and capability. Customer, in its sole discretion, may elect to purchase any New Versions.
c. Customer shall implement Mandatory Revisions within sixty (60) days of receipt thereof or such longer period as AssetWorks may consent to in writing. In the event that Customer Does not implement a Mandatory Revision AssetWorks may act in accordance with Section 16.1, Right to Terminate for Cause; Notice and Opportunity to Cure, of this Agreement.
3. TELEPHONE HOTLINE ASSISTANCE. AssetWorks, at its expense, shall make available technically qualified personnel to respond to all reasonable telephone requests from Customer, Monday through Friday, excluding holidays, during normal business hours, relating to the application and operation of the Software.
At other times such personnel of AssetWorks are available by beeper for emergencies.
4. TECHNICAL LITERATURE. AssetWorks shall make available electronically to the Customer technical literature that is considered by AssetWorks to be relevant to the Software.
5. TRANSMISSION. All Revisions and New Versions will be available for download or transmitted to the Customer electronically as mutual agreed. The Customer shall be solely responsible for executing the appropriate instructions in order to transfer the Revisions or New Versions onto to its system.
6. REMOTE DIAGNOSTIC ACCESS. The Customer shall provide appropriate remote access where AssetWorks may, with the permission of the Customer, use for the purpose of remote diagnostics and support of the Software.
7. PROPER USE
a. The Customer agrees that all reasonable effort shall be taken to ensure that neither the Software nor data files are misused.
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b. In the event that the Customer or its agents misuses the Software or data files, including, but not limited to, inserting, updating, deleting or otherwise modifying data through a means other than the Software.
AssetWorks is not obligated to correct such misuse, however, as mutually agreed, AssetWorks may attempt to correct the situation, if possible, at Customer's expense. c. In the event that diagnostic assistance is provided by AssetWorks, which, in the reasonable opinion of AssetWorks and the Customer, relates to problems not caused by a Deviation in the Software, such assistance shall be at the Customer's expense.
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Exhibit J
GPS Hardware Purchase, Software License and Service Terms
1. Purpose. As set forth in the Software, Hardware, and Services Agreement (the “Agreement”) between AssetWorks LLC (“AssetWorks”) and the City of Santa Monica (“CUSTOMER”), AssetWorks will be providing CUSTOMER with hardware, software and services for a telematics solution for CUSTOMER to obtain data pursuant to Global Positioning Satellite (GPS) tracking, routing, dispatching, and engine diagnostics for use by CUSTOMER’s Fleet Services.
2. Hardware. AssetWorks will sell and CUSTOMER will purchase the hardware set forth in Exhibits B, D and E to the Agreement (“Hardware”).
a. Pricing for the Hardware is set forth in Exhibits B and E to the Agreement.
b. AssetWorks will invoice for the Hardware when shipped. Invoices are due thirty (30) days after date of invoice.
c. AssetWorks will pass through the warranty for the Hardware from the third-party manufacturer of the Hardware; for the Hardware manufactured by Networkfleet, the hardware warranty is set forth in attached Schedule 1.
3. AssetWorks Software. As set forth in Exhibits B, D and E to the Agreement, AssetWorks will provide CUSTOMER the Telematics Module and Networkfleet Connector Module (“AssetWorks Software”) for its proprietary software, Fleet Focus. AssetWorks grants CUSTOMER a limited license to use the AssetWorks Software as specified in the Agreement.
4. Networkfleet Software. As set forth in Exhibits B, D and E to the Agreement, AssetWorks will provide CUSTOMER with a subscription to Networkfleet software (“Networkfleet Software”).
Networkfleet Software is subject to the terms and conditions set forth in attached Schedule 1.
5. Mandatory Term. If CUSTOMER terminates NetWorkfleet Services other than for cause under subsection 16.1 of the Agreement during the first year, CUSTOMER will pay the balance of fees due for the Networkfleet Software for that twelve (12)-month period as an early termination fee.
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SCHEDULE 1
NETWORKFLEET STANDARD TERMS AND CONDITIONS
This Schedule is incorporated into and constitutes a material part of the Software, Hardware, and Services Agreement between CUSTOMER and AssetWorks (the “Agreement”) to which this Schedule is attached.
When used in the Schedule, capitalized terms not defined elsewhere in this Schedule have the meanings set forth in Section 13 below.
1. NETWORKFLEET DEVICE AND SERVICES. During the Term and subject to the terms of the Agreement, AssetWorks will (i) sell CUSTOMER the Networkfleet Devices ordered by CUSTOMER, (ii) grant to CUSTOMER a nonexclusive, non-transferable license to use the firmware and software included in the Device solely for use as provided in the Agreement, and (iii) grant to CUSTOMER a non-exclusive, nontransferable license to access and use that portion of the Networkfleet Website designated by Networkfleet for use by CUSTOMER.
2. LIMITATIONS. Without limiting the generality of Section 1, CUSTOMER will not, directly or through others: (i) market, license, distribute, transfer or otherwise commercially exploit the Networkfleet Items; (ii) modify the Networkfleet Items or Networkfleet Website; (iii) disassemble, reverse engineer or decompile the Networkfleet Items or Networkfleet Website or prepare derivative works of the Networkfleet Items or Networkfleet Website or attempt to discover any portion of the source code or trade secrets related to the Networkfleet Items or Networkfleet Website; or (iv) remove, obscure or alter any notice of copyright, trademark or other proprietary right appearing in the Networkfleet Items or Networkfleet Website.
3. DELIVERY AND ACCEPTANCE. AssetWorks will deliver to CUSTOMER the Devices that CUSTOMER order hereunder FCA carrier through a common carrier and the risk of loss for such Devices will pass to CUSTOMER upon delivery to the common carrier. CUSTOMER shall have ten (10) days after delivery to inspect the Devices for any damage during shipping. Any Device not rejected within that period will be deemed accepted by CUSTOMER.
4. INSTALLATION. If included in Exhibit B, D, or E to the Agreement, Networkfleet, as AssetWorks’ subcontractor, will install the purchased Device in the applicable Vehicle in one of the Device installation locations designated by Networkfleet. Upon acceptance of CUSTOMER’s order for Device installation services, Networkfleet will use commercially reasonable efforts to coordinate with CUSTOMER to schedule and complete the installation of the Devices during normal working hours within thirty (30) days of the purchase date of the applicable Device. Additional fees may apply for any installation that involves more work than is standard. CUSTOMER acknowledges and agrees that installation of the Device may involve drilling holes, rewiring and other similar alterations to the Vehicle and that Networkfleet nor Buyer has no obligation to restore CUSTOMER’s Vehicle after the removal of the Device.
5. LIMITED WARRANTY. AssetWorks will pass through to CUSTOMER Networkfleet’s limited warranty. As detailed in that warranty:
(a) Networkfleet warrants to CUSTOMER that Devices (other than an Asset Tracker device) which were purchased new from Networkfleet or from AssetWorks by CUSTOMER on or after April 1, 2013 will be free from defects in material and workmanship that prevent the Device from functioning in accordance with its specifications for the entire period of CUSTOMER’s ownership of such Device, provided however, Networkfleet will have no obligation with respect to such warranty at any time CUSTOMER has a past due balance for unpaid Fees. Networkfleet warrants to CUSTOMER that Devices which were purchased new from Networkfleet or AssetWorks by CUSTOMER between May 1, 2010 and March 31, 2013 will be free from defects in material and workmanship that prevent the Device from functioning in accordance with its specifications for a period of three (3) years following the initial activation of such Device. (b) Networkfleet warrants to CUSTOMER that Asset Tracker devices (excluding the battery) which have been purchased new from Networkfleet or AssetWorks by CUSTOMER will be free from defects in material and workmanship that prevent the device from functioning in accordance with its specifications for a period of three (3) years following the initial activation of such device.
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(c) Networkfleet warrants to CUSTOMER that all accessories which are purchased new from Networkfleet by Customer will be free from defects in material and workmanship that prevent them from functioning in accordance with their specifications for a period of one (1) year from the date of shipment. (d) Networkfleet warrants to CUSTOMER that installation services provided by Networkfleet or its authorized subcontractors will be free from defects in workmanship for a period of one (1) year following completion of such installation services. To the extent CUSTOMER purchases an extended installation warranty, Networkfleet warrants to CUSTOMER that any extended warranty installation services shall be free from defects in workmanship for the entire period of CUSTOMER’s uninterrupted use of the Device pursuant to this Agreement subject to such installation service, provided however, Networkfleet will have no obligation with respect to such extended installation warranty at any time CUSTOMER has a past due balance for unpaid Fees.
(e) Warranty claims must be made by notifying AssetWorks in writing promptly after Customer learns of the facts supporting a warranty claim. Subject to the Exclusions below and the provisions of Networkfleet's then-current applicable warranty policy, Networkfleet will, at its discretion, either repair or replace any non-complying Device with a Device of equivalent functionality, and, if applicable, remedy any defects in the installation of the Device.
(f) THE REMEDIES IN THIS SECTION ARE NETWORKFLEET’S ONLY OBLIGATION AND CUSTOMER’S ONLY REMEDY AS AGAINST NETWORKFLEET FOR BREACH OF ANY WARRANTY.
EXCLUSIONS. The Limited Warranty and Support Services provided by Networkfleet do not include repair, replacement or correction of any defect, damage or malfunctions caused by: (i) for installation not performed by Networkfleet or its authorized subcontractors, failure to properly install the Devices as described in the Networkfleet installation guides; (ii) accident, negligence, theft, vandalism, operator error, misuse or acts of God; (iii) failure of the facilities Customer uses to access the Networkfleet Website or failure to conform to Networkfleet specifications; (iv) modifications, attachments, repairs or unauthorized parts replacements performed by Customer or any third party not authorized by Networkfleet; or (v) use by Customer of hardware or software not provided or approved by Networkfleet. Customer will be responsible for the cost of Support Services provided by Networkfleet caused by any of the foregoing.
DISCLAIMER OF WARRANTIES. EXCEPT FOR THE LIMITED DEVICE AND INSTALLATION
WARRANTY SET FORTH IN THIS SECTION, NEITHER ASSETWORKS OR NETWORKFLEET MAKE
ANY WARRANTY OR GUARANTEE OF ANY KIND WITH RESPECT TO THE DEVICES AND THE NETWORKFLEET SERVICES. TO THE FULLEST EXTENT PERMISSIBLE BY APPLICABLE LAW,
ASSETWORKS AND NETWORKFLEET DISCLAIMS ALL REPRESENTATIONS AND WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO: IMPLIED WARRANTIES OF NONINFRINGEMENT, MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE; AND ANY
IMPLIED WARRANTY ARISING FROM COURSE OF PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE. NEITHER ASSETWORKS NOR NETWORKFLEET WARRANTS THAT THE
RECEIPT OF DATA, MAPPING INFORMATION, AND OTHER CONTENT FROM THE DEVICES WILL BE
AVAILABLE AT ALL TIMES, AT ALL GEOGRAPHIC LOCATIONS, UNINTERRUPTED OR ERROR-FREE,
OR THAT THE TRANSMISSION OF DATA, MAPPING INFORMATION, AND OTHER CONTENT FROM
NETWORKFLEET TO CUSTOMER OR TO THE CUSTOMER WEBSITE PAGES WILL ALWAYS BE ACCURATE, TIMELY OR COMPLETE.
6. PROPRIETARY RIGHTS. CUSTOMER may not acquire any right or interest in the Marks by virtue of the Agreement. CUSTOMER acknowledge and agree that the Networkfleet Items and the Networkfleet Website include Proprietary Rights and Marks of Networkfleet and its licensors, and that Networkfleet and its licensors retain title to and ownership of those Proprietary Rights and Marks. Without limiting the generality of the foregoing, CUSTOMER acknowledges that the Networkfleet Items and Networkfleet Website may include materials that are proprietary and the subject of copyright protection, database right protection and other intellectual property rights owned by Tele Atlas or its suppliers, that CUSTOMER’s use of such material is subject to the terms of the Agreement and the applicable Tele Atlas license agreement and that any unauthorized copying or disclosure of such material may lead to criminal and civil liabilities.
Title to and ownership of the Proprietary Rights or Marks in any and all improvements, modifications, fixes or enhancements made by or for us to the Networkfleet Items or the Networkfleet Website, regardless of whether such items or services are created or suggested by CUSTOMER, remains with Networkfleet and DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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its licensors. CUSTOMER shall have no property right in any telephone number assigned to CUSTOMER by or through Networkfleet, and understands that any such number can be changed by Networkfleet or its provider from time to time. CUSTOMER will not copy, modify, reverse-engineer, dissemble, or decompile any software or firmware included in any Device or the Networkfleet Website or otherwise provided to CUSTOMER by or on behalf of Networkfleet, and will not disclose such software or provide access to the Devices, such software or any Services to any third party for such a purpose.
7. LIMITATION OF LIABILITY. (a) NETWORKFLEET WILL NOT BE LIABLE FOR
CONSEQUENTIAL, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES, INCLUDING LOST PROFITS OR LOST DATA, EVEN IF INFORMED THAT THOSE DAMAGES MAY OCCUR. NETWORKFLEET'S
CUMULATIVE LIABILITY UNDER CONTRACT, TORT, STRICT LIABILITY OR OTHER LEGAL THEORY
SHALL NOT EXCEED THE AMOUNT PAID TO NETWORKFLEET UNDER THE AGREEMENT DURING THE SIX (6) MONTHS PRIOR TO THE DATE THE LIABILITY ACCRUES FOR A CLAIM. THE FOREGOING LIMITATIONS SHALL NOT APPLY TO LIABILITY ARISING UNDER SECTION 6 (PROPRIETARY RIGHTS), SECTION 9 (INDEMNIFICATION), AND SECTION 10 (CONFIDENTIALITY). (b) NETWORKFLEET IS NOT RESPONSIBLE FOR DELAYS IN DELIVERY, INSTALLATION OR PROVIDING THE SERVICES, NO MATTER WHO CAUSED THE DELAY. CUSTOMER
ACKNOWLEDGES THAT THE DEVICE IS A WIRELESS DEVICE AND THAT THE DEVICES AND THE
NETWORKFLEET SERVICE ARE DEPENDENT ON THE COVERAGE AREAS AND SERVICE OF WIRELESS NETWORKS OWNED AND OPERATED BY THIRD PARTIES. OPERATION AND THE
FUNCTIONALITY OF THE DEVICES AND THE NETWORKFLEET SERVICE DEPEND ON SUCH
COVERAGE AND WIRELESS SYSTEM AVAILABILITY AND CAPACITY AND MAY BE ADVERSELY
AFFECTED BY TERRAIN, SIGNAL STRENGTH, WEATHER AND ATMOSPHERIC CONDITIONS, ACTS OF GOD, AND OTHER CONDITIONS BEYOND NETWORKFLEET'S REASONABLE CONTROL.
CUSTOMER UNDERSTANDS AND AGREES THAT NETWORKFLEET AND THE UNDERLYING
CARRIER CANNOT GUARANTEE THE SECURITY OF WIRELESS TRANSMISSIONS, AND SHALL NOT BE LIABLE FOR ANY LACK OF SECURITY RELATING TO CUSTOMER’S USE OF THE NETWORKFLEET SERVICE. WHILE NETWORKFLEET ENDEAVORS TO PROVIDE ACCURATE, UPTO-DATE DATA, DATA NETWORKFLEET COLLECTS FROM THE DEVICES INSTALLED IN VEHICLES
MAY, AT TIMES, CONTAIN ERRORS, DEFECTS, DEFICIENCIES OR TECHNICAL INACCURACIES, AND MAY BE CHANGED OR UPDATED BY NETWORKFLEET WITHOUT NOTICE.
8. DISCLAIMER OF WARRANTIES. EXCEPT FOR THE EXPRESS LIMITED WARRANTY SET FORTH IN SECTION 5 ABOVE, THE DEVICES AND THE SERVICES ARE PROVIDED BY ASSETWORKS AND NETWORKFLEET ON AN "AS-IS" BASIS TO THE FULL EXTENT PERMISSIBLE BY APPLICABLE LAW. NETWORKFLEET AND ASSETWORKS DISCLAIM ALL REPRESENTATIONS
AND WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO,
IMPLIED WARRANTIES OF NONINFRINGEMENT, MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE AND ANY IMPLIED WARRANTY ARISING FROM COURSE OF
PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE, AS TO THE DEVICES AND THE
SERVICES, DATA (INCLUDING ITS ACCURACY AND AVAILABILITY) COLLECTED AS PART OF THE SERVICES. NETWORKFLEET DOES NOT WARRANT THAT THE RECEIPT OF DATA, MAPPING
INFORMATION, AND OTHER CONTENT FROM THE DEVICES WILL BE UNINTERRUPTED OR
ERROR-FREE, OR THAT THE TRANSMISSION OF DATA, MAPPING INFORMATION, AND OTHER
CONTENT FROM NETWORKFLEET TO CUSTOMER, OR THE NETWORKFLEET WEBSITE WILL ALWAYS BE TIMELY OR COMPLETE. ASSETWORKS AND NETWORKFLEET DO NOT REPRESENT
OR WARRANT THAT THE NETWORKFLEET WEBSITE OR ANY SOFTWARE PROVIDED TO CUSTOMER ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS; THEREFORE,
CUSTOMER SHOULD USE INDUSTRY-RECOGNIZED SOFTWARE TO DETECT AND DISINFECT VIRUSES ARISING FROM THE NETWORKFLEET WEBSITE OR ANY SUCH SOFTWARE.
9. INDEMNIFICATION. (a) CUSTOMER will defend, indemnify and hold harmless Networkfleet and its wireless servicer carriers, licensors and third party suppliers, and the officers, employees, and agents of each against any and all third party claims and all associated damages, suits, proceedings, liens, penalties, liabilities award or expense (including reasonable attorney's fees)resulting from (i) CUSTOMER’S breach of the Agreement; (ii) a claim that CUSTOMER or CUSTOMER’s personnel violated applicable state or DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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federal laws or regulations in CUSTOMER’s possession or use of the Devices, the Networkfleet Service or the Networkfleet Website; or (iii) a claim for any property damage, personal injury or death arising in any way, directly or indirectly, CUSTOMER’s use, failure to use, or inability to use the Devices, the Networkfleet Service or the Networkfleet Website except to the extent such claims arise from Networkfleet’s gross negligence or willful misconduct. CUSTOMER will allow Networkfleet to participate with its own counsel in the defense of the claim at Networkfleet’s own expense; however nothing herein shall limit the right of CUSTOMER to control the defense. If CUSTOMER fail to defend in a reasonably timely manner with competent counsel reasonably satisfactory to Networkfleet, then Networkfleet shall have the right to defend or settle such claim. CUSTOMER’s obligations under this paragraph are subject to AssetWorks’ obligations to defend and indemnify CUSTOMER with respect to any third-party liability, claims, demands, damages, or costs pursuant to Section 12 of the Agreement into which these Networkfleet Standard Terms and Conditions are incorporated by reference.
(b) Networkfleet shall defend, indemnify and hold harmless CUSTOMER against any third party claims, and all associated damages, suits, proceedings, liens, penalties, liabilities, awards or expenses, to the extent that such claims allege that Networkfleet Items infringe such third party's intellectual property rights; provided, however, that Networkfleet's obligations hereunder shall not apply if and to the extent that the infringement or alleged infringement is caused by or otherwise results from (i) the use of the Networkfleet Items other than as specifically authorized by Networkfleet, (ii) the combination or use of the Networkfleet Items with non-Networkfleet products or services, including, but not limited to, CUSTOMER’s products and services, or (iii) any acts or omissions of CUSTOMER or any other third party; and provided further, that CUSTOMER give Networkfleet written notice of the third party claim within five (5) business days after receiving notice of the claim and permits Networkfleet to control, and cooperates with Networkfleet in, the defense of such claim and any related settlement negotiations. Networkfleet shall permit CUSTOMER to participate with its counsel in the defense of the claim at its own expense; however, nothing herein shall limit Networkfleet's right to control the defense.
10.CONFIDENTIALITY. Each party reserves any and all right, title and interest (including, without limitation, any Proprietary Rights) that it may have in or to any Confidential Information that it may disclose to the other party under the Agreement. The Recipient will protect Confidential Information of the Discloser against any unauthorized use or disclosure to the same extent that the Recipient protects its own Confidential Information of a similar nature against unauthorized use or disclosure, but in no event will use less than a reasonable standard of care to protect such Confidential Information; provided that the Recipient knows or has reason to know that the same is Confidential Information of the Discloser. The Recipient will use any Confidential Information of the Discloser solely for the purposes for which it is provided by the Discloser. This paragraph will not be interpreted or construed to prohibit: (a) any use or disclosure which is necessary or appropriate in connection with the Recipient's performance of its obligations or exercise of its rights under the Agreement or any other agreement between the parties; (b) any use or disclosure required by applicable law (e.g., pursuant to applicable securities laws or legal process), provided that the Recipient uses reasonable efforts to give the Discloser reasonable advance notice thereof (e.g., so as to afford the Discloser an opportunity to intervene and seek an order or other appropriate relief for the protection of its Confidential Information from any unauthorized use or disclosure); or (c) any use or disclosure made with the consent of the Discloser. The parties further agree that any obligations to protect Confidential Information set forth herein shall survive termination of the Agreement for a period of three (3) years from the termination of the Agreement.
11.MODIFICATIONS; WEBSITE MAINTENANCE. Networkfleet may alter or modify all or part of the Networkfleet Items and the Networkfleet Website from time to time. Such alterations and modifications, or both, may include, without limitation, the addition or withdrawal of features, information, products, services, software or changes in instructions. In an effort to ensure a responsive and efficient platform and service for its customer base, Networkfleet reserves the right to perform scheduled maintenance for the Networkfleet Service and Networkfleet Website from time to time. This may include application and database maintenance as well as general website maintenance and may or may not involve Networkfleet Website and Networkfleet Service unavailability.
12.DATA. CUSTOMER represents and warrants that CUSTOMER, has all rights and authority with respect to the data CUSTOMER acquires and transmits through the Networkfleet Items and Networkfleet DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Website ("Business Data") necessary to grant the rights and approvals set forth in the Agreement and that CUSTOMER approves and grants to AssetWorks to approve and grant to Networkfleet, the nonexclusive, nonterminable license and right to collect, access, and use Business Data from CUSTOMER’s Devices, and to access, copy, and use the Business Data in the course of performing the Services and to analyze, measure, and optimize the performance of Devices and Services and new offerings for CUSTOMER and others and for other purposes of Networkfleet, including the development of data products for sale, licensing and distribution to third parties. Except as may be required under applicable law, Networkfleet will not disclose or distribute Business Data that is CUSTOMER’s Confidential Information to a third party in a form that permits identification of CUSTOMER. Please refer to Networkfleet’s Privacy Policy for additional information on how it collects, uses and discloses personal information from CUSTOMER.
13.DEFINITIONS. When used in the Agreement and not defined elsewhere herein, the following terms shall have their respective meanings as set forth below:
"Acceptable Use Policy" means the terms and conditions governing use of the Networkfleet Service and access to the Networkfleet Website, as such may be amended from time to time by Networkfleet upon thirty (30) days' advance written notice to Reseller. The Acceptable Use Policy in effect as of the date of the Agreement is set forth in www.networkfleet.com.
"Device" means the Networkfleet wireless device designed for use with the Networkfleet Service and identified in Attachment B.
"Discloser" means a party that discloses any of its Confidential Information to the other party. "Fees" mean the Device purchase prices, Device shipping fees, Device installation fees, the Networkfleet Service fees and the other fees payable by Buyer.
"Marks" means the names, trademarks, trade names, drawings, logos and symbols which Networkfleet uses to promote and identify the Devices and which Networkfleet authorizes Reseller to use under the Agreement.
"Networkfieet Items" means the Networkfleet Service and Devices. "Networkfieet Service" means the services offered by Networkfleet to: (a) collect diagnostic and/or location information from a Vehicle using a Device which is installed in that Vehicle; (b) analyze, deliver and post the information to the Networkfleet Website; (c) notify the vehicle owner and a designated third party by email of certain events or information; and (d) access and use of the Networkfleet Website, the DataConnect Service and/or any other service offered by Networkfleet. "Networkfieet Website" means web pages within the Networkfleet website currently located at www.networkfleet.com designated by Networkfleet for use by CUSTOMER. "Privacy Policy" means the privacy policy governing Networkfleet's and its personnel's use of the personally identifiable data obtained from its customers and the Networkfleet Website, as such may be amended from time to time by Networkfleet. The Privacy Policy in effect as of the date of the Agreement is set forth in www.networkfleet.com.
"Proprietary Rights" means any patent, copyright, trademark, service mark, trade dress, trade name, corporate name, proprietary logo, trade secret or other intellectual property right. "Services" means the Networkfleet Service, Device installation services, the Support Services and the other services provided by Networkfleet to CUSTOMER as a subcontractor of AssetWorks. "Support Services" means the technical support and other services provided by Networkfleet. "Vehicle" means an on-road vehicle, off-road vehicle and/or stationary equipment owned or under the control of CUSTOMER.
14. Technical Assistance. Networkfleet will provide CUSTOMER with reasonable amounts of consultation and technical assistance via telephone or email during normal working hours and assist in diagnosing the problem with the Devices or Networkfleet Service. Networkfleet will use commercially reasonable efforts to correct errors or malfunctions in those Devices or the Networkfleet Service to enable those Devices and those Networkfleet Service to perform the functions described in the applicable Networkfleet operating manuals as soon as practicable after notification of such error or mal function. If a Device CUSTOMER acquired from Networkfleet is diagnosed as non-functioning, Networkfleet will repair or replace non-functioning components. If, in Networkfleet’s sole determination, a Device is deemed unrepairable, then Networkfleet will send a replacement unit to CUSTOMER in accordance with Networkfleet’s then-effective policy and procedures. All nonfunctioning Devices replaced by Networkfleet will become the property of Networkfleet.
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15.A minimum twelve (12)-month service term is required for each Device unit. The monthly service fee is set forth in the pricing.
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Exhibit K
ASSETWORKS FUELFOCUS HARDWARE PURCHASE TERMS
Set out below are the terms and conditions on which, in accordance with the terms of the Software, Hardware, and Services Agreement to which these terms and conditions are attached as an exhibit (the “Agreement”), the City of Santa Monica, a California municipal corporation (“CUSTOMER”) will purchase from AssetWorks LLC a Delaware limited liability corporation (“AssetWorks”) the hardware needed to implement AssetWorks’ FuelFocus software.
ARTICLE 1: HARDWARE PURCHASE
CUSTOMER shall purchase the hardware listed on Schedule 1 (“Hardware”). Title to the Hardware shall pass upon shipment.
ARTICLE 2: FEES AND PAYMENTS
A. CUSTOMER shall pay AssetWorks the fees specified in Schedule 1. All fees are payable by CUSTOMER within thirty (30) days of receipt of invoice. Hardware is invoiced upon delivery.
B. CUSTOMER shall be responsible for all taxes and charges assessed or imposed with respect to amounts payable hereunder, including, without limitation, state and local, occupation, sales, use or excise taxes paid or payable by AssetWorks, exclusive, however, of taxes imposed on AssetWorks’ net income by the United States or any political subdivision thereof.
C. AssetWorks reserves the right to apply a late payment charge of 1.5% per month to amounts outstanding more than thirty (30) days after the date of the invoice.
ARTICLE 3: NON-DISCLOSURE
AssetWorks makes documentation for the Hardware available electronically. The CUSTOMER may copy, in whole or in part, any such documentation relative to the Hardware for CUSTOMER’s internal use consistent with the Agreement.
ARTICLE 4: WARRANTIES AND LIMITATION OF LIABILITY
A. Hardware purchased under this Agreement has a limited one-year warranty. This limited hardware warranty covers defects in materials and workmanship in hardware products. The warranty does not cover external causes such as accident, abuse, misuse, or problems with electrical power, servicing not authorized by AssetWorks, usage that is not in accordance with product instructions, failure to follow the product instructions or failure to perform preventive maintenance and normal wear and tear.
ASSETWORKS' RESPONSIBILITY FOR DEFECTS IN HARDWARE IS LIMITED TO REPAIR OR REPLACEMENT OF THE PRODUCT AS SET FORTH IN THIS WARRANTY STATEMENT. EXCEPT
FOR THE LIMITED WARRANTY EXPRESSLY STATED HEREIN FOR HARDWARE, ASSETWORKS
MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY
WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE, SUITABILITY, OR NON-INFRINGEMENT. ASSETWORKS EXPRESSLY DISCLAIMS ALL WARRANTIES NOT STATED IN THIS LIMITED WARRANTY.
B. AssetWorks agrees that it will defend, at its own expense, all suits against CUSTOMER for infringement of any intellectual property, including by not limited to, patents, copyrights and trademarks, covering, or alleged to cover, the Hardware described herein in the form sold by AssetWorks and AssetWorks agrees that it will pay all sums which, by final judgment or decree in any such suits, may be assessed against the CUSTOMER on account of such infringement, provided that AssetWorks shall be given: (i) immediate written notice of all claims of any such infringement and of any suits brought or threatened against CUSTOMER and (ii) authority to assume the sole defense thereof through its own counsel and to compromise or settle any suits so far as this may be done without prejudice of the right of the CUSTOMER to continue the use, as contemplated, of the Hardware so purchased. If in any such suit so defended the Hardware is held to constitute an infringement and its use is enjoined, or if in the light of any claim of infringement AssetWorks deems it advisable to do so, AssetWorks may either procure the right to continue the use of the same for the CUSTOMER, or replace the same with a non-infringing DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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product, or modify said Hardware so as to be non-infringing, or, if the foregoing options are not reasonably available, take back the infringing Hardware and refund some of the purchase price taking into account a reasonable allowance for use, damage, or obsolescence.
C. If the infringement by the CUSTOMER is alleged prior to completion of delivery of the Hardware under the Agreement, AssetWorks may decline to make further shipments without being in breach of the Agreement, and provided AssetWorks has not been enjoined from selling the Hardware to CUSTOMER, AssetWorks agrees to supply such Hardware to the CUSTOMER at the CUSTOMER's option, whereupon the indemnity obligation herein stated with respect to AssetWorks shall reciprocally apply with respect to the CUSTOMER.
D. CUSTOMER agrees to defend and hold AssetWorks harmless against any claims made by any third party against AssetWorks arising out of CUSTOMER's use of the Hardware unless such claims are due to the negligence or willful misconduct of AssetWorks.
E. CUSTOMER agrees that AssetWorks’ total liability to Customer for any and all damages whatsoever arising out of or in any way related to the sale by AssetWorks to the Customer of the Hardware from any cause, including but not limited to negligence, errors, omissions, strict liability, breach of contract or breach of warranty shall not, in the aggregate, exceed fees paid to AssetWorks.
F. In no event shall AssetWorks be liable for special, indirect, incidental, economic, consequential or punitive damages, including but not limited to lost revenue, lost profits, or replacement goods, regardless of the legal theory under which such damages are sought even if AssetWorks has been advised of the likelihood of such damages, and notwithstanding any failure of essential purpose of any limited remedy.
G. The limitations on AssetWorks’ liability set out in this Article 4 shall not limit AssetWorks’ obligations to defend and indemnify CUSTOMER with respect to any third-party liability, claims, demands, damages, or costs pursuant to Section 12 of the Agreement.
ARTICLE 5: INTELLECTUAL PROPERTY RIGHTS
Unless otherwise specified herein, neither this contract nor the delivery of any Hardware hereunder shall be construed as granting either by estoppel or otherwise, any right in or license under any present or future data, drawings, plans or ideas or methods disclosed in this contract, or under any invention, patent, copyright, trade secret, or other intellectual property now or hereafter owned or controlled by AssetWorks or its third party suppliers.
ARTICLE 6: SCHEDULES
Schedule 1 (Fees), Schedule 2 (Hardware Terms of Use), and any additional schedules specified below are hereby incorporated into this Agreement.
ARTICLE 7: EXPORT CONTROLS
CUSTOMER acknowledges and agrees that any Hardware purchased by it from AssetWorks may be subject to export controls imposed by the United States Government under various federal laws, including but not limited to, the Export Administration Act of 1979, as amended (the “Act”), and/or successor legislation, and the regulations promulgated thereunder. CUSTOMER agrees not to export or re-export any Hardware without complying with the Act.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 757 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit K – Page 3
FUELFOCUS HARDWARE PURCHASE TERMS: SCHEDULE 1 – FEES
Hardware purchase fees are set forth in Exhibits B and E of the Agreement.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 758 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit K – Page 4
FUELFOCUS HARDWARE PURCHASE TERMS: SCHEDULE 2 – HARDWARE TERMS OF USE
1. PRICE/SPECIFICATIONS
Price and specifications are subject to change without notice. AssetWorks LLC is not responsible for typographical and/or photographical errors.
2. PAYMENT TERMS
Net 30. All hardware will be billed upon delivery. Please inspect all orders upon receipt. Please email [email protected] to request an RMA for any missing, damaged, or incorrect orders. You may also call 610-225-8350.
3. SHIPPING
Transportation of Hardware shall be by common carrier, at Customer’s risk and expense. Upon request from Customer to expedite shipments due to delays or other events not caused by AssetWorks, all costs will be paid by Customer.
4. RETURN POLICY
AssetWorks LLC products may be returned within 30-days of invoice date for refund, replacement, or exchange. All product returns must have a Returned Merchandise Authorization (RMA) number issued by AssetWorks marked clearly on the return package, or the package will be refused, and no credit will be issued.
To request an RMA, please email [email protected] . RMAs are valid for 15 days from the date of issuance.
The following information is required for all RMAs:
a. The invoice or packing list number
b. The product name and part number
c. Company name, point of contact, mailing address, email address, and telephone number d. A reason for the return
If you wish to make a return or exchange, you must present the merchandise within 30 days of purchase.
All goods must be returned in their original packaging. If the items are not received in their original and unused condition, a minimum re-stocking fee of 18% will be charged. Product that has been used will not be accepted for return or exchange unless under warranty or maintenance contract. Product that has been altered without the specific authorization by AssetWorks will not be accepted.
Send returns with the RMA number clearly marked on the package to:
AssetWorks LLC
Attn: RMA Department
998 Old Eagle School Road, Suite 1215
Wayne, PA 19087
All returns will be processed and fully inspected. All products must be returned in original condition including packaging, manuals, and accessories (as applicable).
5. RETURN SHIPPING
All returns must be shipped freight pre-paid.
6. UNAUTHORIZED OR REFUSED RETURNS
Packages without a Return Authorization Number will be refused. Additional charges may apply if all peripherals and accessories are not returned in the original packaging.
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 759 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit K – Page 5
7. RETURNS OLDER THAN 30 DAYS
Returns older than 30 days from the invoice date will be subject to a 25% restocking fee. Only product that is in current production will be accepted and an RMA must be obtained in advance and clearly marked as stated above. No refunds will be given.
8. WARRANTY START DATE
"Start Date" as used in this policy means the date this product is shipped from AssetWorks manufacturing plus three (3) months.
9. LIMITED HARDWARE WARRANTY
AssetWorks LLC provides a one (1) year limited product hardware warranty to purchasers of its hardware.
AssetWorks warrants that the product hardware will be free from defects in materials and workmanship during the warranty period, subject to the following:
Labor and travel costs are not included, unless required under contract specific terms.
AssetWorks will supply new or rebuilt parts to replace parts that are found to be defective while within the warranty period.
New installations must be registered with the FuelFocus Support Center within 48 hours of installation to receive warranty benefits, otherwise, the warranty period commences on the date of the invoice.
Help Desk Support is available between the hours of 8:00AM- 5:00PM Monday through Friday upon a Hardware System Failure,
AssetWorks will repair or replace such product hardware within fourteen (14) working days of its receipt of the failed hardware, if in advance of its receipt, such hardware (1) was evaluated by AssetWorks Technical Support in person or via telephone, and (2) received a Technical Support RMA number from AssetWorks.
Further, the product hardware must be shipped, shipment pre-paid, to AssetWorks, and the RMA number must be clearly indicated on the shipping box and papers.
Problems caused by faulty installation are not covered under this warranty. This warranty applies only if the equipment has been installed and used in accordance with the AssetWorks Installation Manual.
Use of service personnel other than qualified AssetWorks service providers without prior written approval of the FuelFocus Product Manager will void the warranty claim.
Use of non AssetWorks replacement parts, defects caused by the use of unauthorized addition of non AssetWorks parts, or by the unauthorized alteration of FuelFocus parts or equipment will void this warranty.
Damage suffered by hardware resulting from shipping, accident, power surges, neglect, misuse, acts of Nature, or abuse are not covered by this warranty.
10. TECHNICAL SUPPORT ACCESS
During the warranty period, toll free phone support is offered 5 days per week (8 a.m. to 5:00 p.m., Monday through Friday, except holidays). Calls left after hours will be returned the next business day. Access to Technical Support after warranty period is on a commercially reasonable basis (unless an AssetWorks Support Contract is purchased for all systems owned by the customer).
11. WARRANTY LIMITATIONS
AssetWorks’ warranties as set forth herein ("Warranty") are contingent on proper use of the FuelFocus hardware and does not apply if the products have been modified without AssetWorks' written approval, or if the products' serial number label is removed, or if the product has been damaged. The terms of the Warranty are limited to the remedies as set forth in this Warranty.
THIS WARRANTY IS PROVIDED IN LIEU OF ALL OTHER RIGHTS, CONDITIONS AND WARRANTIES.
ASSETWORKS MAKES NO OTHER EXPRESS OR IMPLIED WARRANTY WITH RESPECT TO THE
SOFTWARE, HARDWARE, PRODUCTS, DOCUMENTATION OR ASSETWORKS SUPPORT,
INCLUDING, WITHOUT LIMITATION, ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT OF THIRD PARTY RIGHTS. ASSETWORKS DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 760 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First Exhibit K – Page 6
DOES NOT WARRANT THAT ANY PRODUCTS WILL BE ERROR-FREE, OR THAT ANY DEFECTS
THAT MAY EXIST IN ITS PRODUCTS CAN BE CORRECTED
DocuSign Envelope ID: E8BA45EF-5319-4A1C-90F5-4C09D82A25BA
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Packet Pg. 761 Attachment: Original Agreement Contract No. 10801-CCS - with AssetWorks for Fleet Asset Mangement System (6377 : Approval of First City of Santa Monica Levine Act Disclosure Form
CITY OF SANTA MONICA
CALIFORNIA LEVINE ACT DISCLOSURE
In 2022, California’s SB1439 extended requirements under Government Code Section 84308, also known as the "Levine Act", to prohibit City “Officers” from participating in any action related to a contract, license, permit, or entitlement if such Officer received campaign contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from a party or participant to the proceeding, or their agent.
Section 84308(a)(4) of the Levine Act defines an "Officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “Officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency or officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position;
(2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or
(4) Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Santa Monica Elected Officials and members of boards and commissions can be found at the following links. The party making this certification is responsible for determining whether a recipient of a political contribution is a City Officer prior to completing this form.
https://www.smgov.net/departments/council/
https://www.santamonica.gov/departments/rent-control
https://www.smgov.net/boards
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to any City Officer in the twelve months preceding the date of the submission of your application or proposal? ____YES ____ NO
Name of Councilmember or City Officer: _________________________________
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Packet Pg. 762 Attachment: Levine Act Disclosure Form AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for City of Santa Monica Levine Act Disclosure Form
Name of Contributor: _________________________________________________ Date(s) of Contribution(s): ____________________________________________ Amount(s) ________________________________________________________ Please specify below and/or add additional sheet(s) to identify additional Councilmembers or City Officers to whom you and/or your agents made campaign contributions.
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.
By signing below, you certify you also agree to disclose to the City any future contributions made to Councilmembers or other City Officers by you or your agent(s) after the date of signing this disclosure form, and within 12 months following the approval, renewal, or extension of the requested contract, license, permit, or entitlement.
I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
Signed: ____________________________ Date: ____________________ Print Name: _________________________ Title: _____________________ Company: __________________________
Additional Disclosures:
Please note this form is a public record and subject to a California Public Records Act request.
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Packet Pg. 763 Attachment: Levine Act Disclosure Form AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for SANTA MONICA CITY ATTORNEY’S OFFICE
TO: Public
FROM: City Attorney’s Office
RE: Levine Act Disclosure Form
DATE: January 25, 2024
The Levine Act (Government Code 84308) is a California law aimed at preventing “pay to play” practices by prohibiting parties, participants, and their agents in a proceeding involving a license, permit, or other entitlement from contributing more than $250 to an officer of the City during a 12-month period. The prohibition applies to any 12-month period while the proceeding is pending and for 12 months following the date a final decision is rendered in the proceeding.
State law requires a party to a proceeding to disclose any contributions exceeding an aggregate $250 that the party and their agents have made to an officer of the City within the preceding 12 months. The Disclosure Form is intended to assist City officials with recognizing when they have an obligation to disclose and recuse themselves, and to aid parties with their disclosure obligations.
1. To what sort of proceedings is the disclosure form applicable? The Levine Act applies to all discretionary entitlements and contracts, with the exception of labor contracts, personal employment contracts, and contracts that must be awarded to the lowest responsive/responsible bidder. It does not apply to ministerial approvals.
For instance, the Levine Act applies to the following:
• Building and development permits
• Conditional use permits
• Contracts generally (unless an exception applies):
o Contracts for goods, services, professional services
o Real property contracts for purchase, sale, lease
o Contract amendments
o Settlement agreements
o Small contracts, including purchase orders, and zero dollar contracts (no de minimis exception)
• Public street abandonments
• Private development plans
• Professional license revocations
• Rezoning of specific real estate parcels
• Event permits
• Rulemaking procedures affecting a particular industry where only a small number of businesses are affected
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Packet Pg. 764 Attachment: Levine Act Disclosure Form AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for
• Special district formation proceedings involving the creation of a special use or benefit to the person in the district
• Tentative subdivision and parcel maps
• Zoning variances
• Vacation of a public easement across private property • Pre-applications, such as for General Plan Amendment, considered by the legislative body prior to filing of formal application
• Contracts entered under the City Manager’s Authority
• Closed session items that may result in a contract/settlement agreement approved by Council (real estate or litigation)
It does not apply to:
• Purely ministerial decisions
• General policy decisions or rules where the interests affected are many and diverse
• Ordinances and resolutions (except items like development agreements adopted by ordinance)
• Ballot measures
• Departmental policies
• Council rules
• Contracts awarded to the lowest responsive/responsible bidder (not applicable in Santa Monica)
• Labor contracts and project labor agreements
• Personal employment contracts
• Allocation of resources in the City budget
2. Who is required to disclose?
A “party” to a proceeding is any person who files an application for, or is the subject of, a proceeding. In general, a person or company who applies for a permit, license, or right to use property in a particular way, which requires the City’s discretionary approval, will qualify as a party.
Parties are also required to disclose contributions by their agents. An “agent” is someone who (1) represents a party to a proceeding for compensation; and (2) appears before or otherwise communicates with the City for the purpose of influencing the pending proceeding. This can include law firms, architects, engineers, consultants, and similar entities. Both the individual and their employer or firm are considered “agents.” A party should also disclose contributions of other entities majority owned by the party, as well as contributions of any other entity whose contributions it directs or controls.
3. What must be disclosed?
A party must disclose campaign contributions over $250 made in the prior twelve months.
A “contribution” is anything of value for which the party has not received full consideration, including money, nonmonetary items, payments made for advertising or
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Packet Pg. 765 Attachment: Levine Act Disclosure Form AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for
other expenses coordinated with a candidate or committee, loans, tickets to political fundraisers, etc.
4. Who is considered an officer of the City?
An “officer” is anyone who may make, participate in making, or attempt to influence a decision in the proceeding or who exercises authority over officers who may do so. This includes elected officials, members of appointed boards and commissions, the City Manager, and any individual who is a candidate for elected office or who has been a candidate in the twelve months prior to the decision. This definition is included on the Disclosure Form.
5. When should the disclosure occur?
The Disclosure Form must be completed (1) by a party to a contract with the City (or that party’s agent) at the time the party submits a response to a Request for Proposal or other competitive solicitation, enters into contract negotiations with the City, or executes a contract with the City, whichever is earliest; or (2) by a party to a license, permit, or other entitlement proceeding before the City at the time the party (or their agent) submits the license, permit, or entitlement application to the City. The party (or their agent) must submit a supplemental form if they make any new reportable contributions while the same contract, license, permit, or other entitlement is being considered. The party (or their agent) must also use the form if they need to correct any previously submitted form.
Parties are solely responsible for completing the form accurately, and could face penalties for failure to do so. The California Fair Political Practices Commission (FPPC) is the body who enforces violations of the Levine Act. If a party is uncertain about whether they are required to report or combine a contribution, they should consult with their attorney.
Nothing herein constitutes legal advice and individuals are urged to consult with their own attorney regarding the requirements of the law. To the extent there is any inconsistency, the language of the Levine Act and FPPC Regulations govern over this notice. Resources for officers, parties, participants, and agents, are available on the FPPC’s website at https://www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
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Packet Pg. 766 Attachment: Levine Act Disclosure Form AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for
CITY OF SANTA 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. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection.
It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after theofficial votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of SantaMonica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees.
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 over a 12- month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, theCity compiles and maintains certain information. That information includes the name of any personorpersons whois seeking a “publicbenefit.” If the“public benefit” is sought by an entity, ratherthan an individual person, the information includes the nameof everyperson who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a 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. This information must be updated and supplied every 12 months.
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Packet Pg. 767 Attachment: OAKS INITIATIVE FORM AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for Fleet
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
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 or persons 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 person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-monthperiod;
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 inany 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.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
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Packet Pg. 768 Attachment: OAKS INITIATIVE FORM AssetWorks 04.29.2024 (6377 : Approval of First Modification of Contract with AssetWorks, Inc.for Fleet City Council
Report
City Council Meeting: May 28, 2024
Agenda Item: 5.H
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To: Mayor and City Council
From: Sarkis Metspakyan, Acting Chief Information Officer, Information Services Department
Subject: Approval of Second Modification to Agreement with TruePoint Solutions, LLC for Accela Civic Platform Support
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a second modification to agreement # 4756 in the amount of $173,734 (including a 10% contingency) with TruePoint Solutions, LLC for Accela Civic Platform support for the Information Services Department. This will result in a 9-year amended agreement with a new total amount not to exceed $385,384, with future year funding contingent on Council budget approval.
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
The City has used Accela as a permitting system since 2011 to enter and store permit records. The Information Services Department (ISD) uses TruePoint technical support services for Accella server/processing support, updates to fees and workflows, and implementation of new functionality requested by user departments. The current agreement with TruePoint is set to expire June 30, 2024. The City recently completed an RFP for a new permitting and land management system to replace Accela that will take at least two years to implement. To complete the migration of all City permits from Accela to a new permitting system, and to continue to maintain the Accela permitting system until that migration is complete, staff recommends a second modification to the agreement with TruePoint for a two-year extension with three (3) additional one-year
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options. This second modification will increase the contract by $173,734 resulting in a nine-year amended agreement in an amount not to exceed $385,384. The increased costs of the contract include 1,000 supplementary hours of technical support. This modification will consequently increase the contract authority above the City’s $250,000 procurement threshold, requiring that staff seek City Council approval to execute this second modification of the agreement.
Discussion
The City uses Accela for permitting operations in the Community Development Department, the Fire Department, the Public Works Department, and the Mobility Division of the Santa Monica Department of Transportation. In addition, the City Clerk’s Office uses Accela to enter and store Point of Sale records, and Rent Control uses Accela to enter and store property inventory records. ISD staff are responsible for maintenance and support of these Accela systems and engage TruePoint support as a supplemental resource to mitigate surges in service needs due to implementation of new systems or features and when advanced specialist Accela technical support is required.
In May 2021, City Council consulted Moss Adams LLP (Moss Adams) for a Permitting System Efficiency Study. Moss Adams staff recommended the City invest in an up-todate, comprehensive permitting system that guides customers through the permit application process, and creates efficiencies for City staff with automatic workflows and reduced manual and duplicative data entry. As a result of this recommendation, the City posted a Request for Proposals (RFP) in May 2023 to identify and procure a modern, flexible, configurable, and customer-friendly system to support the City’s diverse and specialized permitting and land management services. Based on the proposals received, City staff anticipate making a recommendation to award a contract for a new permitting system in the Summer of 2024.
Regardless of the outcome of the RFP process, the current permit processes and data in Accela will need to be transferred to a new system. In August 2023, Accela announced their decision to discontinue maintenance of the On-Premise Accela Civic
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Platform on June 30, 2025. Accela will no longer develop and distribute updates, service packs, or enhancement patches to the platform beyond June 30, 2025, and Accela technical support of the platform will cease on December 31, 2025. Accela recommends that customers migrate to a different platform to ensure uninterrupted functionality.
As of March 31, 2024, the City has spent $137,700 of the current TruePoint agreement NTE of $211,650, leaving $73,950 remaining unspent. This remaining amount, supplemented by the $173,734 modified amount, covers the cost of 1,568 hours of TruePoint technical support to assist City staff with the migration to a new permitting system, ongoing systems maintenance until the migration is complete, and a reasonable contingency for unexpected delays or surges in demand for technical support.
The current agreement with TruePoint expires this June. A second modification extending the agreement is necessary to complete the migration of City permitting operations from Accela to a new permitting system, as well as to continue technical support to ISD and City staff running permitting operations. The full migration of the permitting systems may take only 2-3 years to complete, in which case the City would not need to exercise all additional one-year renewal options. However, staff recommends a modification up to five years to account for unforeseen circumstances that could delay this timeframe. TruePoint services are available to the City at a competitive price. Furthermore, TruePoint has extensive knowledge about the City’s permitting systems having installed and implemented the system initially and having provided supplemental technical support to the City since July 2020.
Vendor Selection
In June 2020, ISD staff requested quotes from three (3) vendors for 500 hours of technical support of the Accela platform.
2020 Accela Technical Support Quotes
Vendor Name Hours Hourly Rate Total
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(Quantity) (Unit Price) (Extended Amount)
TruePoint Solutions, LLC 500 $150.00 $75,000.00
Silver Lining Solutions, LLC 500 $150.00 $75,000.00
Accela 500 $250.00 $125,000.00
In 2020, TruePoint was recommended as the best bidder based on:
• Price – two (2) vendors offered the same lowest rate of $150 per hour. • Expertise – TruePoint was a larger company with more staff trained to work on the Accela platform.
• Value Added/Breadth of Service – TruePoint had extensive knowledge about the operating systems that the platform runs on and the server and database support that is needed behind the scenes to keep the platform running. • Prior Experience - TruePoint brought the added value of direct knowledge of the City’s Accela environment having installed and implemented the system initially.
As a result of this recommendation, the City executed contract # 4756 with TruePoint on July 24, 2020, in the amount of $75,000 to provide on-demand expert support and general maintenance of Accela. That agreement was modified on September 8, 2022, to increase the not-to-exceed (NTE) amount to $211,650 and extend the term of the agreement through June 30, 2024. In anticipation of the City’s need to migrate from Accela to a new platform, and to continue Accela maintenance until that migration is complete, staff recommends extending the contract with TruePoint as an exception to the competitive bidding process, at an hourly rate of $157.94, which is only 5% higher than the original competitive $150.00 hourly rate quoted in 2020. The $157.94 hourly rate is the result of a State of California competitive procurement process California Multiple Award Schedule (CMAS) from a State of California competitive procurement process for the purchase and warranty of Information Technology (IT) consulting services.
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
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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.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of agreement with TruePoint Solutions, LLC. for Accela Civic Platform support and migration of the current permitting system, until all City permitting operations are migrated to a new permitting system. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2024-25
Requested
Amount
Future
Year(s)
Amount Dept Account #
Total
Revised
Contract
Amount
4756 $211,650 $83,392 $90,342 01140004.529230 $385,384
Prepared By: Sandye Amshen, Customer Experience and Support Manager Approved Forwarded to Council
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Attachments:
A. Original Contract with TruePoint executed 07.24.2020 B. First Modification with TurePoint executed 09.08.2022 C. TruePoint - FY23-24 OAKS INITIATIVE FORM
D. TruePoint - FY23-24 Levine Act Disclosure Form
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Contract No. 4756
CONTRACTUAL SERVICES AGREEMENT
This Contractual Services Agreement (“Contract”), entered into as of _________________(“Execution Date”), by and between the CITY OF SANTA MONICA, a municipal corporation (“City”), and TruePoint Solutions (“TruePoint”), 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. TruePoint is qualified to do business, and is doing business, in the State of California.
TruePoint represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Contract.
C. The City and TruePoint desire to enter into an agreement for the TruePoint 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, 2021, unless sooner terminated in accordance with Section 14.
2. TruePoint Services. TruePoint will perform all of the services (“Services”) described in Exhibit A, Scope of Services. TruePoint will complete the Services in accordance with Exhibit B, Budget.
3. City Services. The City agrees to:
3.1 Make available to TruePoint 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 TruePoint.
4. Compensation. The City will compensate TruePoint for the Services performed in an amount not to exceed $75,000, as set forth in Exhibit B.
5. Invoices. TruePoint 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: E8574A25-8107-4B7B-8022-748404A7B449 7/24/2020
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Packet Pg. 775 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint - 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:
Information Services Department
City of Santa Monica
1685 Main Street, Room 105
Santa Monica, California 90401
Attention: Joseph Cevetello, CIO
Re: Contract No. 4756
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. 4756
6.2 All notices, demands, requests or approvals to TruePoint:
TruePoint
774 Mays Blvd, 10-377
Incline Village, NV 89451
Attention: Kent Johnson, CEO
[email protected], (916) 607-4490
Re: Contract No. 4756
7. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, employees, partners, or joint venturers of one another.
Neither the City nor its officers or employees will have any control over the conduct of TruePoint or any of TruePoint’s agents, employees, or subconsultants, except as otherwise provided in this Agreement.
8. 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 TruePoint, and approved as to form by the City Attorney.
9. Insurance. Prior to commencing work, TruePoint 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 TruePoint or TruePoint’s agents, representatives, employees or subconsultants for the duration of DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 776 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint - 3 -
this Agreement. TruePoint must obtain insurance that, at a minimum, meets the requirements for insurance set forth in Exhibit C, Insurance Requirements and Verifications.
10. Defense and Indemnification.
10.1 TruePoint 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 TruePoint, or TruePoint’s employees, agents, officers, and subconsultants. TruePoint’s responsibilities under this Section
10.1 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 TruePoint, its employees, agents or officers, or subconsultants; provided, however, that TruePoint’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 TruePoint’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from TruePoint, if City chooses to do so.
10.2 Enforcement Costs. TruePoint agrees to pay any and all costs the City incurs enforcing the indemnity, defense and hold harmless provisions set forth in Section 10.1.
11. Prohibition Against Transfers.
11.1 TruePoint 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.
11.2 The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of TruePoint or of any general partner or joint venturer or syndicate member of TruePoint, if a partnership or joint venture or syndicate exists, which results in changing the control of TruePoint, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
12. Permits and Licenses. TruePoint, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 777 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint - 4 -
13. 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.
14. Default and Termination.
14.1 If TruePoint 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 TruePoint.
14.2 The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days’ written notice to TruePoint. Upon termination of this Agreement, City will pay TruePoint any compensation earned and unpaid up to the effective date of termination.
15. Compliance with Law. TruePoint 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.
16. Discrimination. TruePoint 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.
17. Nuisance. TruePoint may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of services under this Agreement.
18. Records.
18.1 TruePoint 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. TruePoint 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.
18.2 TruePoint must maintain records in sufficient detail to permit an evaluation of the Services and in accordance with generally accepted accounting principles.
TruePoint must clearly identify all records and make them readily accessible to the City. At the City’s request, TruePoint must provide records in an electronic format and, if necessary, access to any proprietary software to view such electronic records.
18.3 TruePoint must allow the City to have free access to TruePoint’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 TruePoint’s records, and TruePoint agrees to cooperate with any examination or DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 778 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint - 5 -
audit of its records. If a City audit discloses an error of 5% or more in information reported by TruePoint, TruePoint 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.
19. Work Product; Reports.
19.1 Any work product prepared or caused to be prepared by TruePoint or any subconsultant for this Agreement will be the exclusive property of City. No work product given to or prepared by TruePoint or any subconsultant pursuant to this Agreement may be made available to any individual or organization by TruePoint without prior written approval by City.
19.2 At the City’s request, TruePoint must furnish reports concerning the status of the Services.
20. Standard of Care. TruePoint 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 TruePoint’s profession currently practicing in the same locality under similar conditions.
21. Subconsultants.
21.1 If TruePoint proposes to have any subconsultant perform any part of the Services, TruePoint 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 TruePoint will be responsible for the quality of any subconsultant’s work. Every subcontract or agreement of any kind entered into between TruePoint 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. 4756 entered into between the City of Santa Monica and TruePoint on^^____________________.
22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.
23. Venue and Jurisdiction. The City and TruePoint 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 DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449 7/24/2020
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Packet Pg. 779 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint - 6 -
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.
24. 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.
25. 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
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:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
TruePoint Corporation
#VENDOR
By: ________________________________
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449 George Cardona
7/21/2020
Interim City Attorney
CEO
7/21/2020
Kent Johnson
TruePoint Solutions, LLC
7/24/2020
Lane Dilg
City Clerk Interim City Manager
Denise Anderson-Warren
7/24/2020
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Packet Pg. 780 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint Exhibit A
Scope of Services
TruePoint Solutions appreciates the opportunity to continue our relationship with the City to enhance the utilization of your Accela Civic Platform products and support the day to day needs of your end users. TruePoint has experience with your current configuration. As we support your needs, we will also focus on knowledge transfer of the Accela Civic Platform features.
TruePoint Solutions proposes a blanket as needed support agreement to work with your staff to support and enhance the Accela Automation functionality. TruePoint can advise, configure, support and train all aspects of the Accela Civic platform and currently works with over 50 Accela customers in a support role.
Proposed Services
As Needed Expert Support and General Maintenance
This service will provide day-to-day as-needed or on call support above and beyond what is provided by Accela CRC. It will also provide a budget to continually enhance and expand the City’s Accela configuration.
Training as need on any aspect of Accela. Training can be done on-site or remote Advise on how to most efficiently configure the Accela Civic Platform based on experience we have gained from over 120 customers
Misc. Configuration changes as requested
Scripting for business process automation
Fee configuration and enhancements
Report Development and Support using Ad-Hoc, Crystal or SSRS ACA support and enhancements
Accela Mobile support
Accela GIS support
Day-to-day phone support and issue resolution
Accela install and upgrade support
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 781 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint Exhibit B
Budget
Services Costs
Tasks Hours Rate Total Comment
As Needed
Support
500 $150.00 $75,000.00
Travel Budget TBD
On-site support is
available if needed
Total $75,000.00
Services will be billed monthly on a T&M hourly basis as work is requested by the City.
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 782 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint Exhibit C
Insurance Requirements
Consultant shall procure and maintain for the duration of the Agreement insurance against claims that may arise from or in connection with the performance of the work hereunder by the Consultant, 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 Consultant 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).
4. Technology Professional Errors and Omissions/Cyber Liability: Insurance with a limit of not less than $1,000,000 per occurrence or claim/$2,000,000 in the annual aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations undertaken by Consultant in this Agreement and shall include, but not be limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, invasion of privacy violations, information theft, release of private information, alteration of electronic information, extortion, and network security. The policy shall also provide coverage for breach response costs, regulatory fines and penalties, and credit monitoring expenses with limits sufficient to respond to these obligations. Further, the policy shall include, or be endorsed to include property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data or information “property” of the City of Santa Monica in the care, custody, and control of the Consultant.
If the Consultant maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to any broader coverage and higher limits maintained by the Contractor. Any available insurance proceeds in excess of DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 783 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint 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 Consultant including materials, parts, or equipment furnished in connection with such work or operations. CGL coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of a combination of (1) CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and (2) CG 20 37).
b. Primary Coverage: For any claims related to this Agreement, the Consultant’s insurance shall be primary coverage at least as broad as Insurance Services Offices 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 the Consultant’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: 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 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.
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 the Consultant to purchase coverage with a lower deductible or 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 named insured or City of Santa Monica.
Acceptability of Insurers
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 784 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint 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.
Claims Made Policies
1. If the Professional Liability policy provides “claims made” coverage:
a. The Retroactive Date must be shown and must be before the date of this Agreement or the start of work.
b. The insurance must be maintained, and evidence of insurance must be provided for at least 5 years after completion of work.
c. If the policy is cancelled or not renewed, and not replaced with another “claims made” policy form with a Retroactive Date prior to the effective Agreement date, the Consultant must purchase “extended reporting” coverage for a minimum of 5 years after completion of work.
Verification of Coverage
Consultant 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 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 contract. 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
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
5.H.a
Packet Pg. 785 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint # 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.
DocuSign Envelope ID: E8574A25-8107-4B7B-8022-748404A7B449
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Packet Pg. 786 Attachment: Original Contract with TruePoint executed 07.24.2020 (6404 : Approval of Second Modification of Contract with TruePoint 1 FIRST MODIFICATION OF AGREEMENT NO. 4756 (CCS)
This First Modification of Agreement Number 4756 (CCS) (“First Modification”), entered into as of ____________, by and between the City of Santa Monica, a municipal corporation (“City”), and TruePoint Solutions (“TruePoint”) is made with reference to the following:
RECITALS
A. On or about July 24, 2020, the City and TruePoint entered into Agreement Number 4756 (CCS) for Accela Civic Platform Support ("Original Agreement").
B. The Original Agreement contained a one-year term through June 30, 2021 with a budget not to exceed $75,000. TruePoint has continued to provide services after June 30, 2021, and the Parties wish to reinstate and modify the Original Agreement as if it had not expired through June 30, 2024.
C. The City has paid TruePoint $61,650 for Services through May 31, 2022.
TERMS AND CONDITIONS
Now, therefore, the undersigned parties do hereby mutually agree to modify the Original Agreement as follows:
1. Section 1 of the Agreement is deleted and replaced with the following:
1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2024, unless terminated earlier as set forth in Section 14.
2. Section 4.1 is added to the Agreement:
4.1 Additional Compensation. The City will compensate TruePoint for providing the Services from June 1, 2022 through June 30, 2024 in an amount not to exceed $150,000 as provided in Exhibit B-1 - Budget. The total compensation paid to TruePoint for all Services pursuant to the Original Agreement and this First Modification shall not exceed $ 211,650.
3. Exhibit B-1 is attached hereto and incorporated by reference.
4. Execution in Counterparts. This First 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 First Modification transmitted electronically through DocuSign or PDF shall be deemed an original signature and be binding upon the parties hereto (it being agreed that such electronic signature shall have the same force and effect as an original signature)
DocuSign Envelope ID: C8D543B3-F03D-4FA8-AAD7-D606B653F7D5 9/8/2022
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Packet Pg. 787 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint 2 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:
______________________________
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
ABC Corporation
#VENDOR
By: _______________________________
DocuSign Envelope ID: C8D543B3-F03D-4FA8-AAD7-D606B653F7D5
DOUGLAS SLOAN
City Attorney
9/6/2022 9/6/2022
Kent Johnson
TruePoint Solutions, LLC
CEO
City Manager
David White
9/8/2022
9/12/2022
Denise Anderson-Warren
City Clerk
5.H.b
Packet Pg. 788 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint Exhibit B-1
Budget
The City has paid TruePoint $61,650 for services from July 24, 2020, through May 31, 2022. The City will compensate TruePoint for Accela support from June 1, 2022 through June 30, 2024 at the hourly rate below in an amount not to exceed $150,000. The total compensation paid to TruePoint for all services under the Original Agreement and this First Modification shall not exceed $211,650.
Service Hours Rate Total
Accela On-Call
System Support
1000 $150 $150,000
DocuSign Envelope ID: C8D543B3-F03D-4FA8-AAD7-D606B653F7D5
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Packet Pg. 789 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint Certificate Of Completion
Envelope Id: C8D543B3F03D4FA8AAD7D606B653F7D5 Status: Completed Subject: Please DocuSign: TruePoint Modification
Source Envelope:
Document Pages: 3 Signatures: 4 Envelope Originator:
Certificate Pages: 6 Initials: 0 Alfredo Gonzalez
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
[email protected]
IP Address: 38.95.224.253
Record Tracking
Status: Original
9/1/2022 11:25:06 AM
Holder: Alfredo Gonzalez
[email protected]
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Santa Monica Location: DocuSign Signer Events Signature Timestamp
Ben Delfin
[email protected]
Deputy City Attorney
Santa Monica City Attorney's Office
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 38.95.224.253
Sent: 9/1/2022 1:12:00 PM
Resent: 9/2/2022 9:40:21 AM
Resent: 9/6/2022 8:17:34 AM
Viewed: 9/6/2022 1:59:49 PM
Signed: 9/6/2022 2:01:20 PM
Electronic Record and Signature Disclosure:
Accepted: 5/1/2019 5:16:50 PM
ID: 1c7cae12-3311-4ecf-8d78-c21e8e0d6379
DOUGLAS SLOAN
[email protected]
City Attorney
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 38.95.224.253
Sent: 9/6/2022 2:01:22 PM
Viewed: 9/6/2022 5:01:58 PM
Signed: 9/6/2022 5:02:59 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Kent Johnson
[email protected]
CEO
TruePoint Solutions, LLC
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 71.9.241.34
Sent: 9/6/2022 5:03:00 PM
Viewed: 9/6/2022 5:03:49 PM
Signed: 9/6/2022 5:04:48 PM
Electronic Record and Signature Disclosure:
Accepted: 9/6/2022 5:03:49 PM
ID: 714c1f54-050f-48ec-b890-ae45861580a5
Sandra Santiago
[email protected]
Executive Administrator to the City Manager
City of Santa Monica
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 38.95.224.253
Sent: 9/6/2022 5:04:50 PM
Viewed: 9/8/2022 11:24:43 AM
Signed: 9/8/2022 11:25:07 AM
Electronic Record and Signature Disclosure:
Accepted: 9/30/2021 8:07:10 AM
ID: 68baa7e8-f461-49b8-8355-b303ce170e27
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Packet Pg. 790 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint Signer Events Signature Timestamp
David White
[email protected]
City Manager
City of Santa Monica
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 72.37.134.19
Sent: 9/8/2022 11:25:09 AM
Viewed: 9/8/2022 10:08:57 PM
Signed: 9/8/2022 10:09:04 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Vernice Hankins
[email protected]
City of Santa Monica
Signing Group: City Clerk Reviewers
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 38.95.224.253
Sent: 9/8/2022 10:09:08 PM
Viewed: 9/12/2022 11:11:13 AM
Signed: 9/12/2022 11:11:16 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Denise Anderson-Warren
[email protected]
City Clerk
City of Santa Monica
Signing Group: City Clerk Signers
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address: 38.95.224.253
Sent: 9/12/2022 11:11:20 AM
Viewed: 9/12/2022 11:12:06 AM
Signed: 9/12/2022 11:12:13 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Araceli Esparza
[email protected]
Procurement Manager
Carahsoft OBO City of Santa Monica
Security Level: Email, Account Authentication
(None)
Sent: 9/12/2022 11:12:16 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Michael Spenelli
[email protected]
City of Santa Monica
Security Level: Email, Account Authentication
(None), Login with SSO
Sent: 9/12/2022 11:12:18 AM
Viewed: 9/12/2022 1:20:33 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
5.H.b
Packet Pg. 791 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint Carbon Copy Events Status Timestamp
Oscar Santiago
[email protected]
Budget Manager
City of Santa Monica
Security Level: Email, Account Authentication
(None)
Sent: 9/12/2022 11:12:21 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Kent Johnson
[email protected]
CEO
TruePoint Solutions, LLC
Security Level: Email, Account Authentication
(None)
Sent: 9/12/2022 11:12:23 AM
Electronic Record and Signature Disclosure:
Accepted: 9/6/2022 5:03:49 PM
ID: 714c1f54-050f-48ec-b890-ae45861580a5
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 9/1/2022 1:12:00 PM
Certified Delivered Security Checked 9/12/2022 11:12:06 AM Signing Complete Security Checked 9/12/2022 11:12:13 AM Completed Security Checked 9/12/2022 11:12:23 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
5.H.b
Packet Pg. 792 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Carahsoft OBO City of Santa Monica (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 12/13/2018 12:34:51 PM Parties agreed to: Ben Delfin, Kent Johnson, Sandra Santiago, Kent Johnson 5.H.b Packet Pg. 793 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.
How to contact Carahsoft OBO City of Santa Monica:
You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:
To contact us by email send messages to: [email protected] To advise Carahsoft OBO City of Santa Monica of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your account preferences.
To request paper copies from Carahsoft OBO City of Santa Monica To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with Carahsoft OBO City of Santa Monica To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
5.H.b
Packet Pg. 794 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guidesigning-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.
By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
You can access and read this Electronic Record and Signature Disclosure; and You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and
Until or unless you notify Carahsoft OBO City of Santa Monica as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by Carahsoft OBO City of Santa Monica during the course of your relationship with Carahsoft OBO City of Santa Monica.
5.H.b
Packet Pg. 795 Attachment: First Modification with TurePoint executed 09.08.2022 (6404 : Approval of Second Modification of Contract with TruePoint
CITY OF SANTA 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. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection.
It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after theofficial votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of SantaMonica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees.
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 over a 12- month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, theCity compiles and maintains certain information. That information includes the name of any personorpersons whois seeking a “publicbenefit.” If the“public benefit” is sought by an entity, ratherthan an individual person, the information includes the nameof everyperson who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a 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. This information must be updated and supplied every 12 months.
5.H.c
Packet Pg. 796 Attachment: TruePoint - FY23-24 OAKS INITIATIVE FORM (6404 : Approval of Second Modification of Contract with TruePoint Solutions, LLC
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
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 or persons 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 person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-monthperiod;
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 inany 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.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
5.H.c
Packet Pg. 797 Attachment: TruePoint - FY23-24 OAKS INITIATIVE FORM (6404 : Approval of Second Modification of Contract with TruePoint Solutions, LLC City of Santa Monica Levine Act Disclosure Form
CITY OF SANTA MONICA
CALIFORNIA LEVINE ACT DISCLOSURE
In 2022, California’s SB1439 extended requirements under Government Code Section 84308, also known as the "Levine Act", to prohibit City “Officers” from participating in any action related to a contract, license, permit, or entitlement if such Officer received campaign contributions totaling more than $250 within the previous twelve months, and for twelve months following the date of a final decision, from a party or participant to the proceeding, or their agent.
Section 84308(a)(4) of the Levine Act defines an "Officer" as follows: “Officer” means any elected or appointed officer of an agency, any alternate to an elected or appointed officer of an agency, and any candidate for elective office in an agency. The term “Officer” is further defined 2 Cal. Code Regs. Section 18438.1, which states:
An officer of an agency includes only those persons who make, participate in making, or in any way attempt to use their official position to influence a decision in the license, permit, or entitlement for use proceeding, or who exercise authority or budgetary control over the agency or officers who may do so, and:
(1) Serve in an elected position, including an official appointed to an elected position due to an interim vacancy or an election otherwise canceled because the official was the sole candidate for the position;
(2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or
(4) Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.
A list of Santa Monica Elected Officials and members of boards and commissions can be found at the following links. The party making this certification is responsible for determining whether a recipient of a political contribution is a City Officer prior to completing this form.
https://www.smgov.net/departments/council/
https://www.santamonica.gov/departments/rent-control
https://www.smgov.net/boards
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $250 to any City Officer in the twelve months preceding the date of the submission of your application or proposal? ____YES ____ NO
Name of Councilmember or City Officer: _________________________________
5.H.d
Packet Pg. 798 Attachment: TruePoint - FY23-24 Levine Act Disclosure Form (6404 : Approval of Second Modification of Contract with TruePoint Solutions, City of Santa Monica Levine Act Disclosure Form
Name of Contributor: _________________________________________________ Date(s) of Contribution(s): ____________________________________________ Amount(s) ________________________________________________________ Please specify below and/or add additional sheet(s) to identify additional Councilmembers or City Officers to whom you and/or your agents made campaign contributions.
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.
By signing below, you certify you also agree to disclose to the City any future contributions made to Councilmembers or other City Officers by you or your agent(s) after the date of signing this disclosure form, and within 12 months following the approval, renewal, or extension of the requested contract, license, permit, or entitlement.
I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.
Signed: ____________________________ Date: ____________________ Print Name: _________________________ Title: _____________________ Company: __________________________
Additional Disclosures:
Please note this form is a public record and subject to a California Public Records Act request.
5.H.d
Packet Pg. 799 Attachment: TruePoint - FY23-24 Levine Act Disclosure Form (6404 : Approval of Second Modification of Contract with TruePoint Solutions, SANTA MONICA CITY ATTORNEY’S OFFICE
TO: Public
FROM: City Attorney’s Office
RE: Levine Act Disclosure Form
DATE: January 25, 2024
The Levine Act (Government Code 84308) is a California law aimed at preventing “pay to play” practices by prohibiting parties, participants, and their agents in a proceeding involving a license, permit, or other entitlement from contributing more than $250 to an officer of the City during a 12-month period. The prohibition applies to any 12-month period while the proceeding is pending and for 12 months following the date a final decision is rendered in the proceeding.
State law requires a party to a proceeding to disclose any contributions exceeding an aggregate $250 that the party and their agents have made to an officer of the City within the preceding 12 months. The Disclosure Form is intended to assist City officials with recognizing when they have an obligation to disclose and recuse themselves, and to aid parties with their disclosure obligations.
1. To what sort of proceedings is the disclosure form applicable? The Levine Act applies to all discretionary entitlements and contracts, with the exception of labor contracts, personal employment contracts, and contracts that must be awarded to the lowest responsive/responsible bidder. It does not apply to ministerial approvals.
For instance, the Levine Act applies to the following:
• Building and development permits
• Conditional use permits
• Contracts generally (unless an exception applies):
o Contracts for goods, services, professional services
o Real property contracts for purchase, sale, lease
o Contract amendments
o Settlement agreements
o Small contracts, including purchase orders, and zero dollar contracts (no de minimis exception)
• Public street abandonments
• Private development plans
• Professional license revocations
• Rezoning of specific real estate parcels
• Event permits
• Rulemaking procedures affecting a particular industry where only a small number of businesses are affected
5.H.d
Packet Pg. 800 Attachment: TruePoint - FY23-24 Levine Act Disclosure Form (6404 : Approval of Second Modification of Contract with TruePoint Solutions,
• Special district formation proceedings involving the creation of a special use or benefit to the person in the district
• Tentative subdivision and parcel maps
• Zoning variances
• Vacation of a public easement across private property • Pre-applications, such as for General Plan Amendment, considered by the legislative body prior to filing of formal application
• Contracts entered under the City Manager’s Authority
• Closed session items that may result in a contract/settlement agreement approved by Council (real estate or litigation)
It does not apply to:
• Purely ministerial decisions
• General policy decisions or rules where the interests affected are many and diverse
• Ordinances and resolutions (except items like development agreements adopted by ordinance)
• Ballot measures
• Departmental policies
• Council rules
• Contracts awarded to the lowest responsive/responsible bidder (not applicable in Santa Monica)
• Labor contracts and project labor agreements
• Personal employment contracts
• Allocation of resources in the City budget
2. Who is required to disclose?
A “party” to a proceeding is any person who files an application for, or is the subject of, a proceeding. In general, a person or company who applies for a permit, license, or right to use property in a particular way, which requires the City’s discretionary approval, will qualify as a party.
Parties are also required to disclose contributions by their agents. An “agent” is someone who (1) represents a party to a proceeding for compensation; and (2) appears before or otherwise communicates with the City for the purpose of influencing the pending proceeding. This can include law firms, architects, engineers, consultants, and similar entities. Both the individual and their employer or firm are considered “agents.” A party should also disclose contributions of other entities majority owned by the party, as well as contributions of any other entity whose contributions it directs or controls.
3. What must be disclosed?
A party must disclose campaign contributions over $250 made in the prior twelve months.
A “contribution” is anything of value for which the party has not received full consideration, including money, nonmonetary items, payments made for advertising or
5.H.d
Packet Pg. 801 Attachment: TruePoint - FY23-24 Levine Act Disclosure Form (6404 : Approval of Second Modification of Contract with TruePoint Solutions,
other expenses coordinated with a candidate or committee, loans, tickets to political fundraisers, etc.
4. Who is considered an officer of the City?
An “officer” is anyone who may make, participate in making, or attempt to influence a decision in the proceeding or who exercises authority over officers who may do so. This includes elected officials, members of appointed boards and commissions, the City Manager, and any individual who is a candidate for elected office or who has been a candidate in the twelve months prior to the decision. This definition is included on the Disclosure Form.
5. When should the disclosure occur?
The Disclosure Form must be completed (1) by a party to a contract with the City (or that party’s agent) at the time the party submits a response to a Request for Proposal or other competitive solicitation, enters into contract negotiations with the City, or executes a contract with the City, whichever is earliest; or (2) by a party to a license, permit, or other entitlement proceeding before the City at the time the party (or their agent) submits the license, permit, or entitlement application to the City. The party (or their agent) must submit a supplemental form if they make any new reportable contributions while the same contract, license, permit, or other entitlement is being considered. The party (or their agent) must also use the form if they need to correct any previously submitted form.
Parties are solely responsible for completing the form accurately, and could face penalties for failure to do so. The California Fair Political Practices Commission (FPPC) is the body who enforces violations of the Levine Act. If a party is uncertain about whether they are required to report or combine a contribution, they should consult with their attorney.
Nothing herein constitutes legal advice and individuals are urged to consult with their own attorney regarding the requirements of the law. To the extent there is any inconsistency, the language of the Levine Act and FPPC Regulations govern over this notice. Resources for officers, parties, participants, and agents, are available on the FPPC’s website at https://www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
5.H.d
Packet Pg. 802 Attachment: TruePoint - FY23-24 Levine Act Disclosure Form (6404 : Approval of Second Modification of Contract with TruePoint Solutions, City Council
Report
City Council Meeting: May 28, 2024
Agenda Item: 5.I
1 of 1
To: Mayor and City Council
From: Douglas Sloan, City Attorney, City Attorney's Office, Administration Subject: Second Reading and Adoption of an Ordinance of the City Council of the City of Santa Monica Adding Municipal Code Section 3.75 to Prohibit Harassment of Bicyclists and Pedestrians
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
Executive Summary
At its meeting on May 14, 2024, the City Council introduced for first reading an Ordinance adding Municipal Code Section 3.75 to prohibit harassment of bicyclists and pedestrians. The ordinance is now presented to the City Council for adoption.
Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:
A. DOT-Ord-Bicyclist Pedestrian Harassment 2d
5.I
Packet Pg. 803
City Council Meeting: May 28, 2024 Santa Monica, California ORDINANCE NUMBER _________ (CCS)
(City Council Series)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA ADDING MUNICIPAL CODE SECTION 3.75 TO PROHIBIT HARASSMENT OF
BICYCLISTS AND PEDESTRIANS
WHEREAS, the City of Santa Monica wants to encourage people to ride bicycles and walk to reduce traffic congestion and improve air quality and public health; and WHEREAS, harassment of bicyclists and pedestrians on the basis of their status as bicyclists and pedestrians exists in the City of Santa Monica; and WHEREAS, existing criminal and civil laws do not effectively prevent the unlawful harassment of bicyclists and pedestrians because of their status as bicyclists and pedestrians; and
WHEREAS, the actions of persons who deliberately harass and endanger bicyclists and pedestrians because of their status as bicyclists and pedestrians poses hazards to bicyclists and pedestrians and other users of the public right-of-way; and WHEREAS, because people have a right to ride a bicycle and walk in the City of Santa Monica and should be able to do so safely on City streets and public sidewalks, it is against the public policy of the City of Santa Monica to harass a bicyclist or pedestrian upon the basis of the person's status as a bicyclist or pedestrian.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Section 3.75 of the Santa Monica Municipal Code is hereby added as follows:
§ 3.75 Prohibition of Harassment of Bicyclists and Pedestrians.
5.I.a
Packet Pg. 804 Attachment: DOT-Ord-Bicyclist Pedestrian Harassment 2d (6432 : Bicyclists Harassment Ordinance - Second Reading)
§ 3.75.1 Definitions. The following words and phrases, whenever used in this Section, shall be construed as defined in this Section:
Bicycle. A device upon which any person may ride, propelled exclusively by human power or a combination of human power and electric power through a belt, chain, or gears, and having one or more wheels.
Bicyclist. A person riding a bicycle.
Pedestrian. As defined in California Vehicle Code Section 467. § 3.75.2 Prohibited Activities. A person shall not do or attempt to do any of the following:
(a) Physically assault or attempt to physically assault a Bicyclist or Pedestrian because of, in whole or in part, the Bicyclist's or Pedestrian’s status as a Bicyclist or Pedestrian.
(b) Threaten to physically injure a Bicyclist or Pedestrian because of, in whole or in part, the Bicyclist or Pedestrian's status as a Bicyclist or Pedestrian.
(c) Intentionally injure, attempt to injure, or threaten to physically injure, either by words, vehicle, or other object, a Bicyclist or Pedestrian because of, in whole or in part, the Bicyclist or Pedestrian's status as a Bicyclist or Pedestrian.
(d) Intentionally distract or attempt to distract a Bicyclist or Pedestrian because of, in whole or in part, the Bicyclist or Pedestrian's status as a Bicyclist or Pedestrian.
(e) Intentionally force or attempt to force a Bicyclist or Pedestrian off a
5.I.a
Packet Pg. 805 Attachment: DOT-Ord-Bicyclist Pedestrian Harassment 2d (6432 : Bicyclists Harassment Ordinance - Second Reading)
street, or bicycle lane, or path, or public sidewalk for purposes unrelated to public safety.
§ 3.75.3 Remedies.
(a) Any aggrieved person may enforce the provisions of this Section by means of a civil lawsuit.
(b) Any person who violates the provisions of this Section shall be liable for treble the actual damages with regard to each and every such violation, or $1,000, whichever is greater, and shall be liable for reasonable attorneys' fees and costs of litigation. In addition, a jury or a court may award punitive damages where warranted.
(c) Violations of any of the provisions of this Section shall not constitute a misdemeanor or infraction, except where such actions, independently of this Section, constitute a misdemeanor or infraction.
(d) The remedies provided by the provisions of this Section are in addition to all other remedies provided by law, and nothing in this Section shall preclude any aggrieved person from pursuing any other remedy provided by law.
SECTION 2. Any provision of the Santa Monica Municipal Code or appendices thereto inconsistent with the provisions of this Ordinance, to the extent of such inconsistencies and no further, are hereby repealed or modified to that extent necessary to effect the provisions of this Ordinance.
SECTION 3. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any
5.I.a
Packet Pg. 806 Attachment: DOT-Ord-Bicyclist Pedestrian Harassment 2d (6432 : Bicyclists Harassment Ordinance - Second Reading)
court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any portion of the ordinance would be subsequently declared invalid or unconstitutional.
SECTION 4. The Mayor shall sign and the City Clerk shall attest to the passage of this Ordinance. The City Clerk shall cause the same to be published once in the official newspaper within 15 days after its adoption.
APPROVED AS TO FORM:
_________________________
Douglas Sloan, City Attorney
5.I.a
Packet Pg. 807 Attachment: DOT-Ord-Bicyclist Pedestrian Harassment 2d (6432 : Bicyclists Harassment Ordinance - Second Reading) City Council
Report
City Council Meeting: May 28, 2024
Agenda Item: 7.A
1 of 38
To: Mayor and City Council
From: Oscar Santiago, Director, Finance Department, Budget Subject: Fiscal Year 2024-25 Proposed Budget and Fiscal Year 2024-26 Biennial Capital Improvement Program Budget
Recommended Action
Staff recommends that the City Council:
1. Review and provide direction to staff regarding the FY 2024-25 Proposed Operating Budget Adjustments (Attachment A) and FY 2024-26 Proposed Biennial Capital Improvement Program (CIP) Budget (Attachment B);
2. Direct staff to proceed with setting the FY 2024-25 Operating and FY 2024-26 Biennial Capital Improvement Program (CIP) Budget Adoption hearing on June 25, 2024;
3. Provide direction for staff to evaluate other funding mechanisms such as general obligation bonds to support the City’s capital improvement program in future budget cycles;
4. Review and provide direction to staff on establishing 23 new fees, which include fees for Emergency Medical Services (EMS), facility rentals and use, Certified Unified Program Agency (CUPA), film permits, materials for the Junior Lifeguard Program, grading review permit, and City planning; revising 36 fees, which include fees for CUPA, fire permits, airport, landscape services, Concealed Carry Firearm permit (CCW) renewal application, medicinal cannabis, and mortuary services; and the deletion of three fees, which include fees for library, and EV user (Attachments C and D); and
5. 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 City operates with a two-year operating budget, a municipal best practice that maximizes stable, long-term planning while streamlining the process for financial management and policy making. The City’s Proposed Budget for FY 2024-25 (the
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second year of the FY 2023-25 Operating Budget approved by Council in June 2023), is an important milestone in the City’s continued recovery from the disruption and economic losses that accompanied the COVID-19 pandemic and fiscal impacts of unprecedented liabilities. The City has restored many services and these investments in our community, approved during the FY 2023-25 budget, have positioned the City to maintain progress towards addressing community needs.
While the long-term economic outlook is positive, resources remain constrained. The City continues to face liabilities such as a difficult economic climate, slow revenue recovery, challenging labor market, deferred equipment and infrastructure maintenance, and unknown impacts of legal liabilities from additional claims of alleged sexual abuse by a former employee and volunteer and over a request to transition to district elections.
As a result, full recovery is taking longer than anticipated. As we look ahead to address these challenges, with limited resources and reserves significantly lower as compared to pre-Covid years, it is imperative that we hold the line on spending, reallocating existing resources as needed, to address high priority operational and community needs, specifically in the General Fund. The Proposed FY 2024-25 Budget includes minimal changes to the approved budget plan (primarily funded by the reallocation of resources and/or new revenues).
FY 2024-25 is also the first year of the FY 2024-26 Proposed Biennial Capital Improvement Program (CIP) Budget, which follows the same principles of fiscally sustainable and outcome-driven resource allocation of the operating budget, as it strives to invest in maintaining and enhancing critical City infrastructure and City facilities essential to providing services. Funding for critical infrastructure protects the City’s existing capital investment and minimizes future maintenance and replacement costs.
While staff had anticipated to expand the General Fund CIP for FY 2024-26, including addressing deferred maintenance and adding new projects, a conservative approach is being taken at this time due to resource constraints and as a strategy to safeguard our fiscal stability, at a time when much uncertainty remains around the impact of contingent legal liabilities.
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The total Citywide Proposed Budget for FY 2024-25, net of reimbursements and transfers, is $763.5 million, $462.5 million of which is in the General Fund. The proposed adjustments reflected in the Citywide Proposed Budget represent a 1.3% increase over the FY 2024-25 Approved Budget Plan (as adjusted for Council approved changes throughout FY 2023-24) as summarized below:
• Operating Budget - $4.8 million increase from revised budget plan:
o General Fund – approximately $1.0 million, or 0.2% increase, including
3.9 net FTEs. The increase is primarily from equity adjustments as required by bargaining group agreements, various staffing adjustments funded by consumer protection funds and enterprise funds and staffing changes funded by new revenues, including revenues from various recreational programs.
o Other Funds – approximately $3.8 million, or 1.3% increase, including 8.0 net FTEs. The increase is primarily from equity adjustments as required by bargaining group agreements, increased investment in the City’s Preserving Our Diversity (POD) program 1, the addition of staffing to support the City’s growing water/wastewater infrastructure and further integrate multimodal transportation, and to enhance event programming at the Annenberg Community Beach House, which will be funded by new Beach Fund revenues.
• Capital Budget - $6.2 million, or 6.2% increase from the revised budget plan:
o General Fund – decrease of approximately $1.9 million, or 13% reflecting deferral of select projects, due to limited funding and as a strategy to safeguard our fiscal stability at a time when much uncertainty remains around the impact of contingent legal liabilities.
1 The Preserving Our Diversity (POD) program is a City-funded basic income program which provides monthly cash assistance to over 200 eligible seniors (65+, low-income, living in a Santa Monica rentcontrol apartment prior to January 1, 2000) to help meet their basic needs and support aging in place.
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o Other Funds – approximately $8.1 million, or 9.6% increase primarily focusing on maintaining critical City infrastructure and City facilities essential to providing services.
Summary of Citywide FY 2024-25 Proposed Budget (in millions):
FY 2024-25
Approved
Budget Plan1
FY 2024-25
Proposed
Changes
FY 2024-25
Proposed
Budget
Citywide Budget before adjustment for
reimbursements & transfers $848.3 $10.9 $859.2
Less reimbursements & transfers 2($94.9) ($0.8) ($95.7) Citywide Budget net of reimbursement &
transfers $753.4 $10.1 $763.5
Citywide FTE Permanent Positions 2,018.3 14.3 2,032.6
Citywide FTE As-needed Positions 87.3 (2.3) 85.0
Total FTEs 2,105.6 12.0 2,117.6
1 Approved Budget Plan includes all Council-approved budget changes made in FY 2023-24. 2 These are technical adjustments to eliminate double counting of certain expenditures appearing in two funds.
The revenue and expenditure adjustments are further detailed below. A complete list of all adjustments are included in Attachment A. All proposed staffing adjustments, including additions and deletions of positions with net zero cost impact and those funded by the reallocation of funds within departments’ current budgets, are detailed in Attachment H and classifications impacted by equity adjustments are listed in Attachment I. This report includes proposed revisions to various fees as detailed in Attachments C and D.
Background
On June 27, 2023 (Attachment E), Council adopted the first year and approved the second year of the FY 2023-25 Biennial Operating Budget. The budget reflects the most substantial restoration of ongoing services and introduction of enhanced services to date since the 2020 budget restructuring. The budget was built upon community-driven priorities, to continue to rebuild, restore and reenergize the community through strategic
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investments informed by the five priority areas Council identified at its workshop on March 11, 2023 (Attachment F). The restoration was made possible through a combination of a new voter-approved revenue source, moderate revenue growth, the reallocation of funds, new revenues from public and private partnerships, and staff’s ability to expand capacity for cost-covering programs. At that time, Council also adopted the second year of the FY 2022-24 CIP Budget.
On February 27, 2024 (Attachment G), as part of the midyear budget review, Council approved certain revisions to the FY 2023-24 Adopted Operating and CIP Budget that adjusted revenues and expenditures and approved corresponding adjustments to the FY 2024-25 Operating Budget Plan. Staff also presented the February 2024 Five Year Forecast to Council, which indicated that growth across all General Fund revenue streams would be moderate, that revenues would not recover to the level projected prior to the pandemic until FY 2026-27 and, that with the help of working capital reserves, the General Fund is projected to maintain a balanced budget until FY 2027-28, at which point revenues are anticipated to exceed expenditures.
Additionally, the forecast indicated that General Fund total non-restricted reserves are significantly lower than prior to the pandemic, amounting to approximately 50% of what they were as of June 30, 2019. Since 2020, demands on reserves have been impacted by a severe loss of revenues as a result of the pandemic (estimated at $170 million through June 30, 2023), and legal settlement payments. Of the total $229.8 million paid in legal settlements, $159.6 million was covered using General Fund reserves, while the remainder was covered by insurance funds and loans from non-restricted reserves in the City’s Housing Trust Fund, Water Fund and Workers Compensation Fund. Drawing on reserves and borrowing from other funds has limited the City’s ability to bring forward programs, services and capital projects that meet current council priorities and community and organizational needs. Since February, staff completed an exceptionbased budget process for FY 2024-25, identifying budget adjustments to reallocate resources to higher priority areas, invest in existing programs to enhance services, and adjust salaries to ensure the City is able to recruit and retain qualified staff in this competitive labor market (as detailed in the Staffing Adjustments section below).
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While all department-initiated budget changes in the General Fund are entirely offset by efficiencies and reallocation of funds in other budgeted areas, employees have a right to request a compensation study of their position classification in accordance with the applicable Memoranda of Understanding. Whether a compensation study is submitted by an employee, a department, or agreed to during the collective bargaining process, Human Resources staff undertake a comprehensive evaluation of the marketplace that includes review of comparable positions in other cities in our region, the marketplace in general, and internal alignment with similar positions in the City. The goal of this evaluation is to ensure positions are fairly compensated and the City remains an employer-of-choice in an extremely competitive labor market. When a classification’s salary is adjusted, Human Resources staff must also evaluate any impact to related classifications, including supervisors and managers, to ensure an appropriate salary differential. These equity adjustments are also included.
The General Fund capital program, which was impacted by the budget reductions due to the pandemic, was drastically reduced over the past four fiscal years, and despite incremental annual increases, the program remains severely underfunded. Prior to the pandemic, the City set aside $21 million annually for preventative maintenance of infrastructure, vehicle and equipment replacement, new technology, and park and mobility improvements.
Planning efforts for large projects, such as the Airport Conversion project, require project funding as well as future ongoing funding to cover the operating costs once these projects have been completed. Capital improvements at the Beach and Pier that cannot be supported by the Beach and Pier Fund revenues, compete for limited General Fund allocations. In addition, staff anticipates needing infrastructure upgrades in preparation for the 2028 Olympics to accommodate the anticipated increased number of visitors.
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Discussion
Overview of Economic Conditions
The national and State economies continue to recover. The Gross Domestic Product (GDP) growth rates were 4.9% and 3.2% in the third and fourth quarter of 2023, respectively. The March 2024 UCLA Anderson Forecast projects a slowing growth during the first three quarters of 2024, though not a recession, and later leveling off at
2.5% starting in 2025. The primary driver is capacity limitations as the unemployment rate remains low and there are not enough new hires to expand. The ongoing threat of continued gridlock in Washington, conflicts in Russia/Ukraine and the Middle East, the shutdown of trade with China, and ramifications from climate change could negatively impact the forecast. Interest rates remain high, as inflation has not yet reached the Federal Reserve target of 2%. February’s core inflation rate (excluding energy and food) was 3.8% and the forecast for inflation in 2025 is 2.7%, still above the Federal Reserve target. The main drivers are increases to rent and transportation costs, primarily labor for auto repairs, neither of which are influenced by higher interest rates. It is projected that interest rates will remain relatively unchanged until late 2024.
California has record employment, productivity is increasing, per capita income is increasing, and the economy is growing. For the last year, Los Angeles has been growing slower than the U.S. but recently has started to exceed U.S. growth. Santa Monica’s economy continues to show a slow recovery in consumer spending and the tourism sector. Santa Monica’s fourth quarter 2024 sales receipts were down 11.4% from a year earlier as consumer spending shifts to household essentials and away from luxuries. International tourism and business travel continue to lag behind pre-pandemic levels, and slow growth is anticipated for 2024 before recovering in 2025. Property values in the City remain the third highest in Los Angeles County. As interest rates moderate or are reduced, it is projected there will be an increase in home sales and that prices, which are leveling off or declining, will rebound – thereby increasing assessed property values. This will have a positive impact on the City’s property tax and real estate transfer tax revenues.
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General Fund
On February 27, 2024, a comprehensive five-year forecast was presented to Council, encompassing updated revenue projections and operational considerations. Staff projects that growth across all General Fund revenue streams will moderate to an average 3.7% throughout the forecast period. The Forecast shows a balanced budget on an annual basis for the current and next five fiscal years. This is made possible through the use of working capital reserves that supplement revenue growth in the short term while the City continues to navigate various challenges, ranging from economic uncertainty, volatility of the insurance market and increased medical costs, consumer and work behavior changes, the need to address deferred infrastructure and equipment maintenance, and contingent legal liabilities.
Revenues are anticipated to track in accordance with projections, with no significant changes noted at this time, except for minor adjustments related to staffing enhancements. The forecast provided a detailed analysis of anticipated revenue and expenditure patterns, offering a valuable snapshot of the City's financial outlook.
As we move forward, it’s important to keep a close watch on a few key revenues. • Sales Taxes (both sales and use and transaction and use tax) continue to be impacted by inflation, high interest rates, consumer debt and changes in consumer spending. Online shopping has leveled off after peaking during the pandemic. Consumers are feeling the pinch of inflation with high prices, shifting their spending to household essentials, experiences, and more moderately priced dining. Luxury car sales are down and automobile prices have experienced a “price correction” from their post pandemic highs. Retail sales are down 10% but higher prices, due to inflation, are partially offsetting the impact. The expectation is that sales tax will increase 4.5% before leveling off to 3%. • Transient Occupancy Taxes (hotel tax) forecast reflects stronger business, group and international travel growth starting mid to late 2024 and reaching peak 2019 levels by late 2025/early 2026 at annual increases ranging from 6 to 15%,
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as tourism recovers and as hotels that closed and will close for renovations reopen by the end of the forecast period.
• Business License Tax revenue is expected to grow as focus continues on compliance and collection of delinquent accounts. A proposed tax measure is anticipated to go to the voters in November 2024. If approved, the City could experience nominal revenue growth due to the modernization of the tax structure which will include aligning specific tax rates with neighboring jurisdictions and tax rate reductions to small and medium sized businesses.
• Property Tax and Documentary Transfer Tax are affected by the number of transfers and the total number of property sale transfers. In 2023, including single family, multifamily, commercial and industrial experienced a 28% decline compared to transfers in 2022. The City experienced a 24% decline in the number of single family home transfers in 2023 from 2022 and the additive value from those sales (difference between purchase and sale price) decreased 25%.
However, the transfer of ownership assessed value is forecasted to increase
1.9% for the next two years before increasing to 3% in outer years as interest rates decline.
Other Funds
Among the larger funds contributing to the City’s operations, the Water, Wastewater, Big Blue Bus (BBB), Airport, Resource Recovery and Recycling (RRR), Cemetery and Housing Authority Funds continue to have sufficient revenue to cover operational and capital needs during the forecast period.
The Pier and Beach Recreation Funds are projected to require General Fund assistance. Continued revenue constraints, including the partial closure of the Pier Deck parking, and pending plans to adjust beach parking rates, are significantly contributing to the situation.
Actions to safeguard our fiscal stability as a result of recent legal claims The City has made progress in its economic recovery, restoring vital community services and making investments in the community that foster a positive long-term
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economic outlook. However, ongoing challenges such as reduced reserves, economic uncertainty resulting from inflation and high interest rates, volatility of the insurance market and increased medical costs, consumer and work behavior changes, and a competitive labor market continue to hinder the expansion of services and implementation of new capital projects in the General Fund.
These challenges are further exacerbated by increased liabilities, including those related to claims of sexual abuse against minors by a former employee and volunteer.
Since 2020, the City has paid $229.8 million in settlements. Additionally, litigation over a request to transition to district elections has yet to be resolved.
Given the increased risk and the City’s low level of reserves, staff continues to evaluate strategies to safeguard fiscal stability and rebuild reserves to address these liabilities, while protecting existing resources. Some of the actions being implemented and/or evaluated, which are detailed below, include:
• deferring important General Fund capital projects in FY 2024-25 and FY 2025- 26;
• continuing to evaluate the potential sale of City-owned properties; and • suspending payment, over two years, to the Housing Trust Fund (excluding payments for POD and staffing).
In addition to these actions, staff continues to litigate with its excess insurance providers demanding compensation for the settlement payments. The resolution of these litigation efforts, anticipated to be completed later this year, would inform whether the City would need to proceed with any of the actions below.
Reduced General Fund Capital Improvement Program
The Capital Improvement Program has been reduced for FY 2024-26 by deferring some projects temporarily. The deferred projects include new one-time project requests, projects that potentially qualify for outside funding, and those that could be phased over multiple years. This strategy enables the City to retain much needed resources for the time being, while still having the flexibility to
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restore project funds in the future, if resources become available as we gain clarity on the impact of new claims and on any funds received from the excess insurance providers.
Additionally, staff continues to evaluate other funding mechanisms such as general obligation bonds to support the City’s capital improvement program in future budget cycles.
Sale of City-owned properties
In March 2021 and October 2022, (attachments K and L) Council adopted Resolutions to declare various City-owned properties as surplus land. Since that time, staff has been evaluating the potential sales of such properties as 1636 5th Street (Apple Building), 1635 5th Street (Parking Lot 29) and the Expo Line Parking Lot. Other properties also being evaluated include Fire Station 1 and the City TV property at 1654 19th Street.
Each of these parcels comes with some level of complexity that create timing issues; the process required for the sale of the properties and receipt of proceeds could mean funds are not available when needed if a settlement is reached in the short-term. There are also some operating costs the City would bear in certain circumstances. For example, selling Fire Station 1 would require the relocation of the Promenade Maintenance Division to another building, while selling the City TV property may result in a loss of approximately $250,000 in planned annual transfers, over 6 years, to repay the amounts owed to the General Fund for the original purchase of the building, therefore, the net proceeds may not be as lucrative (more analysis is required to determine this). Additionally, some of these properties are not solely owned by the General Fund, which could result in having to split the proceeds with other funds.
Suspend Measure GSH Transfers to the Housing Trust Fund Since 2020, the General Fund has had to draw from reserves and borrow from other Funds to address the economic impacts of revenue losses from the pandemic and unprecedented legal settlements. In total, the General Fund has
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borrowed approximately $58 million, including $36.5 million from the City’s Housing Trust Fund (includes deferrals of Measure GSH transfers) and nonrestricted reserves from the Water Fund ($15.0 million) and Workers Compensation Fund ($6.5 million). The money was borrowed with the intent to replenish the funds over time, as per the payment plan approved by City Council on October 24, 2023.
Effective FY 2024-25, staff will suspend GSH payments, over two years, to the Housing Trust Fund (excluding payments for POD and the amount used to cover staffing costs). As with the action to defer CIPs, this strategy enables the City to retain much needed resources for the time being, while still having the flexibility to resume the payments in the future, if resources become available as we gain clarity on the impact of new claims and on any funds received from the excess insurance providers.
Other options
Staff could also evaluate the option of issuing a Judgment Obligation Bond to pay for any legal expenses. However, some of the major concerns with that option would be:
• The City does not have funds readily available to pay for annual debt service on new bonds.
• The net cost to the City, after interest and cost to issue a bond, would be significant.
• A bond commits the City to making annual payments for decades, depending on the amortization period, funds that could be otherwise used to enhance or expand services in the future.
• Bonding would impact the city’s bond rating, which increases borrowing costs, and may impede our ability to Bond in the future.
More analysis is needed if this is an option that Council wants to consider.
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Finally, as we get more clarity on the impact of new claims and funds freed-up by the options presented above, with Council approval, staff may pursue other initiatives such as evaluating the City’s existing partner agreements and related commitments.
Proposed Adjustments to the FY 2024-25 Revised Budget Plan While City Council approves the Biennial Budget every two years, per the City’s Charter, Council must adopt a budget annually. In year 2 of the Biennial Budget term, Council adopts the second year of the budget, including the adoption of any adjustments made to the original budget plan. The FY 2024-25 budget plan has already been revised to incorporate changes approved by Council throughout FY 2023-24. The items noted below are new proposed adjustments for FY 2024-25.
Revenue Adjustments – General Fund
Projected revenues for the FY 2024-25 Proposed Budget total approximately $458.9 million. This results in approximately $0.3 million, or 0.1% increase from the FY 2024-25 Approved Budget Plan (as adjusted for Council approved changes throughout FY 2023- 24). The adjustments primarily reflect new community program revenues funding associated staffing adjustments, as well as reimbursement from the service provider, to offset the cost of electricity and maintenance for additional EV chargers.
Revenue Adjustments – Other Funds
Adjustments in the Other Funds result in an increase of approximately $3.9 million, or
0.9%. Significant revenue adjustments include:
• Airport Fund – Decrease of approximately $3.2 million, primarily due to adjusted rates and charges for landing fees, aircraft tie-down fees, fuel flowage fees and aircraft hangar leases to ensure the City’s compliance with applicable federal standards as required by the Consent Decree. Further information regarding the adjustments is discussed later in this report.
• Beach Recreation Fund – Increase of approximately $0.8 million, which includes a one-time increase from a negotiated event rental agreement with Cirque du
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Soleil, as well as an ongoing increase in Beach House rental revenue reflecting increased demand.
• Big Blue Bus Fund – Net increase of approximately $1.4 million, primarily related to revenues from project drawdowns and reimbursements to align with projected capital expenditures.
• Information Technology Replacement and Service Fund – Increase of approximately $0.65 million reflecting updated contributions from non-General Funds to align with actual costs of replacing computer equipment. • Local Return Fund – Increase of approximately $1.1 million to align the allocation of Proposition A and Proposition C Local Return revenues with recently revised regional estimates.
• Miscellaneous Grants Fund - Increase of approximately $2.5 million primarily from completion of various Mobility projects resulting in earlier than expected receipt of grant reimbursement revenues.
• Wastewater Fund - Increase of approximately $0.5 million related to increases in pass-through revenues for Capital Facilities Fees and Amalgamated System Sewerage Facilities Charges from an uptick in construction permits.
Attachment A details all revenue budget changes.
Expenditure Adjustments - General Fund
General Fund operating expenditure adjustments for FY 2024-25 result in an approximate $1.0 million, or 0.2% increase to the General Fund budget in FY 2024-25.
While Attachment A details all expenditure adjustments, significant increases are summarized below:
• Approximately $0.5 million increase related to changes in salaries (equity adjustments) for existing classifications resulting from employee-initiated compensation studies in accordance with the respective Memorandums of Understanding, as well as equity adjustments for related classifications impacted by salary compression. Compression/compaction occurs when the difference in
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salary between subordinate/supervisor classifications decreases. In addition, other equity adjustments from department-initiated studies are being offset by the reallocation of funds within departments budgets and reimbursement from other funds. All equity adjustments are included in Attachment I. • Approximately $0.2 million increase, offset by the use of Consumer Protection Funds, for staffing changes described in the Staffing Adjustments section below. • Approximately $0.3 million increase, entirely offset by new revenue and reimbursements from other funds, for staffing adjustments (described in the Staffing Adjustments section below) to enhance community programming, including contract classes, field rentals, basketball and softball leagues as well as adult soccer and pickleball programs.
Expenditure Adjustments – Other Funds
Operating expenditure adjustments for FY 2024-25 in the Other Funds result in a $3.7 million, or 1.2% net increase. While Attachment A details all expenditure adjustments, significant increases are summarized below:
• Beach Recreation Fund - $0.2 million increase in the Beach Recreation Fund, representing the addition of 1.0 FTE Cultural Affairs Venue Supervisor, projected to be offset by increased activation of the Annenberg Beach House. • Big Blue Bus Fund - $1.8 million increase primarily related to changes in salaries (equity adjustments) for existing classifications, including equity adjustments for related classifications impacted by salary compression, as well as the addition of
1.0 FTE Chief Planning Officer, as described in the Staffing Adjustments section below. All equity adjustments are included in Attachment I. • Special Revenue Source Fund - $1.1 million increase primarily to increase POD enrollment capacity by approximately 100 more senior households and implement a Consumer Price Index (CPI) increase to the existing 205 households on the Preserving Our Diversity (POD) program, leveraging Housing Trust funds, and an increase from the Cultural Arts Trust funds to maintain the current funding level of the Art of Recovery program.
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• Water Fund - $0.6 million increase for the addition of 5.0 FTE, as described in the Staffing Adjustments section below.
Staffing Adjustments - All Funds
The combined staffing adjustments in all funds result in a net increase of 11.9 FTE positions (which includes 6.3 permanent FTE in the General Fund, partially offset by the deletion of approximately 2.3 FTE temporary positions). The changes are summarized below and detailed in Attachment H. Unless otherwise noted, any changes that would result in a fiscal impact will be offset by the reallocation of budgeted funds within departments’ budgets, resulting in a net zero impact to FY 2024-25 budget. For specific classifications impacted by the changes noted below, refer to the ID numbers on Attachment H.
• City Manager’s Office: Through reduced reliance on temporary staffing, printing and mailing services and funding from the RRR fund, the department would fully offset the cost of the following changes without adversely impacting services to the community.
o Convert a vacant Customer Services Assistant position to a Supervisor position to streamline day-to-day operation and supervision of the 311 team (ID# 01).
o Convert a part-time, as-needed Production Specialist position to permanent to address increased demand for video content for essential communications that provide updates to the community about city programs and initiatives (ID# 02).
These changes result in an increase of 1.0 permanent FTE and the deletion of 0.5 asneeded FTE in the General Fund. • City Attorney: The cost of the following changes will be funded utilizing Consumer Protection funds without impacting the General Fund or current operations. Creation of the Deputy City Attorney IV classification to recognize proven superior expertise and performance as leaders in the office through work
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on the most complex issues. This change is expected to yield substantial cost savings by retaining legal work in-house rather than outsourcing it to external counsel at significantly higher rates. Furthermore, it aligns with the City’s Diversity, Equity, and Inclusion (DEI) objectives, offering growth opportunities for experienced deputy attorneys and enhancing our ability to retain top talent. The CAO is also proposing adjustments to the Assistant City Attorney and Chief Deputy City Attorney ranges due to equity, compaction, prior pay cuts, and inflation, with an adjustment for the Assistant City Attorney of 8% and Chief Deputies 5%.
• Community Development: The following cost neutral change results in the addition of a Building Official position through deletion of another position, to manage the Building & Safety division, which better aligns with the structure of most other California municipality building divisions (ID# 04). • Department of Transportation: The department has identified savings in contractual and professional services, that can be leveraged without negatively impacting services to make the proposed General Fund staffing adjustments.
The staffing adjustments in the BBB Fund are offset by the reallocation of overtime. These adjustments further align and integrate multimodal transportation planning in Santa Monica and improve operational performance and service to the community including:
o Restoration of 1.0 FTE Fiscal Staff Assistant III position in the General Fund, to align staffing levels with parking services that have been restored since the pandemic (ID# 05).
o Restoration of 1.0 FTE Traffic Painter position in the General Fund, to maintain the City’s roadway network’s thousands of street signs, miles of lane markings, and ever-expanding use of flexible bollards in roadway applications to slow vehicles and improve safety (ID# 06). o Upgrade a Lead Customer Services Assistant position to a Supervisor position in the BBB Fund, to establish and maintain standards for
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customer service quality, responsiveness, and professionalism, as our community’s demand for fixed-route and paratransit services return to prepandemic levels (ID# 07). o Addition of a 1.0 FTE Chief Planning Officer that will advance greater alignment and integration of the Department’s functions that collectively plan and deliver an accessible, attractive, and safe multimodal transportation network for the community, while leading strategic transportation planning for major events such as the 2026 FIFA World and LA28 Summer Olympics and the impacts of future housing development.
The position will be 75% funded by the BBB Fund and 25% funded through reallocation of the Mobility Division’s General Fund budget (ID# 08).
o Addition of a Chief Administrative Officer position and 1.0 FTE Principal Administrative Analyst position in the BBB fund offset by the deletion of
1.0 position in the Transit Finance Division, to enhance and integrate DOT’s administrative and financial operations and create bandwidth to seek additional grant funding for City Mobility and Transportation projects. (ID# 09).
These changes result in a net increase of 4.0 permanent FTE (2.0 FTE in the General Fund and 2.0 FTE in the Big Blue Bus Fund).
• Finance: By bringing the maintenance of the equipment that counts farebox revenue in-house and suspending the purchase of a software system, the department has identified funding to offset the cost of the following staffing changes without impacting operations:
o Net addition of 0.25 FTE Revenue Collections Assistant hours to align staffing levels with current volume of bus fare collection work and ensure compliance with critical internal controls (ID# 10).
o Restore a Principal Buyer position by deleting a vacant Buyer position, to better align operations. The position will support the procurement work
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underway with local, small, and underprivileged businesses to promote equitable economic growth, updating and developing policies and procedures; and provide highly responsible and complex assistance to the Procurement Manager (ID# 11).
These changes result in a net 0.25 permanent FTE increase in the General Fund.
• Fire: The cost of the following staffing change will be offset by saving from shifting from an annual maintenance model for the fire station alerting system to requesting maintenance as needed. There is no anticipated impact to operations as service has rarely been called in recent years and will still be provided as required.
o Upgrade of a Captain position to a Battalion Chief position to align with the succession plan outlined in the department’s 2023 Strategic Plan (ID# 12). • Housing and Human Services: The following cost neutral changes result in the transfer of an ADA Coordinator position to the Public Works department to better align with operations (ID# 13) and adjust two administrative positions to improve operational efficiency (ID# 14). These changes result in a decrease of 1.0 permanent FTE in the department in the General Fund.
• Human Resources: The cost of the following changes will be offset by the reallocation of funding within the department by bringing certain leave monitoring work in-house as opposed to being contracted out.
o Convert an existing position to a Human Resources Technician and add a second Human Resources Technician, to improve efficiencies and provide much needed technical and administrative support for critical HR functions across the department (ID# 15).
These changes result in an increase of 1.0 permanent FTE in the department in the General Fund.
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• Information Services: The department has identified one-time vacancy savings in FY 2024-25 and will implement future cost saving measures by identifying historically underutilized supplies and expenses line items to offset the ongoing cost of the following changes.
o Restoration of the Communications Systems Technician position by deletion of a vacant position, to provide support for critical public safety programs, focused on communication equipment and systems.
Additionally, two positions are being adjusted to improve department operations and succession planning while enhancing employee retention and professional development opportunities (ID# 16).
• Library: The following cost neutral changes result in a net increase of 0.4 FTE to streamline operations and to further address community needs. o Various positions are being adjusted to better align with the heightened responsibilities and work necessary to maintain efficient and effective library operations. The nominal cost of these changes will be funded through reallocation of funding within the department without impacting existing services (ID# 17).
o Restore the Branch and Neighborhood Services division, which had been eliminated during the restructure, to align priorities and staff resources focused on branch operations, services and programing. Eleven existing positions will be transferred into the reactivated division.
These changes result in an increase of 1.0 permanent FTE and the deletion of
0.6 as-needed FTE in the General Fund.
• Police: The nominal cost of the following changes are being offset by a minor reduction in contractual services that can be made without impacting existing services.
o Convert an existing position to a Parking Citation Review Officer position support the parking citation review process and complete a first level of adjudication for contested parking citations (ID# 18).
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o Addition of 0.5 FTE Traffic Services Officer to support the Department of Transportation Automated Bus Lane Enforcement (ABLE) project (detailed in the CIP section of this report) to improve safety and operational efficiencies in bus service. This position would be initially funded by the BBB Fund (ID# 19).
These changes result in an increase of 0.5 permanent FTE in the General Fund. • Public Works: Staff has identified various cost saving measures, including reducing the purchase of certain landscape materials, lower maintenance needs of electrical equipment, and eliminating a 0.5 FTE vacant position, which will offset the cost of several staffing adjustments. The adjustments would improve operational performance and service to the community, such as:
o Changes in the RRR Fund, the Cemetery Fund, and the General Fund to align position titles with responsibilities and industry best practice (ID# 20). o Various Public Landscape staffing changes would enhance customer service, provide adequate oversight, and improve operational efficiencies within the division (ID# 21).
o Transfer of the ADA Coordinator position from the Housing and Human Services department to integrate the ADA work plan into the projects, policies, and programs of the Public Works Department (ID# 13). o Various Engineering staffing changes to improve departmental performance while enhancing employee retention and professional development opportunities, partially funded by eliminating a vacant 0.5 FTE position (ID# 22).
o Increase of additional as-needed staffing in the Cemetery Fund to increase weekend and evening services for the community, the cost of which will be funded through an increase in fees for weekend and evening services (ID# 23).
o Addition of 4.0 FTE positions in the Water Fund to adequately staff new and expanded facilities, respond to emergencies, and maintain uninterrupted, essential water service for the community (ID# 24).
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o Addition of a 1.0 FTE position jointly funded by the Water and Wastewater Funds to support day-to-day operations of the Advanced Metering Infrastructure Program, administer grants and bonds, and provide asset management of the water and wastewater infrastructure (ID# 25).
These changes result in a net increase of 4.5 permanent FTE in the department (0.5 FTE decrease in the General Fund and 5.0 FTE increase in other funds). • Recreation and Arts: The cost of the position changes below would be offset by additional revenues from event rentals and community programs, as well as reducing temporary staffing costs.
o Addition of 1.0 FTE Cultural Affairs Venue Supervisor in the Beach Fund to provide coordination and supervision of program delivery and event production and to assist the Cultural Affairs Venue Manager with facility operations and ongoing maintenance to provide greater activation and effective utilization of the Beach House complex. (ID# 26). o Addition of 0.5 FTE as-needed Community & Cultural Services Leader to bring back the very popular adult drop-in soccer program, as well as enable additional offerings of pickleball programming (ID# 27). o Addition of a 1.0 FTE Senior Administrative Analyst in the Recreation and Arts Department to increase capacity in the development of new community programming and provide high-level administrative work, including regular review and analysis of program data to identify opportunities for growth in existing, and in creation of innovative new, community programming (classes and camps) to respond to community need so that supervisors can focus on delivery of programs for the community (ID# 28).
These changes result in a net increase of 2.0 permanent FTE (1.0 FTE in the General Fund and 1.0 FTE in the Beach Recreation Fund) and a decrease of 1.2 as-needed FTE in the General Fund.
Attachment H details all staffing adjustments, including items that result in no additional costs.
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FY 2024-26 Proposed Capital Improvement Program (CIP) Biennial Budget Every two years, the City develops a five-year Capital Improvement Program (CIP) budget (Attachment B). Funds for the first year (FY 2024-25) are approved and appropriated as part of the budget process, and funds for the second year (FY 2025-26) are approved now and appropriated prior to the start of the second fiscal year. The budget plan numbers for FY 2026-27 through FY 2027-28 are included as a planning tool to demonstrate total anticipated capital funding needs. Project needs are reevaluated during each biennial budget cycle to ensure that project allocations are within available funding limits and best reflect current City and Council priorities.
It is important to note that prior to the pandemic, the General Fund allocated $21 million a year to the CIP Budget. Over the course of the last four years, the $21 million annual allocation was reduced by $41 million cumulatively. The reduction over the last four years has resulted in deferred infrastructure, technology and vehicle maintenance and replacement. Compounding the impact of the reduced allocation, prices have steadily increased nationwide due to inflation and price escalation. Consequently, over $450 million in citywide projects remain unfunded.
The FY 2024-25 proposed General Fund budget is $13 million. Of the $13 million, over ninety percent is budgeted for required ongoing maintenance, vehicle and technology replacements, and safety-related repairs. That means that less than ten percent ($1.2 million) is available for planning for future community amenities and enhanced services.
Staff projects that General Fund CIP funding at $21 million will not be possible until FY 2026-27.
More information on General Fund funded and unfunded projects is included in the Capital Improvement Section later in this report and in Attachment B, Proposed FY 2024-25 Biennial Capital Improvement Budget.
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CIP Budget Process
The CIP budget process is facilitated by a CIP Strategic Team comprised of the Director of Public Works, Director of Finance, the City Manager, the Assistant City Manager, the Assistant Director of Public Works, the Budget Manager, the Administrative Services Officer- PW and the Principal Administrative Analyst-PW. Departments prepare project application submittals for funding consideration with a priority ranking, and the CIP Strategic Team reviews and evaluates applications against the criteria outlined below.
Project applications are also evaluated within the context of available funding limits to ensure that extremely limited resources fund priority projects while maintaining the City’s existing infrastructure and minimizing future replacement costs.
Project application budget requests, particularly for unrestricted General Fund dollars, have significantly exceeded available funding. This requires creative strategies to leverage enterprise funds, grant funds, developer impact fees, and other funding sources to fund priority capital projects. The CIP Team evaluates projects that are competing for limited funds according to three broad criteria, defined as follows:
Mandated Activities
• Projects necessary for health and safety reasons that cannot be deferred • Projects mandated by the Federal or State government
• Projects necessary to adequately maintain existing facilities, infrastructure, or equipment
• Projects underway that have unavoidable budget shortfalls and that cannot be modified
Council / Community Priorities
• Projects that address a Council/Community Priority
• Projects that respond to a Council action or directive • Projects identified in an adopted City planning document
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Fiscal Responsibility
• Projects that will improve operational efficiencies and achieve ongoing cost savings
• Projects that generate revenue
• Projects where significant outside funding has been obtained to leverage City funding
Based on evaluation against these criteria, capital budget recommendations are presented to the City Council for consideration.
The Citywide CIP Proposed FY 2024-26 Biennial Budget funds 73 capital projects across 23 Funds. The total Proposed Budget is $91.8 million in FY 2024-25, and $102.7 million in FY 2025-26, excluding internal services transfers. The FY 2024-25 Proposed CIP Budget represents a decrease of $12.2 million or 11.7 percent compared to the FY 2023-24 Adopted CIP Budget of $104 million. The prior year budget included an increase in funds programmed due to the receipt of grant funding for Big Blue Bus capital projects. Staff anticipates rolling over funds for projects that remain in progress, and thus have adjusted the FY 2024-25 requests accordingly.
General Fund - Capital Budget
The General Fund represents 13 percent of the total CIP Budget over the biennial period. The FY 2024-25 proposed General Fund budget is $13 million, which continues to reflect a net reduction of $8 million from the annual $21 million General Fund CIP allocation. In FY 2025-26, the proposed General Fund budget is $15.3 million, which reflects an additional $5.7 million net decrease, as compared to prior funding levels.
Funding for the biennial cycle continues to be lower than prior years due to contingent liabilities. The Proposed General Fund budget for FY 2024-26 reflects the deferral of eight projects totaling $2.9 million for FY 2024-25 and 12 projects (new and on-going) totaling $4.6 million in FY 2025-26. These projects were placed on a Held CIP projects
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list (Attachment B) and prioritized on the Unfunded List. Initially, the projects were included in the list of projects recommended for approval but were later deferred as a strategy to create a flexible reserve to address contingent legal liabilities. The criteria used for selecting the projects to defer (Held CIP projects list) included new one-time project requests, projects that potentially qualify for outside funding, and projects that could be phased over multiple years. If resources become available as we gain clarity on the impact of legal liabilities, staff would return to City Council and recommend that projects on the Held CIP project list be considered and approved prior to any other projects on the unfunded list. In addition, the Pier fire sprinkler project was originally included in the proposed budget for FY 2024-26 but due to the unfunded liabilities and the Pier fund requiring General Fund subsidy, the project was pushed to FY 2026-27 and only included in the budget plan for year 3. Projects included in the budget plan will be re-evaluated in the next biennial budget cycle to ensure that funding is available.
Considering the decrease in General Fund baseline funding, the limited number of projects recommended in the proposed budget continue to largely represent critical infrastructure needs and projects that cannot be deferred without compromising essential operations or public health and safety. More than ever, the General Fund allocation prioritizes ongoing infrastructure maintenance projects that keep our neighborhoods and open spaces clean and safe. As a result, alternative funding sources and capital financing solutions will need to be employed to provide additional resources for any future large projects.
Beginning in FY 2026-27, the forecast assumes that the $21 million General Fund allocation would resume. However, even if the $21 million General Fund allocation resumes, the City would still be faced with having to navigate the various challenges resulting from inflation, from having deferred replacements and maintenance over the past few years, from a Held Project list that may or may not be funded at a later time during the upcoming fiscal year, as well as an unfunded list that has grown exponentially. In order to advance the implementation of the increasing number of unfunded projects and curtail the accelerated deterioration of city facilities and infrastructure, the City will have to continue its persistent pursuit of grant funds as well as consider new funding options such as a general obligation bond, which is a common
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tool for local government agencies and school districts to fund their capital improvement programs.
Non-General Funds - Capital Budget
The non-General Fund portion of the CIP represents eighty seven percent of the total CIP Budget over the biennial period. The total non-General Fund Proposed Budget is $93.1 million in FY 2024-25, and $102.2 million in FY 2025-26, including internal service transfers. The non-General Funds included in the CIP budget can support their respective capital improvement budgets. These resources are mostly restricted and can only be used for projects within their fund. The Pier and Beach Recreation Funds are projected to require General Fund assistance due to continued revenue constraints. As a result, several infrastructure projects for the Pier and Beach have been added to the Unfunded Projects list (Attachment B) until additional resources are available to proceed with the projects.
The Capital Improvement Program Areas of Focus
The FY 2024-26 CIP Biennial Budget and the FY 2026-29 Budget Plan continue to advance Council’s adopted priorities by recommending critical ongoing infrastructure maintenance activities and initiatives that provide clean and safe neighborhoods and open spaces. In addition, the five-year capital plan strategizes to advance work in several key focus areas related to parks, safety, water and wastewater projects, and the upgrade of critical City infrastructure.
Maintaining Clean and Safe Public Spaces
The FY 2024-26 CIP budget strategically recommends funding key investments to protect the City’s existing capital investments and minimize future maintenance and replacement costs. These investments include facility improvements, repaving streets, renewing sidewalks, maintaining parking structures and lots, urban forest renewal, modernizing streetlights, maintaining bus components, replacing aging water and sewer mains, and purchasing necessary trash collection equipment which are key to the foundation of supporting a clean and safe Santa Monica. In addition, the Biennial CIP Budget addresses clean and safe through updating, replacing, and expanding the City’s
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cybersecurity infrastructure and replacing and updating the facilities maintenance management system.
Park Improvements and Planning
The proposed CIP Biennial Budget focuses largely on two important park-related areas:
repairing existing park infrastructure and planning for the future. Funding for playground replacements were prioritized to ensure the City’s current park assets remain operational and safe. Leveraging development impact fees allows improvements to the existing park system without tapping into the extremely limited General Fund resources.
While previously planned projects like the Airport Park Expansion and the Memorial Park Masterplan await construction funding opportunities that would allow them to move forward, it is crucial that initial planning, design, and site preparation efforts continue for both projects. The proposed budget allows for the robust community engagement efforts at the airport to proceed and transition into the next phase of environmental analysis. Funding is also proposed to move forward with the necessary site preparation work in anticipation of the first phase of the Memorial Park Improvements to begin in 2026.
Water & Stormwater Projects
The FY 2024-26 Biennial CIP Budget advances the City’s efforts to achieve Council’s goal of reducing our reliance on imported water supplies and provide a climate resilient water supply for the community. The proposed capital projects also focus on protecting and rehabilitating existing water/wastewater infrastructure, replacing aging assets, continue to enhance water supply resiliency (e.g., expanding the City’s recycled water network and groundwater recharge capacity), improve the efficiency and reliability of our water treatment and wastewater collection infrastructure (e.g., replacement of groundwater production wells and upgrades at the Moss Avenue Pump Station), and upgrade/rehabilitate all of the City’s water storage reservoirs.
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Modernization of Critical City Infrastructure
During the FY 2024-26 biennial period, work will continue on critical City infrastructure projects that received funding for their planning phase in previous CIP budget cycles such as the Pier Bridge Replacement. The Pier Bridge Replacement Project would replace the existing, outdated structure with a wider structure providing one vehicular traffic lane in each direction with wider sidewalks. This project is being funded with a combination of restricted grant funds and restricted local return funds.
Impacts to the Ongoing Operating Budget
Capital projects that increase the number of facilities or expand existing infrastructure can impact ongoing operating costs for the city. The projects proposed in the FY 2024- 26 biennial cycle do not request net new General Fund operating budget in FY 2024-26.
Unfunded Capital Projects
This biennial budget continues to focus the limited resources available on the highest City Council priorities and planning of the Airport Conversion Project. As a result, funding is not sufficient to address all deferred infrastructure improvements, equipment maintenance/replacement, price escalation on existing projects, and the addition of new amenities desired by the community. Projects that were eliminated or reduced to help close the City’s funding gap resulting from the global COVID-19 crisis or did not receive funding due to very limited General Fund resources, are listed in the Unfunded Projects table (Attachment B). These projects are tracked for consideration in future funding cycles. In many cases, these are still high priority projects, however, they were deferred given the very limited resources and the fact that staff have yet to identify new funding sources. To move them forward, City staff will need to explore opportunities to leverage future City funds with external grant funding opportunities or receive direction to look into new revenue sources.
The Unfunded Project table includes projects which were previously unfunded and some which were added to the unfunded list as part of the biennial FY 2024-26 Capital Improvement Program Budget process. These projects total $458 million. A few of the largest projects include:
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• Replacement of fire station facilities,
• Pier infrastructure and railing upgrades,
• Parking Structure 1
• Memorial Park and Airport Park Expansion
• Parking Access and Revenue Control System replacement.
Many of these projects would create ongoing maintenance budget needs that would need to be accounted for when recommended for funding.
City Fees, Fines and Rates
As part of the annual budget adoption process, staff presents master fee, fine, and parking resolutions to Council for approval. Most fees are administratively adjusted by a factor equal to the net change in City salaries and benefits costs for that fiscal year. The administrative adjustment for FY 2024-25 is 3.7%. Proposed changes to fees and rates with financial impacts are discussed below and listed in Attachments C and D. The final proposed resolutions will be presented for adoption with the Proposed Budget on June 25, 2024.
Community Development Fees
City Planning
City Planning is proposing the addition of four new fees (Attachment D, page D-1), and the reduction of one fee (Attachment D, page D-4) as described below. • Administrative Approval (multi-unit dwelling project up to 10,000 sf in multi-unit and Ocean Park districts): Santa Monica Municipal Code Section 9.39.020(B)(2) does not require an Administrative Approval for housing projects consisting of new multi-unit dwelling construction or additions to existing multi-unit dwelling units in the Multi-Unit Residential Districts or Ocean Park Neighborhood Districts.
As a result, such projects only need to obtain design review approval and a building permit. However, this causes confusion since the design review process only reviews the building design and is not a land use entitlement. Staff only conducts a cursory code compliance review. In cases where such projects may
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seek a density bonus or use other aspects of State law, it is necessary to document the land use approval before the design review approval. As a result, a new Administrative Approval fee is being created for this class of projects and a corresponding reduction in the Architectural Review Board – Administrative Design Approval (New Construction) fee to remove the staff time for code compliance that was included in setting the Architectural Review Board fee.
Proposed Fee: $3,498.04
• Historic Resource Designation Assessment: When a Landmark designation application is filed, applicants are currently charged an application fee for staff time spent processing the application. In addition, applicants are charged the actual historic consultant cost for preparation of an historic assessment to evaluate the application. Staff is proposing a new flat rate fee structure to simplify the administrative process for applicants and staff, reduce delays in processing designation applications, and reduce barriers to filing Landmark designation applications by potentially subsidizing the cost of historic preservation assessments through a flat-rate fee structure.
Proposed Fee: $6,400
• SB35 Application Fee: The City did not issue sufficient building permits for lower income housing units in the 5th Cycle Housing Element. Therefore, the City is now subject to SB35 for housing projects that include at least 50% of units as affordable to lower income households. The staff hours for processing an SB35 application would be the same as processing an Administrative Approval housing project so the proposed new fee would be the same.
Proposed Fee: $10,719.70 (Same as Administrative Approval Housing Project). • Zoning Conformance Review: Applicants are being charged the “Zoning Compliance Letter” fee when miscellaneous zoning reviews are done per the zoning ordinance. Adding a new Zoning Conformance Review fee line item reflects work that staff is already doing, providing transparency to the customer regarding fees for service received. Staff spends the same amount of time for zoning conformance reviews as preparing zoning compliance letters as both involve compliance checks and permit research.
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Proposed Fee: $1,391.50 (This is the same as the Zoning Compliance Letter). • Architectural Review Board – Administrative Design Approval (New Construction): Revised fee to remove code compliance review component.
Proposed Fee: $3,201.64 (Current Fee: $5,125.43)
Building and Safety
Staff recommends implementing ten new grading permit fees (Attachment D, pages D-1 through D-3) as authorized by Santa Monica Municipal Code 8.08.050. These fees would create fee items that are directly applicable to any requests received for grading and excavation. Currently, fee items for this specific work activity do not exist in the fee schedule. In addition, one fee for factory-built housing is being added to comply with new state law.
Code Enforcement
Medicinal cannabis fees are being revised to note that they are subject to the City’s annual administrative revision and increase (Attachment D, page D-4).
Fire
The Fire Department proposes several fee changes that are not anticipated to significantly impact revenue.
First, staff recommends the addition of a Meeting Room Rental Fee and Kitchen Use Fee to manage the use of the Community Room at Fire Station 1 and cover expenses related to maintaining or cleaning the room after use (Attachment D, page D-3). Use of the Community Room is intended for the following groups: Santa Monica Fire Department, City of Santa Monica divisions/departments, City of Santa Monica Boards and Commissions, and City of Santa Monica neighborhood groups. The fee noted applies to use of the facility by Santa Monica neighborhood groups only.
Second, the Certified Unified Program Agency (CUPA) fees are set by Los Angeles County and staff updated the City’s fee schedule to reflect the current rates (Attachment D, page D-4).
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Lastly, staff recommends the addition of four fees for the EMS program, including two transport fees for Advanced Life Support (ALS) and Basic Life Support (BLS) informed by a fee study completed by MGT of America Consulting (Attachment C) earlier this month. These new fees will allow the City to recover some of the costs associated with providing ambulance transport services (Attachment D, page D-3). Currently, when the City’s ambulance provider is unable to respond, the Fire Department responds but is unable to bill patients. With these fees, which are set by Los Angeles County, the City will be able to bill patients who require transport.
Library
Staff is recommending the deletion of the following fees (Attachment D, page D-8):
• Technology Package fee: This fee was never utilized due to the complications when it was created. It was meant to provide IT support to meeting room renters with more complicated needs. However, none opted for it claiming their needs were minimal. Additionally, because this service requires staff support, it was not something that the Library could offer after the 2020 staff cuts. Current Fee:
$38.00
• Internet session for extra time or those without library cards: Internet sessions were discontinued when the libraries were closed for the pandemic. Due to mandated restrictions and significant reductions, Library operations and logistics were altered in compliance and there was no longer capacity for this service.
Current Fee: $2.00
Police
Staff is increasing the CCW (Carry Concealed Weapons) Renewal Application fee from $25 to $457 (Attachment D, page D-5). State law has been updated through PC26190(b)(1) and removed the $25 renewal cap. The new update allows cities to charge a reasonable fee for new licenses and renewals. On March 14, 2023, Council approved the $457 fee if State law removed or modified the existing cap on renewal applications.
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Public Works
Airport
In 2017, by way of a Consent Decree with the Federal Government, the City agreed, among other things, to comply with certain federal standards regarding aeronautical rates and charges at the Santa Monica Airport. In 2019, as part of a preliminary decision in an enforcement proceeding over the reasonableness of the City’s aeronautical rates and charges, the Federal Aviation Administration advised the City to update its landing fee and other aeronautical charges to take into account the then-current conditions at the Airport, including the recently shortened runway. In 2022, the FAA issued its final decision in its enforcement proceeding regarding the City’s Airport fees and directed the City to update its rates and charges to comply with federal standards. Then, in 2023, the FAA threatened future enforcement action if the City did not take account of the Airport's surplus and immediately lower its hangar rates, landing fees and other aeronautical fees. In response to these federal directives, the City has updated and recalculated its aeronautical rates and charges. The result of this process is that the rates and charges for landing fees, aircraft tie-down fees, fuel flowage fees and aircraft hangar leases will be substantially reduced to ensure the City’s compliance with applicable federal standards as required by the Consent Decree.
The adjusted rates and charges will remain in effect until at least December 31, 2028.
The fee changes are listed in Attachment D on pages D-5 through D-7.
Office of Sustainability and the Environment
Staff is recommending the elimination of the EV User Fee (Winter: October 1-May 31) and establishing one EV User Fee at $0.35 per kWh that applies to all seasons. (Attachment D, pages D-6 and D-8)
Cemetery:
Staff is recommending the following fee changes due to increased demand for these optional services. The proposed increases will cover the increase in expenses related to staff overtime and as-needed hours (Attachment D, page D-7).
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• Additional evening service: Fee increase accounts for staff overtime and overhead to accommodate additional evening service requests. • Charge for any ceremony held on weekend: Fee increase accounts for staff overtime and overhead to accommodate additional evening service requests.
Public Landscape
Certain landscape services are provided by outside vendors. Staff is recommending increases to tree planting, pruning and restitution fees (Attachment D, page D-7) to match the rate that the City is being charged by the current vendor and to account for full cost recovery.
Recreation and Arts
Staff is recommending the addition of one fee to cover the cost of the materials that are provided for the Junior Lifeguard Program (Attachment D, page D-3).
Proposed Fee: $32.00
Council Discretionary Funds
Each year, Council allocates discretionary funds to assist the community in special projects or support important but otherwise unfunded priorities. Traditionally, Council has supported community partners like the Business Improvement Districts, Santa Monica traditions like the Fourth of July Parade, one-time programs, and local students through science or music grants that allow Santa Monica youth to participate in special events. Projects and programs supported by Council discretionary funds for the past three years are detailed in Attachment J.
Council allocated the remaining FY 2023-24 discretionary funds during the April 23, 2024 Council meeting. As such, there are no unprogrammed FY 2023-24 discretionary funds remaining.
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The FY 2024-25 proposed budget for Council discretionary funds is $127,653.
Allocation of the funds may occur along with Budget Adoption in June or throughout the year. No action is required by Council at this time.
Past Council Actions
Meeting Date Description
06/27/23
(Attachment E)
Adoption of the First Year and Approval of the Second Year of the FY 2023-25 Biennial Budget, Adoption of the Second Year of the FY 2022-24 Biennial Capital Improvement
Program Budget
03/11/23
(Attachment F)
2023 Council Workshop to Select Council Priorities and
Provide Direction on the Fiscal Year 2023-2025 Budget
02/27/24
(Attachment G)
Adoption of the FY 2023-24 midyear revenue and
expenditure budget adjustments and approval of the
corresponding adjustments to the FY 2024-25 budget plan Environmental Review
The FY 2024-25 Proposed Budget is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. The Proposed Budget 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.” This report provides a programmatic overview of the City’s budget. The implementation of capital projects or programs would be subject to future CEQA review as applicable. Therefore, it can be seen with certainty that actions would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Financial Impacts and Budget Actions
Recommended FY 2024-25 proposed budget adjustments result in:
• FY 2024-25 Proposed Operating Budget
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o Revenues: Approximately $0.3 million increase in the General Fund and $3.9 million increases in all Other Funds, for a combined $4.2 million net increase over the revised FY 2024-25 Budget Plan.
o Operating Expenditures: Approximately $1.0 million increase in the General Fund and approximately $3.8 million increase in all Other Funds, for a net combined $4.8 million increase throughout the citywide operating expenditure budget.
o FTEs: Increase of 6.3 FTE permanent positions and reduction of 2.3 asneeded FTE positions in the General Fund. Increase of 8.0 FTE permanent positions and a minor increase in as-needed positions in All Other Funds.
• FY 2024-26 Proposed Biennial Capital Improvement Program (CIP) Budget:
o The FY 2024-25 Proposed Capital Improvement Program (CIP) Budget is approximately $91.8 million in FY 2024-25 (a $5.3 million change from the FY 2024-25 CIP budget plan), net of reimbursements and transfers. ▪ $13.0 million in the General Fund and $93.1 million in the Other Funds, before adjustment for reimbursements and transfers. o The FY 2025-26 Proposed Plan is $102.7 million, net of reimbursements and transfers.
▪ $15.3 million in the General Fund and $102.2 million in the Other Funds, before adjustments for reimbursements and transfers.
Details of FY 2024-25 Proposed Budget adjustments are in Attachment A. The FY 2024-26 Capital Improvement Program (CIP) Budget is included in Attachment B.
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Prepared By: Jennifer Young, Budget Manager
Approved Forwarded to Council
Attachments:
A. Attachment A - Budget Adjustments for FY 2024-25
B. Attachment B - FY 2024-26 Proposed Biennial CIP Budget C. Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis D. Attachment D - Revisions to Fee Schedules for FY 2024-25 E. Attachment E - June 27, 2023 Staff Report (Web Link) F. Attachment F - March 11, 2023 Staff Report (Web Link) G. Attachment G - February 27, 2024 Staff Report (Web Link) H. Attachment H - Position and Classification Changes
I. Attachment I - Classifications Impacted by Equity Adjustments J. Attachment J - Council Discretionary Funds
K. Attachment K - March 23, 2021 Staff Report (Web Link) L. Attachment L - October 11, 2022 Staff Report (Web Link) M. Written Comments
N. PowerPoint Presentation
O. PowerPoint Presentation
P. PowerPoint Presentation
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ATTACHMENT A
Approved
Budget
Plan
Year to Date
Approved
Adjustments (A)
Revised
Budget
Plan
ExceptionBased Budget
(EBB)
Adjustments
Proposed
Budget
General Fund 451.9 6.8 458.7 0.3 459.0
All Other Funds 418.7 (2.3) 416.4 3.9 420.3
Total , before adjustment for
reimbursements & transfers 4.5 870.6 875.1 4.1 879.2
less reimbursements & transfers (88.1) (6.7) (94.9) (0.8) (95.7) Total , net of reimbursements &
transfers (2.2) 782.5 780.2 3.3 783.6
Approved
Budget
Plan
Year to Date
Approved
Adjustments (A)
Revised
Budget
Plan
ExceptionBased Budget
(EBB)
Adjustments
Proposed
Budget
General Fund 443.6 4.8 448.5 1.0 449.5
All Other Funds 296.4 3.5 299.9 3.7 303.6
Total , before adjustment for
reimbursements & transfers 8.4 740.0 748.4 4.8 753.1
less reimbursements & transfers (75.3) (6.1) (81.4) (81.4) Total , net of reimbursements &
transfers 2.3 664.7 667.0 4.8 671.7
Approved
Budget
Plan
Year to Date
Approved
Adjustments
Revised
Budget
Plan
ExceptionBased Budget
(EBB)
Adjustments
Proposed
Budget
General Fund 15.0 - 15.0 (1.9) 13.0
All Other Funds 83.8 1.2 85.0 8.1 93.1
Total , before adjustment for
reimbursements & transfers 1.2 98.7 99.9 6.2 106.1
less reimbursements & transfers (12.9) (0.6) (13.5) (0.8) (14.3) Total , net of reimbursements &
transfers 0.6 85.9 86.5 5.3 91.8
SUMMARY OF CHANGES TO FY 2024-25 BUDGET PLAN
A Reflects year-to-date budget appropriations approved by Council on 8/22/23 (item 5-H), 10/24/23 (item 11-A ), 12/19/23 (item 11-A), and 2/27/24 (item 11-B.)
Revenues (in millions, rounded)
Operating Expenditures (in millions, rounded)
Capital Expenditures (in millions, rounded)
Page A-1 of 8
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Packet Pg. 846 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
Fund Department(s) Description
FY 2024-25
Increase /
(Decrease)
General Fund Public Works
Represents reimbursement from EV charger service provider to offset the City's cost of electricity and maintenance related to additional EV chargers.
$ 77,023
General Fund Recreation and Arts
Reflects higher than expected demand for contract classes, field rentals and basketball and softball leagues, which will partially offset the cost of permanent staffing.
$ 164,063
General Fund Recreation and Arts
Represents an increase in participation fees from Adult Soccer Dropin and Pickleball programs that will offset the cost of as-needed staffing.
$ 24,661
Total General Fund Revenue Changes $ 265,747
FY 2024-25
Public Works $ 77,023
Recreation and Arts $ 188,724
$ 265,747
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
REVENUE BUDGET ADJUSTMENTS
General Fund Revenue Changes by Department
Grand Total General Fund Revenue Changes
Page A-2 of 8
7.A.a
Packet Pg. 847 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
REVENUE BUDGET ADJUSTMENTS
Fund Department(s) Description
FY 2024-25
Increase /
(Decrease)
Airport Fund Public Works
Represents a decrease primarily due to adjusted rates and charges for landing fees, aircraft tie-down fees, fuel flowage fees and aircraft hangar leases to ensure the City’s compliance with applicable federal standards as required by the Consent Decree.
$ (3,186,139)
Beach Fund Community
Development
Represents an increase associated with the event rental agreement with Cirque du Soleil. $ 650,000
Beach Fund Recreation and Arts Represents increased demand for Beach House event rentals, which will offset the addition of a 1.0 FTE Cultural Affairs Venue Supervisor. $ 155,994 Big Blue Bus Fund Transportation Reflects an increase in capital project expense reimbursement revenues to align with anticipated completion of projects. $ 1,386,009 Cemetery Fund Public Works
Represents increase due to greater demand and availability of cemetery lots, increase in wholesale prices of casket sales, additional internments to existing niches and administrative fees. $ 31,700
Cemetery Fund Public Works
Represents an increase from Weekend and Evening Service due to higher demand and a proposed fee increase that will offset the cost of the overtime and temporary staff needed to provide the service. $ 12,917
Gas Tax Fund Public Works Reflects updated revenue projections from the State Department of Finance that were released in January 2024. $ (228,284) Information Technology
Replacement and
Services Fund
Information Services
Reflects an increase in payments from other funds to realign the contributions with increased costs related to the computer equipment replacement program.
$ 651,967
Local Return Fund Non-Departmental Represents an increase in Local Return (Proposition A) revenues due to revised allocation estimates based on region. $ 1,386,009 Local Return Fund Public Works
Represents lower than anticipated Local Return (Proposition C) revenues due to revised allocation estimates from Los Angeles Metro issued in late February.
$ (311,266)
Miscellaneous Grants
Fund Transportation Represents a decrease in Transportation Development Act (TDA) allocation reflecting a decrease in sales tax revenue. $ (13,928) Miscellaneous Grants
Fund Transportation
Represents an increase in grant funded project expense
reimbursement revenues from various mobility projects occurring sooner than anticipated.
$ 2,472,174
Pier Fund Community
Development
Represents an increase in parking revenue based on current parking trends on the Pier, which is expected to continue in to FY 2024-25. $ 178,683 Resource Recovery &
Recycling Fund Public Works Represents a reduction in revenue from material transported to landfills during construction projects due to increased recycling efforts. $ (45,000) Special Revenue
Source Fund Public Works Represents an increase in Low-Carbon Fuel Standard revenues/credits as a result of higher clean fuel usage. $ 5,000 Stormwater
Management Fund Public Works
Reflects an adjustment from a downward trend in Stormwater Management User Fees that are collected annually from property owners in the City.
$ (46,858)
Vehicle Management
Fund Public Works Represents revenue contributions to Vehicle Management Program for the ongoing replacement cost of a vehicle three vehicles. $ 34,317 Wastewater Fund Public Works
Represents an uptick in construction permits for projects that increase or add new sewer discharges to either the City's system or to the City of Los Angeles' amalgamated system.
$ 580,000
Page A-3 of 8
7.A.a
Packet Pg. 848 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
REVENUE BUDGET ADJUSTMENTS
Fund Department(s) Description
FY 2024-25
Increase /
(Decrease)
Wastewater Fund Public Works
Reflects lower than projected increase in industrial waste fees, due to changes in new development favoring residential and retail uses as opposed to restaurants, auto maintenance, and healthcare services that often discharge non-compliant waste into the sewer system. $ (32,452)
Water Fund Public Works Represents an uptick in large development permits and the associated development fees. $ 197,059
Total Other Fund Revenue Changes $ 3,877,902
FY 2024-25
total fund Airport Fund $ (3,186,139)
total fund Beach Fund $ 805,994
total fund Big Blue Bus Fund $ 1,386,009
Cemetery Fund $ 44,617
Gas Tax Fund $ (228,284)
Information Technology Replacement and Services Fund $ 651,967 Local Return Fund $ 1,074,743
total fund Miscellaneous Grants Fund $ 2,458,246
total fund Pier Fund $ 178,683
total fund Resource Recovery & Recycling Fund $ (45,000) total fund Special Revenue Source Fund $ 5,000
Stormwater Management Fund $ (46,858)
total fund Vehicle Management Fund $ 34,317
Wastewater Fund $ 547,548
total fund Water Fund $ 197,059
$ 3,877,902
Total Revenue Changes All Funds $ 4,143,649
Grand Total Other Funds Revenue Changes
Other Fund Revenue Changes by Fund
Page A-4 of 8
7.A.a
Packet Pg. 849 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
Fund Department(s) Description
FY 2024-25
Increase /
(Decrease)
General Fund Fire Dept $ 12,227
Library $ 42,664
Police Dept $ 334,606
Public Works $ 142,910
City Manager $ 12,742
Non-Departmental $ (12,742)
General Fund City Attorney
Reflects equity adjustments and staffing changes, including the creation of a Deputy City Attorney IV classification and salary adjustments to the Deputy Chief and Assistant City Attorney positions, to be offset by the use of Consumer Protection Funds.
$ 216,093
Police Dept $ 77,063
Non-Departmental $ (77,063)
Public Works $ 169,389
Housing and Human
Services $ (169,389)
Public Works $ (72,495)
Non-Departmental $ 72,495
General Fund Public Works
Reflects an increase in funding for utility costs and EV charger maintenance, offset reimbursement revenues from the EV charger service provider.
$ 77,023
General Fund Recreation and Arts
Reflects the addition of 0.5 FTE CCS Leader to bring back the very popular adult drop-in soccer program as well as enable additional offerings of pickleball programming. This adjustment is offset by additional revenues
$ 24,661
General Fund Recreation and Arts
Reflects an increase in funding for contractor-led classes and the addition of a 1.0 FTE Senior Administrative Analyst to provide highlevel administrative work, program analysis, and additional capacity for supervisors to focus on community services. This adjustment is offset by reduced reliance on temporary staffing and additional revenues from various recreational programs.
$ 164,063
Transportation $ (69,238)
Non-Departmental $ 69,238
Total General Fund Operating Expenditure Changes $ 1,014,247 Reflects a net zero change of a vacant Customer Services Assistant to a Supervisor to streamline day-to-day operation and supervision of the 311 team. The change will be funded through a reimbursement from the RRR fund.
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
EXPENDITURE BUDGET ADJUSTMENTS
Reflects equity adjustments and reclassifications required under the bargaining unit Memorandum of Understanding (MOU) agreements.
General Fund
General Fund
Reflects a net zero change to reimburse the Big Blue Bus Fund for 25% of a Chief Planning Officer to further align and integrate multimodal transportation planning in Santa Monica, offset by a reallocation of funds in the Mobility Division's budget.
Represents a net zero change, funded by the Big Blue Bus Fund, adding 0.5 FTE Traffic Services Officer to support DOT’s Automated Bus Lane Enforcement (ABLE) project to improve safety and operational efficiencies. The position is funded by the Big Blue Bus Fund until new revenues General Fund can support it.
General Fund
Represents a net zero change transferring the ADA Coordinator position from the Housing and Human Services department to integrate the ADA work plan into the projects, policies, and programs of the Public Works Department.
General Fund
General Fund
Represents a net zero change to adjust various Engineering positions to improve departmental performance and to reduce the
reimbursement from the Clean Beaches and Open Parcel Tax Fund.
The change reflects lower staff utilization due to the completion of SWIP.
Page A-5 of 8
7.A.a
Packet Pg. 850 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
EXPENDITURE BUDGET ADJUSTMENTS
FY 2024-25
City Manager $ 12,742
City Attorney $ 216,093
Fire Dept $ 12,227
Housing and Human Services $ (169,389)
Library $ 42,664
Police Dept $ 411,669
Public Works $ 316,827
Recreation and Arts $ 188,724
Transportation $ (69,238)
Non-Departmental $ 51,928
Grand Total General Fund Operating Expenditure Changes $ 1,014,247 General Fund Operating Expenditure Changes by Department Page A-6 of 8
7.A.a
Packet Pg. 851 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
EXPENDITURE BUDGET ADJUSTMENTS
Fund Department(s) Description
FY 2024-25
Increase /
(Decrease)
Beach Fund Recreation and Arts
Reflects the addition of 1.0 FTE Cultural Affairs Venue Supervisor to coordinate programs and event production and to assist the Cultural Affairs Venue Manager with facility operations and maintenance, offset by additional event revenues.
$ 155,994
Big Blue Bus Fund Transportation
Reflects equity adjustments and reclassifications required under the bargaining unit Memorandum of Understanding (MOU) agreements. $ 1,545,024 Transportation $ 276,953
Non-Departmental $ (69,238)
Big Blue Bus Fund Non-Departmental
Reflects funding from the Big Blue Bus Fund to reimburse the General Fund (as reflected above in the General Fund section) for the cost of
0.5 FTE Traffic Services Officer to support the DOT’s Automated Bus Lane Enforcement project until new revenues in the General Fund can support it.
$ 77,063
Cemetery Fund Public Works
Reflects staffing adjustment in the Cemetery Fund to align position with responsibilities, as well as the addition of as-needed staffing to provide additional weekend or evening service, funded by increased revenues from fees for weekend and evening services.
$ 19,136
Clean Beaches/Ocean
Parcel Tax Fund Public Works
Reflects the reduction in the reimbursement from the Clean Beaches and Open Parcel Tax Fund to the General Fund to reflect lower staff utilization due to the completion of SWIP (as reflected in the General Fund section).
$ (72,495)
Resource Recovery &
Recycling Fund Non-Departmental
Reflects the reimbursement from the RRR Fund to the General Fund for the staffing change of a vacant Customer Services Assistant to a Supervisor on the 311 Team (as reflected in the General Fund section).
$ 12,742
Special Revenue
Source Fund
Housing and Human
Services
Reflects an increase to the Preserving Our Diversity (POD) program to increase enrollment capacity by 100 more senior households and incorporate a CPI increase.
$ 1,000,000
Special Revenue
Source Fund Recreation and Arts Reflects an increase in funding to maintain the Art of Recovery Program at its current level. $ 50,000
Vehicle Management
Fund Public Works
Reflects equity adjustments and reclassifications required under the bargaining unit Memorandum of Understanding (MOU) agreements. $ 28,406 Wastewater Fund Non-Departmental $ 84,695
Public Works $ 169,389
Non-Departmental $ (84,695)
Water Fund Public Works
Reflects equity adjustments and reclassifications required under the bargaining unit Memorandum of Understanding (MOU) agreements. $ 32,866 Water Fund Public Works
Addition of 4.0 FTE positions in the Water Fund to adequately staff new and expanded facilities, respond to emergencies, and maintain uninterrupted, essential water service for the community. $ 520,522 Total Other Funds Operating Expenditure Changes $ 3,746,362 Addition of a 1.0 FTE position jointly funded by the Water and Wastewater Funds to support day-to-day operations of the Advanced Metering Infrastructure Program, administer grants and bonds, and Water Fund provide asset management of the water and wastewater infrastructure.
Reflects the addition of a Chief Planning Officer to further align and integrate multimodal transportation planning in Santa Monica, to be funded 75% by the Big Blue Bus Fund and 25% by the General Fund (as in the General Fund section).
Big Blue Bus Fund
Page A-7 of 8
7.A.a
Packet Pg. 852 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP
ATTACHMENT A
DETAIL OF FY 2024-25 PROPOSED BUDGET CHANGES
EXPENDITURE BUDGET ADJUSTMENTS
FY 2024-25
total fund Beach Fund $ 155,994
total fund Big Blue Bus Fund $ 1,829,802
total fund Cemetery Fund $ 19,136
total fund Clean Beaches/Ocean Parcel Tax Fund $ (72,495) total fund Resource Recovery & Recycling Fund $ 12,742
total fund Special Revenue Source Fund $ 1,050,000
total fund Vehicle Management Fund $ 28,406
total fund Wastewater Fund $ 84,695
total fund Water Fund $ 638,082
$ 3,746,362
General Fund Operating $ 1,014,247
Other Funds Operating $ 3,746,362
total fund Total Operating Changes all Funds $ 4,760,609 General Fund Capital $ (1,946,337)
Other Funds Capital $ 8,107,413
Total Capital1 Changes all Funds $ 6,161,076
$ 10,921,685
less reimbursements & transfers 2
$ (813,784)
Total Expenditure Changes all Funds, net of reimbursement & transfers $ 10,107,901 2 Technical adjustments to eliminate double counting of certain expenditures appearing in two funds.
Other Funds Operating Expenditure Changes by Fund
Grand Total Other Funds Operating Expenditure Changes
Total Expenditure Changes all Funds, before reimbursement & transfers adjustment 1 Reflects adjustments to the FY 2024-25 Approved CIP Budget Plan. See Attachment B for detailed descriptions of proposed capital projects.
Page A-8 of 8
7.A.a
Packet Pg. 853 Attachment: Attachment A - Budget Adjustments for FY 2024-25 [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP Capital Improvement Program
FY 2024-26 Proposed Biennial Budget
7.A.b
Packet Pg. 854 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
II
City Council
Phil Brock, Mayor
Lana Negrete, Mayor Pro-Tempore
Gleam Davis, Councilmember
Oscar de la Torre, Councilmember
Christine Parra, Councilmember
Caroline Torosis, Councilmember
Jesse Zwick, Councilmember
Executive Management
David White, City Manager
Susan Cline, Assistant City Manager
Christopher Smith, Deputy City Manager
CIP Budget Preparation
Rick Valte, Director of Public Works
Christopher Dishlip, Assistant Director of Public Works Sybille Moen, Administrative Service Officer
Heidi Duran, Pr. Administrative Analyst
Oscar Santiago, Director of Finance
7.A.b
Packet Pg. 855 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Program and Budget Overview.........................................................................................................1 Capital Improvement Program Policies.............................................................................................1 Budget Process................................................................................................................................................2 Impacts on General Fund Budget Resources..................................................................................3 Budget Summary by Fund.........................................................................................................................4 Impacts on Ongoing Operating Budget.............................................................................................5 Unfunded Projects..........................................................................................................................................5 Continuing Projects.......................................................................................................................................6 User Guide to Project and Budget Details Sections.................................................................7 User Guide to Project and Budget Detail Sections.......................................................................7 Project Detail.............................................................................................................................................8 Department of Transportation.................................................................................................................8 Finance................................................................................................................................................................23 Fire........................................................................................................................................................................26 Information Systems...................................................................................................................................28 Police..................................................................................................................................................................35 Public Works...................................................................................................................................................38 Recreation and Art.....................................................................................................................................96 Budget Detail
FY 2024-25 through FY 2028-29 CIP Budget by Fund.............................................................101 Held Projects................................................................................................................................................106 Unfunded Projects.....................................................................................................................................107 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
TABLE OF CONTENTS
III
7.A.b
Packet Pg. 856 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
1 The City of Santa Monica biennially develops a five-year Capital Improvement Program (CIP) budget. Although the program spans five years, only funds for the first year (FY 2024-25) are appropriated as part of the budget process, and funds for the second year (FY 2025-26) are approved now and will be appropriated prior to the start of the second fiscal year. Budget plan numbers for FY 2026-27 through FY 2028-29 are included as a planning tool to demonstrate total anticipated capital funding needs. Project needs will be reevaluated during each biennial budget cycle to ensure that budgets fall within available funding limits and best reflect current City and Council priorities.
CAPITAL IMPROVEMENT PROGRAM POLICIES
CIP policies provide a consistent framework for identifying and financing projects.
Definition of Capital Projects
The Capital Improvement Program is a five-year financial plan for the acquisition, expansion or rehabilitation of land, buildings, and other major infrastructure. Projects included in the CIP budget are those with costs exceeding $50,000 and useful lives of more than three years, and most involve public infrastructure construction.
General Policies
• The City will biennially plan for capital improvements for a five-year period of time.
The Capital Improvement Program will incorporate City Council priorities, long-range community objectives, and projects that will improve City operational efficiency. • The City will maintain all assets at a sufficient level to protect the City’s capital investment and to minimize future maintenance and replacement costs. • A current inventory of the City’s physical assets, their condition, and remaining useful life will be maintained.
Financial Policies
• The City will identify estimated capital and operating costs as well as funding sources for each capital project recommended to the City Council. • The City will seek grants and other intergovernmental assistance to finance only those capital improvements that are consistent with the CIP, and where the operating and maintenance costs and grant match requirements have been considered. • The City will enter into long-term borrowing to finance capital improvements only when annual debt service payments can be financed from current revenues. • Capital projects that are debt-financed will amortize the debt over a period of time not to exceed the expected useful life of the project.
7.A.b
Packet Pg. 857 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
2 BUDGET PROCESS
The Capital Improvement Program (CIP) budget process is a five-year planning cycle, updated biennially, and facilitated by a CIP Team comprised of the Director of Public Works, Director of Finance, the City Manager, the Assistant City Manager, Assistant Director of Public Works, the Budget Manager, the Administrative Services Officer-PW, and the Principal Administrative Analyst-PW. Departments prepare project application submittals for funding consideration with a priority ranking, and the CIP Team reviews and evaluates applications against the criteria outlined below. Project applications are also evaluated within the context of available funding limits to ensure that extremely limited resources fund priority projects while maintaining the City’s existing infrastructure and minimize future replacement costs.
Project Scoring
Project application budget requests, particularly for unrestricted General Fund dollars, have exceeded available funding. The CIP Team evaluates projects that are competing for limited funds according to three broad criteria, defined as follows:
Mandated Activities
• Projects necessary for health and safety reasons that cannot be deferred • Projects mandated by the Federal or State government
• Projects necessary to adequately maintain existing facilities, infrastructure, or equipment
• Projects underway that have unavoidable budget shortfalls and that cannot be modified
Council / Community Priorities
• Projects that address a Council Priority
• Projects that respond to a Council action or directive • Projects identified in an adopted City planning document Fiscal Responsibility
• Projects that will improve operational efficiencies and achieve ongoing cost savings • Projects that generate revenue
• Projects where significant outside funding has been obtained to leverage City funding Based on evaluation against these criteria, capital budget recommendations are presented to the City Council for consideration.
7.A.b
Packet Pg. 858 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
3 IMPACTS ON GENERAL FUND BUDGET RESOURCES
The annual General Fund capital budget allocation was increased from $13 million to $21 million in FY 2015-16 to help offset the loss of redevelopment funding for capital improvements and had remained level until FY 2020-21. As a result of the pandemic, the $21 million annual General fund allocation for the capital improvement budget was reduced by $41 million cumulatively over the last four years.
The General Fund represents thirteen percent of the total CIP Budget over the biennial period. The FY 2024-25 proposed General Fund budget is $13 million, which continues to reflect a net reduction of $8 million to the annual $21 million General Fund CIP allocation.
In FY 2025-26, the proposed General Fund budget is $15.3 million, which reflects an additional $5.7 million net decrease during the biennial period. Resources for the biennial cycle continue to be lower than prior years due to contingent liabilities. The above Proposed General Fund budget for FY 2024-26 includes removal of eight General Fund projects totaling $2.9 million for FY 2024-25 and 12 projects (new and on-going) totaling $4.6 million in FY 2025-26. These projects were placed on a Held CIP projects list and are prioritized on the Unfunded List. As additional information and funding is released, pending the outcome of the contingent liabilities, staff would return to City Council and recommend that projects on the Held CIP project list be considered and approved prior to any other projects on the unfunded list. Considering the decrease in General Fund baseline funding, the limited number of projects recommended in the proposed budget continue to largely represent critical infrastructure needs and projects that cannot be deferred without compromising essential operations or public health and safety. More than ever, the General Fund allocation prioritizes ongoing infrastructure maintenance projects that keep our neighborhoods and open spaces clean and safe. As a result, alternative funding sources and capital financing solutions will need to be employed to provide additional resources for any future large projects.
Beginning in FY 2026-27, the forecast assumes that the $21 million General Fund allocation would resume. However, even if the $21 million General Fund allocation resumes, the City would still be faced with having to navigate the various challenges resulting from inflation, from having deferred replacements and maintenance over the past few years and from a Held Project list that may or may not be funded at a later time during the upcoming fiscal year, as well as a unfunded list that has grown exponentially.
In order to advance the implementation of the increasing number of unfunded projects and curtail the accelerated deterioration of city facilities and infrastructure, the City will have to continue its persistent pursuit of grant funds as well as consider new funding options such as a general obligation bond, which is a common tool for local government agencies and school districts to fund their capital improvement programs.
7.A.b
Packet Pg. 859 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
4 BUDGET SUMMARY BY FUND
The Citywide CIP Proposed Biennial Budget funds 73 capital projects across 22 Funds.
The total Proposed Budget is $91.8 million in FY 2024-25, and $102.7 million in FY 2025- 26, excluding internal services transfers.
CIP Budget Summary by Fund
The FY 2024-25 Proposed CIP Budget represents a decrease of $12.2 million or 11.7 percent compared to the FY 2023-24 Adopted CIP Budget of $104 million.
General Fund
The General Fund represents thirteen percent of the total CIP Budget over the biennial period. The FY2024-25 proposed General Fund budget is $13.0 million, which continues to reflect a net reduction of $8 million to the annual $21 million General Fund CIP allocation after City Hall East debt service and prior year CIP savings are factored into the total. In FY 2025-26, the proposed General Fund budget is $15.3 million, which reflects an additional $5.7 million net decrease during the biennial period. Resources for the biennial cycle continue to be lower than prior years due to contingent liabilities.
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
(01) General Fund 13,042,892 15,310,829 20,000,552 20,114,775 20,264,676 (10) Special Revenue 900,000 1,050,000 650,000 1,450,000 250,000 (11) Beach Fund 1,297,020 797,020 2,284,231 2,106,443 1,994,537 (12) Housing Authority 43,333 45,089 55,368 58,563 61,968 (16) Clean Beaches & Ocean Parcel Tax - Measure V 7,265,000 100,000 50,000 50,000 50,000 (18) SC AQMD 70,000 120,000 0 0 0
(19) Community Development Block Grant 1,000,000 950,000 0 0 0 (20) Miscellaneous Grants Fund 8,531,800 23,000,000 10,801,000 1,000,000 0 (26) Gas Tax Fund 3,500,000 2,000,000 2,000,000 2,000,000 2,000,000 (27) Local Return 7,000,000 6,960,000 4,125,000 3,800,000 3,800,000 (50) Water 19,652,031 21,421,250 22,119,906 27,705,496 24,761,212 (51) Wastewater 9,704,426 11,802,658 8,074,902 8,526,232 8,529,123 (52) Stormwater 0 4,300,000 300,000 300,000 300,000
(53) Pier 1,321,673 100,601 8,587,442 603,662 110,390
(54) Resource Recovery & Recycling 4,841,380 5,174,455 5,183,411 5,295,888 5,454,908 (57) Airport 16,145,486 8,646,219 9,332,028 1,933,240 2,767,672 (59) Cemetery 537,744 339,307 341,221 92,273 93,370
(60) Big Blue Bus 378,419 1,554,939 9,098,643 9,151,345 9,155,641 (70) Vehicle Replacement 6,108,733 10,560,688 8,243,443 9,896,407 7,622,138 (71) Computer Equipment Replacement 3,068,414 3,203,387 3,680,116 3,906,464 4,149,445 (74) Self Insurance 1,665,900 0 0 0 0
(75) Risk Management Admin 34,694 36,205 41,674 43,756 45,982 Total CIP Budget All Funds 106,108,945 117,472,647 114,968,937 98,034,543 91,411,063 Less Internal Services Transfers (14,282,482) (14,819,955) (15,619,485) (16,226,447) (16,641,610) Net Total CIP Budget All Funds 91,826,463 102,652,692 99,349,452 81,808,096 74,769,453 Fund BUDGET BUDGET PLAN
7.A.b
Packet Pg. 860 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
5 Non-General Funds
The non-General Funds included in the CIP budget can support their respective capital improvement budgets. These resources are mostly restricted and must fund projects within their fund. However, there are several infrastructure projects for the Pier and Beach outlined in the Unfunded Projects list that have been put on hold until additional resources are available to proceed with the projects.
FY 2024-26 CIP Budget by Fund (two-year total by percentages)
IMPACTS TO THE ONGOING OPERATING BUDGET
Capital projects that increase the number of facilities or expand existing infrastructure can impact ongoing operating costs for the City. The projects proposed in the FY2024- 26 biennial cycle do not request net new General Fund operating budget.
UNFUNDED PROJECTS
This biennial budget continues to focus the limited resources available on the highest City Council priorities and planning of the Airport Conversion Project. As a result, funding is not sufficient to address all deferred infrastructure improvements, equipment maintenance/replacement, price escalation on existing projects, and the addition of General Fund - 13%
Water, Wastewater and
Clean Beaches - 31%
Airport - 11%
Vehicle Replacement - 7%
Local Return + Gas Tax - 9%
All Others - 11%
Resource Recovery &
Recycling - 4%
Misc Grants - 14%
7.A.b
Packet Pg. 861 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROGRAM AND BUDGET OVERVIEW
6 new amenities desired by the community. Projects that were eliminated or reduced to help close the City’s funding gap resulting from the global COVID-19 crisis or did not receive funding due to very limited General Fund resources, are listed in the Unfunded Projects table. These projects are tracked for consideration in future funding cycles. In many cases, these are still high priority projects, however, they were deferred given the very limited resources and the fact that staff have yet to identify new funding sources.
To move them forward, City staff will need to explore opportunities to leverage future City funds with external grant funding opportunities or receive direction to look into new revenue sources.
The Unfunded Project table includes projects which were previously unfunded and some which were added to the unfunded list as part of the biennial FY 2024-26 Capital Improvement Program Budget process. These projects total $458 million.
CONTINUING PROJECTS
This budget document represents all projects that are recommended to receive new budget appropriations in FY 2024-25 and FY 2025-26, as well as a few projects that are in the budget plan for FY 2026-29. Due to the multi-year nature of capital projects and the fiscal best practice requiring that budget be allocated in the first year that a contract is awarded rather than on a projected cash flow basis, it is common for unspent budget to be “rolled over” from one fiscal year to another to allow for the completion of an approved project scope within contract and budget authority. Some projects that already received a budget allocation in FY 2023-24 or prior but are not yet complete may have unspent, approved budget rolled over into FY 2024-25. This will be determined after the current fiscal year closes, so these amounts are not included in the FY 2024-25 through FY 2028-29 capital plan. All active projects, regardless of the year of the initial budget appropriation, are reported on in the CIP Annual Report to Council, which is issued after the prior fiscal year closes and final expenditures are tallied.
7.A.b
Packet Pg. 862 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26
USER GUIDE TO PROJECT AND BUDGET DETAILS SECTIONS
The Project Detail section of this budget document outlines each CIP project that will receive a new budget appropriation during the Biennial Budget period of FY 2024-25 or FY 2025-26. It also includes some project amounts that are proposed as part of the Budget Plan period starting in FY 2026-27 or later, to reflect subsequent Biennial Budget period requests.
Detailed programmatic and financial information is provided for each CIP project.
Programmatic information includes project title, description, justification, estimated completion date, and images where possible. Financial information includes the total project budget for one-time projects, account numbers, the adopted budget for FY 2024-25 and FY 2025-26, and the budget planning numbers for FY 2026-27 through FY 2028-29.
The Project Detail section is organized by Department. Within each Departmental section, projects are listed in alphabetical order. Projects are often funded using more than one funding source; all funding sources and accounts are listed under each project’s detail.
The Budget Detail section presents a program-wide budget table organized by Fund. To view budget by Fund, readers can refer to the table in the Budget Details section that is organized by Fund.
Account numbers presented are the account numbers for the Tyler Munis Enterprise Resource System used in the City’s financial system. All CIP account numbers begin with “C” to designate capital projects. Internal Service transfers that reflect a contribution from a fund to citywide computer, telecommunications, or vehicle replacement CIPs begin with “I.”
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
USER GUIDE TO PROJECT AND BUDGET DETAIL SECTIONS
7 7.A.b
Packet Pg. 863 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Department of Transportation
The Department of Transportation (DOT) provides accessible connections to economic opportunity and leads the City’s vision for a non-auto-centric future, while also ensuring safe and reliable streets. The department is a resource for innovative, accessible, and sustainable mobility options. DOT combines Big Blue Bus (BBB) planning, operations and maintenance, traffic engineering, operations and maintenance, multi-modal transportation planning, programming and design, shared mobility and micromobility regulation, transportation permitting and parking operations/ management under one administration. DOT advances BBB’s regional transit service, the Mobility On-Demand Every Day (MODE) paratransit program, and the planning and implementation of Complete, Green Streets to include bus, bike, pedestrian, micromobility, and first-last mile options. DOT provides opportunities for community mobility and wellbeing as part of an active, accessible, congestion-relieving, multimodal transportation network.
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
8 - DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 864 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
9 Project #
C0911
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will improve safety and
operational efficiency of the Big Blue
Bus (BBB) transit system by installing
Automated Bus Lane Enforcement (ABLE) hardware, supported by cloud-hosted software, onto 10 buses. The system will video monitor bus lanes and bus stops for violations and generate evidence packages for citations. An ABLE system operates without operator intervention and generates evidence packages which include a short video clip of the violation event, precise location, and narrative details that can be used to generate citations. The video packages are then reviewed and vetted by Santa Monica Police Department Traffic Enforcement personnel.
Citations are processed by the City’s existing third-party vendor.
Project Justification
The Automated Bus Lane Enforcement (ABLE) Program will improve bus travel speeds and system safety by deterring illegal parking in bus-only lanes and bus stops and zones and allowing buses to move freely along the lanes and efficiently service bus stops.
Department of Transportation
AUTOMATED BUS LANE AND BUS STOP ENFORCEMENT (ABLE) PROGRAM Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6009110.689000 $260,156 $312,187 $312,187 $312,187 $312,187 Total 260,156 $312,187 $312,187 $312,187 $312,187
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 865 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
10 Project #
C0477
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will fund the replacement
of technology hardware and software
and upgrades and replacements for
Big Blue Bus. This project will include server/network maintenance and upgrades, computer replacements, and on-going lease payments on existing printers and copiers, on-going maintenance agreements for existing software, Traffic Signal Priority (TSP), conference room upgrades, WiFi upgrades, and additional projects as needed.
Project Justification
This project is necessary for ongoing improvements to address Big Blue Bus technology needs.
Department of Transportation
BBB INFORMATION TECHNOLOGY PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004770.689000 $ - $ - $1,079,349 $1,143,233 $1,157,464 Total $ - $ - $1,079,349 $1,143,233 $1,157,464
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 866 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
11 Project #
C0475
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds ongoing maintenance
for revenue vehicles such as rebuilding
engines, transmissions, differentials,
refurbishments, and including retrofitting to near-zero emission engines.
Project Justification
This preventative maintenance is required by the Federal Transit Administration and repair work is necessary to keep the bus fleet safe and functional and to avoid service interruptions.
Department of Transportation
BUS COMPONENTS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004750.689000 $ - $1,000,000 $6,372,133 $6,368,451 $6,509,481 Total $ - $1,000,000 $6,372,133 $6,368,451 $6,509,481
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 867 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
12 Project #
C0478
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds ongoing replacements
of and improvements to more than 1,000
bus stop shelters, benches, and signs
throughout Big Blue Bus’s service area.
Project Justification
This is necessary to provide clean, safe and ADA compliant bus stops for BBB customers.
Department of Transportation
BUS STOP AMENITIES
Fund Account FY 24-25 FY 25-26 FY 26-27 FY27-28 FY 28-29 Big Blue Bus C6004780.689000 $ - $ - $79,568 $81,955 $84,413 Total $ - $ - $79,568 $81,955 $84,413
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 868 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
13 Project #
C0903
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will refresh a limited number
of faded crosswalk, bikeway, and traffic/
striping markings citywide.
Project Justification
This project is necessary to maintain crosswalk and bikeway markings and traffic striping citywide. This project will ensure the safety of our roadway network by improving the visibility of bikeway and crosswalk markings and traffic striping.
Department of Transportation
CROSSWALK AND BIKEWAY PAVEMENT MARKINGS REFRESH
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Local Return
(Measure M) C2709030.689110 $150,000 $150,000 $150,000 $150,000 $150,000 Local Return (Prop C) C2709030.689130 $150,000 $150,000 $150,000 $150,000 $150,000 Total $300,000 $300,000 $300,000 $300,000 $300,000
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 869 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
14 Project #
C0747
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This ongoing project will continue to fund
applications and technologies available
to customers that will enhance the
customer experience, such as mobile ticketing, real-time trip planning, electronic wayfinding, and customer feedback and rating of service tools.
Project Justification
The faster boarding allows motor coach operators to continue their service route improving on-time performance, which facilitates regional connections for our customers and our communities.
Department of Transportation
CUSTOMER EXPERIENCE TECHNOLOGY ENHANCEMENTS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6007470.689000 $ - $ - $130,438 $103,307 $ - Total $ - $ - $130,438 $103,307 $ -
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 870 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
15 Project #
C0483
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds ongoing improvements
and renovations to BBB facilities,
including the Fuel and Wash Facility,
Administration Building and Maintenance Building. Improvements include building repairs, seismic retrofitting , carpeting, lighting, HVAC, plumbing and painting to the BBB campus.
Project Justification
Maintaining of BBB facilities, system-wide bus stops, yard improvements, and purchasing of necessary shop equipment is essential to delivery of reliable bus service.
Department of Transportation
FACILITIES UPGRADES AND RENOVATIONS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004830.689000 $ - $ - $569,737 $586,829 $633,999 Total $ - $ - $569,737 $586,829 $633,999
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 871 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
16 Project #
C0868
Target Completion Date
FY 2028-29
Total Project Budget
$649,349
Project Description
This project will fund the procurement,
implementation, and maintenance of a
fleet asset management system. Staff
is currently using Trapeze EAM system. The system will need to be upgraded or replaced. This project will evaluate the cost effectiveness of upgraded and extending the current agreement or procuring a new system. The current system manages more than 200 revenue and non-revenue generating vehices.
Project Justification
The current software manages fleet information for the BBB fleet which includes both revenue and service vehicles and manages parts inventory information. A new fleet management software is needed to streamline preventive maintenance schedules, manage the parts inventory, and standardize workflow.
Department of Transportation
FLEET ASSET MANAGEMENT SYSTEM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6008680.689000 $ - $ - $122,490 $128,614 $135,045 Total $ - $ - $122,490 $128,614 $135,045
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 872 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
17 Project #
C0489
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This ongoing project maintains all City
parking structures and parking lots at
a standard or baseline level of repair,
including items such as safety signage replacement, minor collision repair, bollard replacement, painting, restriping of drive lane lines, spalling of concrete repairs, light fixture replacement, elevator repairs, and other projects as- needed to keep the facilities in a good state of repair.
Project Justification
This request addresses the ongoing scheduled preventive maintenance and repair of parking structure components exposed to weather, vandalism, and high usage in uncontrolled environments. Stepped up maintenance will prevent preliminary problems from becoming more severe. Many of the repairs are due to normal wear and tear but tampering and minor vandalism (graffiti and stickers) play an unfortunate role in the maintenance, which ultimately makes it difficult to maintain a good state of repair.
Department of Transportation
MAINTENANCE FOR PARKING STRUCTURES AND LOTS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104890.689000 $350,000 $350,000 $450,000 $450,000 $450,000 Total $350,000 $350,000 $450,000 $450,000 $450,000
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 873 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
18 Project #
C0474
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This funding is for the ongoing lease payments and repair of Big Blue Bus radio tower equipment.
Project Justification
The radio tower infrastructure is critical to the department’s operations as it provides real-time GPS tracking of the department’s fixed route revenue vehicles.
Department of Transportation
RADIO TOWER EQUIPMENT
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004740.689000 $ - $120,000 $122,000 $110,000 $ - Total $ - $120,000 $122,000 $110,000 $ -
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 874 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
19 Project #
C0482
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds the replacement of various shop equipment including refrigerant, recovery and/or recycle equipment, plasma cutter, drill/milling machine for body panels, hydraulic metal shear, metal roller, body shop vacuum cleaner, steam cleaner, etc.
Project Justification
Replacing deteriorating shop equipment is necessary to support effective ongoing maintenance work.
Department of Transportation
SHOP EQUIPMENT
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004820.689000 $ - $ - $100,000 $100,000 $100,000 Total $ - $ - $100,000 $100,000 $100,000
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 875 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
20 Project #
C0837
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will begin to implement
the preventative maintenance plan
for the City’s traffic signal network of
190 signalized intersections as identified in the 2023 Traffic Signal System Master Plan. The plan includes deferred and upcoming maintenance needs over the next 5 years. This project would begin to address this ongoing need to ensure that our traffic signal network is safe, reliable, and meets community expectations.
Project Justification
This project is necessary for traffic signal equipment preventative maintenance needs as identified in the 2023 Traffic Signal System Master Plan. This project will upgrade traffic signal equipment as needed and allow for a faster response time to traffic signal maintenance such as signal pole and controller cabinet knockdowns, wiring malfunctions, decay due to aging infrastructure, and vehicle and bike detection malfunctions.
Department of Transportation
TRAFFIC SIGNAL MAINTENANCE
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108370.689000 $300,000 $300,000 $300,000 $300,000 $300,000 Total $300,000 $300,000 $300,000 $300,000 $300,000
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 876 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
21 Project #
C0818
Target Completion Date
FY 2024-25
Total Project Budget
$7,019,715
Project Description
The Wilshire Transportation Safety
Project will install transportation safety
improvements at seven high crash
intersection locations on Wilshire Blvd. The Wilshire Blvd Safety Study identified these locations based on community input, adjacency to schools and parks, and amount of crash incidents. The project will reduce crashes, significantly enhance crossing conditions for people walking, and improve connections to bus service. The additional available grant funding will ensure project scope is completed.
Project Justification
This project is key in advancing Santa Monica’s Vision Zero Action Plan and Pedestrian Action Plan goal of reducing the occurrence of fatal and severe traffic related injuries. The City’s Vision Zero Traffic Safety Analysis identified Wilshire Blvd as a priority corridor for road safety improvements as multiple intersections rank in the top ten citywide for the amount of fatal and severe injuries.
The Wilshire Blvd Safety Study gathered extensive community input and evaluated crash data and identified seven priority locations for safety improvements.
Department of Transportation
WILSHIRE ACTIVE TRANSPORTATION SAFETY PROJECT
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Miscellaneous Grants
(ATP) C2008180.689250 $4,765,000 $ - $ - $ - $ -
Total $4,765,000 $ - $ - $ - $ -
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 877 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
22 Project #
C0476
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project would fund improvements including re-striping, paving, fencing, landscaping, and yard improvements at the Big Blue Bus (BBB) yard at 1660 7th Street. This project will also allow for resealing of concrete joints in the bus yard and restriping of the campus yard.
Project Justification
This funding is necessary to maintain a clean and safe bus yard.
Department of Transportation
YARD IMPROVEMENTS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Big Blue Bus C6004760.689000 $ - $ - $60,000 $60,000 $60,000 Total $ - $ - $60,000 $60,000 $60,000
- DEPARTMENT OF TRANSPORATATION
7.A.b
Packet Pg. 878 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
23 - FINANCE
Finance
The mission of the Finance Department is to provide sound business, financial and risk management support to internal and external customers, ensuring continuation of public services to the residents, visitors, and businesses of Santa Monica through the protection of financial resources.
7.A.b
Packet Pg. 879 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
24 Project #
C0896
Target Completion Date
FY 2026-27
Total Project Budget
$150,000
Project Description
This project will replace or upgrade the existing taxation and regulatory permit software systems used to collect and secure the City’s General Fund revenues which support essential City services. The technology solution will optimize the administration of the Business License Tax (BLT) Program and add other significant City tax revenue streams including but not limited to Transient Occupancy Tax (TOT), Parking Facility Tax (PFT), and Utility User Tax (UUT).
Project Justification
This project is necessary as the ability to collect taxes is central to the City’s capacity to fund critical services and infrastructure.
Finance
BUSINESS LICENSE TAX, MISCELLANEOUS TAXES AND PERMITTING SOFTWARE Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108960.689000 $ - $150,000 $ - $ - $ -
Total $ - $150,000 $ - $ - $ -
- FINANCE
7.A.b
Packet Pg. 880 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
25 Project #
C0794
Target Completion Date
FY 2025-26
Total Project Budget
$3,357,900
Project Description
This project funds the OSHA compliant Fall Protection Plan which includes construction of physical barriers, installation of fall protection systems, and miscellaneous other engineering solutions to ensure safety for all maintenance staff. This plan ensures that all employees who work on the rooftop of any City facility have access to the proper equipment and training and that the proper engineering controls are in place to ensure their safety while conducting such maintenance tasks.
Project Justification
As part of the City’s pursuit of a Cal-OSHA compliant Fall Protection Plan, an evaluation was completed of the City’s most critical tasks and structures. The deficiencies found have limited essential tasks on City buildings including but not limited to drain cleaning, HVAC service, electrical work close to the edge, debris removal, and leak repair.
Finance
ROOFTOP FALL PROTECTION AND ACCESS RETROFITS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Self-Insurance Fund
(Risk Management) C7407940.689000 $1,665,900 $ - $ - $ - $ - Total $1,665,900 $ - $ - $ - $ -
- FINANCE
7.A.b
Packet Pg. 881 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
26 - FIRE
Fire
We believe in making a difference every day. We help people by preserving and improving the safety, health, and wellbeing of our community. We provide collaborative and innovative fire protection, emergency medical care, and life safety services. We are committed to service that honors our core values of Integrity, Compassion, Teamwork, Accountability, and Trust.
7.A.b
Packet Pg. 882 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
27 Project #
C0456
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project provides funds for the
ongoing scheduled replacement for Fire
Department vehicles and apparatus.
Vehicles are replaced according to an established vehicle replacement schedule, and the Fire Department Apparatus Replacement Plan. Funding in FY 2027-28 is for the replacement of a Rescue Utility Vehicle and funding in FY 2028-29 is for the replacement of Fire Engines 1, 2, 3, and
6. Project Justification
The vehicle replacement schedule is based on national standards, best practices, historical experience, and a maintenance to acquisition ratio. The useful frontline usage for a fire engine and ladder truck is currently ten years, and then the fire engines and truck are placed into reserve for an additional seven to ten years bringing their total lifespan to seventeen to twenty years. Emergency responders need reliable apparatus to perform their life saving duties.
Fire
FIRE APPARATUS REPLACEMENT
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104560.689000 $ - $ - $ - $900,000 $4,000,000 Total $ - $ - $ - $900,000 $4,000,000
- FIRE
7.A.b
Packet Pg. 883 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
28 - INFORMATION SERVICES
Information Services
The mission of the Information Services Department is to leverage technology in support of responsive City services and an exceptional digital experience for the people of Santa Monica. Through technology we empower people, connect community, and craft solutions to support a digitally literate City that works for everyone.
7.A.b
Packet Pg. 884 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
29 - INFORMATION SERVICES
Project #
C0003
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Computer Equipment Replacement Program (CERP) ensures that computer equipment and technology resources used by City staff meet City standards and are up to date. Computer equipment and resources include servers, desktop computers, laptops/tablets, printers, network equipment and enterprise software. Computer equipment and resources have a four-to-five-year life cycle and are replaced on an ongoing basis using these funds. This project is funded through internal service contributions from other funds that need computer equipment replacement services.
Project Justification
Replacing computer equipment on a scheduled basis is necessary to keep up with improvements in technology and maintain a reliable computer and network environment. Effective computer resources allows all staff to work efficiently support all City projects and programs.
Information Services
COMPUTER EQUIPMENT REPLACEMENT PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Information Technology Fund C7100030.689000 $2,343,576 $2,456,856 $2,911,241 $3,114,575 $3,333,853 Total $2,343,576 $2,456,856 $2,911,241 $3,114,575 $3,333,853
7.A.b
Packet Pg. 885 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
30 - INFORMATION SERVICES
Annual internal service contributions from other funds to the Computer Equipment Replacement Fund for current and future computer replacements are as follows:
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund I0100030.689000 $2,081,678 $2,181,382 $2,586,819 $2,766,902 $2,961,064 Beach Fund I1100030.689000 $31,727 $33,647 $39,178 $42,189 $45,455 Housing Fund I1200030.689000 $30,291 $31,510 $37,634 $40,065 $42,671 Water Fund I5000030.689000 $64,908 $68,169 $80,474 $86,169 $92,316 Wastewater Fund I5100030.689000 $11,685 $12,359 $14,468 $15,559 $16,741 Pier Fund I5300030.689000 $7,122 $7,472 $8,883 $9,514 $10,195 Resource, Recovery, and
Recycling Fund I5400030.689000 $41,327 $43,945 $50,928 $54,920 $59,256 Airport Fund I5700030.689000 $23,058 $24,297 $28,393 $30,436 $32,644 Cemetery Fund I5900030.689000 $8,272 $8,669 $10,303 $11,025 $11,804 Vehicle Management
Fund I7000030.689000 $26,573 $27,618 $33,213 $35,373 $37,691 Risk Management Admin
Fund I7500030.689000 $16,935 $17,788 $20,948 $22,423 $24,016 Total $2,343,576 $2,456,856 $2,911,241 $3,114,575 $3,333,853
7.A.b
Packet Pg. 886 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
31 Project #
C0890
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will update, replace, and
expand the City’s information security
infrastructure and tools to stay ahead
of the ever changing cybersecurity threat landscape. The City’s Security Information and Event Management (SIEM) system has reached its end-of-life and needs to be updated or replaced.
New tools are also needed meet new regulatory requirements and to further secure the City’s data and infrastructure.
Project Justification
This project is necessary to improving the City’s information security program and the underlying technologies assists in keeping the City’s infrastructure, data, and reputation secure.
Information Services
CYBERSECURITY AND RESILIENCE
- INFORMATION SERVICES
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108900.689000 $501,625 $526,710 $800,045 $840,051 $882,053 Beach Fund C1108900.689000 $7,645 $8,028 $12,194 $12,803 $13,443 Housing Fund C1208900.689000 $7,299 $7,664 $11,642 $12,224 $12,835 Water Fund C5008900.689000 $15,641 $16,423 $24,946 $26,193 $27,503 Wastewater Fund C5108900.689000 $2,816 $2,957 $4,491 $4,715 $4,951 Pier Fund C5308900.689000 $1,716 $1,802 $2,737 $2,874 $3,018 Resource, Recovery, and
Recycling Fund C5408900.689000 $9,963 $10,457 $15,883 $16,677 $17,511 Airport Fund C5708900.689000 $5,556 $5,834 $8,862 $9,305 $9,770 Cemetery Fund C5908900.689000 $1,993 $2,093 $3,179 $3,338 $3,505 Big Blue Bus Fund C6008900.689000 $47,358 $49,724 $75,528 $79,304 $83,269 Vehicle Management
Fund C7008900.689000 $6,403 $6,724 $10,213 $10,723 $11,260 Risk Management Fund C7508900.689000 $4,081 $4,285 $6,509 $6,834 $7,176 Total $612,096 $642,701 $976,229 $1,025,041 $1,076,294
7.A.b
Packet Pg. 887 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
32 Project #
C0891
Target Completion Date
FY 2025-26
Total Project Budget
$307,629
Project Description
This project will update and replace
the Facilities Maintenance Division’s
maintenance management software.
The maintenance management software is a comprehensive work order management, preventive maintenance scheduling, and parts inventory solution for the maintenance of City facilities. The current system is outdated and has been deemed obsolete.
Project Justification
This project is necessary to upgrade or replace the current maintenance management system to improve functionality and analytical capabilities to keep City facilities in a state of good repair.
Information Services
FACILITIES MAINTENANCE MANAGEMENT SYSTEM REPLACEMENT
- INFORMATION SERVICES
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108910.689000 $207,629 $100,000 $ - $ - $ - Total $207,629 $100,000 $ - $ - $ -
7.A.b
Packet Pg. 888 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
33 Project #
C0895
Target Completion Date
FY 2025-26
Total Project Budget
$600,000
Project Description
This project will identify, procure, and
implement a modern technology solution
that will deliver a highly flexible and
configurable system to support the City’s diverse permitting and land management needs.
Project Justification
This project is necessary to provide an improved customer experience for the public and City staff. The City’s current permitting, land management, and plan review systems are outdated, inefficient, and not user friendly for both the public and internal City staff. The new system will create efficiencies by accommodating various permits currently issued by multiple departments and will better manage and process workflows.
Information Services
PERMITTING SYSTEM
- INFORMATION SERVICES
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108950.689000 $ - $400,000 $ - $ - $ -
Clean Beaches Fund C1608950.689000 $ - $50,000 $ - $ - $ - Water Fund C5008950.689000 $ - $50,000 $ - $ - $ -
Wastewater Fund C5108950.689000 $ - $50,000 $ - $ - $ - Resource Recovery &
Recycling Fund C5408950.689000 $ - $50,000 $ - $ - $ -
Total $ - $600,000 $ - $ - $ -
7.A.b
Packet Pg. 889 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
34 Project #
C0002
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds ongoing operational
costs for voice and data services that
support all City projects and programs.
This project is funded through internal service contributions from other funds that need telecommunication services.
Project Justification
These funds are essential for funding the ongoing operational costs for voice and data services that support all City projects and programs.
Information Services
TELECOMMUNICATION SERVICES
- INFORMATION SERVICES
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Information Technology Fund C7100020.689000 $724,838 $746,531 $768,875 $791,889 $815,592 Total $724,838 $746,531 $768,875 $791,889 $815,592
7.A.b
Packet Pg. 890 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
35 - INFORMATION SERVICES
Annual internal service contributions from other funds to the Telecommunication Service Fund for current and future telecommunications services are as follows:
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund I0100020.689000 $488,243 $502,856 $517,907 $533,408 $549,374 Beach Fund I1100020.689000 $9,577 $9,863 $10,159 $10,463 $10,776 Housing Fund I1200020.689000 $5,743 $5,915 $6,092 $6,274 $6,462 Water Fund I5000020.689000 $57,772 $59,501 $61,282 $63,116 $65,005 Wastewater Fund I5100020.689000 $19,325 $19,903 $20,499 $21,113 $21,745 Pier Fund I5300020.689000 $14,068 $14,489 $14,922 $15,369 $15,829 Resource, Recovery, and
Recycling Fund I5400020.689000 $10,039 $10,339 $10,649 $10,967 $11,296 Airport Fund I5700020.689000 $22,672 $23,350 $24,049 $24,769 $25,510 Cemetery Fund I5900020.689000 $4,279 $4,407 $4,539 $4,675 $4,815 Vehicle Management
Fund I6000020.689000 $70,905 $73,028 $75,213 $77,465 $79,783 Risk Management Admin
Fund I7000020.689000 $13,337 $13,736 $14,147 $14,571 $15,007 Total $724,838 $746,531 $768,875 $791,889 $815,592
7.A.b
Packet Pg. 891 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
36 - POLICE
Police
We are dedicated to safeguarding our community by improving quality of life and upholding public trust. We endeavor to be law enforcement’s benchmark for excellence as we seek to eliminate crime and social disorder in collaboration with our community partners.
7.A.b
Packet Pg. 892 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
37 Project #
C0830
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds an assessment of
the City’s closed-circuit television
(CCTV) system and establish an
ongoing replacement fund for repair or replacement or of the CCTV cameras that are no longer functional.
Project Justification
The funding will ensure that there is sufficient funding available when the equipment is ready to be replaced. The existing cameras are now ten years old, and a large portion of the equipment has fallen into disrepair due to lack of replacement parts for the antiquated technology.
Police
CCTV SECURITY CAMERA REPLACEMENT PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108300.689000 $ - $ - $300,000 $350,000 $350,000 Total $ - $ - $300,000 $350,000 $350,000
- POLICE
7.A.b
Packet Pg. 893 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
38 - PUBLIC WORKS
Public Works
The mission of the Public Works Department is to protect and enrich the quality of life in the City through the sustainable maintenance, management, and enhancement of resources and public infrastructure.
7.A.b
Packet Pg. 894 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
39 Project #
C0882
Target Completion Date
FY 2025-26
Total Project Budget
$1,350,000
Project Description
This project will fund Phase 2
development of the 2018 19th Street
parcel so that it may be utilized as an
amenity by residents as a community garden. Phase I development of the 2018 19th Street parcel involved grading and preparing the land for general accessibility before installing a community garden aspect in Phase II. Phase II includes the necessary infrastructure to support a community garden including raised garden beds, shed, compost bins, seating, lighting and signage.
Project Justification
The City purchased the 2018 19th Street parcel from the Housing Fund in FY 2019-20, using a mix of CDBG and General Funds. The use of CDBG funds obligates the City to follow through on it’s commitment to develop the space into a neighborhood serving amenity. Phase I of the project prepared the site and Phase II provides the necessary infrastructure to support a community garden. Currently, the lot remains unused and fenced. Preliminary community engagement, which began prior to the pandemic, paused when the City lost park planning staff. The Recreation and Parks Commission has indicated a desire to develop an open space and community garden. Once developed, this space will provide a valuable amenity to the Pico Neighborhood community.
Public Works
19TH STREET OPEN SPACE PROJECT - PHASE II
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 CDBG Fund C1908820.689000 $500,000 $350,000 $ - $ - $ - Total $500,000 $350,000 $ - $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 895 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
40 Project #
C0471
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This is an ongoing pavement
maintenance program designed to
ensure safety and integrity of the existing
infrastructure within the aircraft operations area to meet Federal Aviation Administration (FAA) standards.
Project Justification
The consent decree of January 2017 requires that the City maintain the infrastructure of the Air Operations Areas (AOA) of the airport for the safe operation of aircraft.
Public Works
AIRFIELD PAVEMENT MAINTENANCE
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Airport Fund C5704710.689000 $2,000,000 $600,000 $ - $ - $ - Total $2,000,000 $600,000 $ - $ - $ -
7.A.b
Packet Pg. 896 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
41 Project #
C0469
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project is to address the deficiencies
of the City-owned buildings at the
Airport resulting from previous deferred
maintenance, and to address the needs of tenant-occupied City properties that recently reverted to City management.
Project Justification
Seventy percent of total Airport revenue is derived from leases. Addressing facilities issues in a timely manner is critical to garnering lease revenues that maintain the Airport’s fiscal health.
Public Works
AIRPORT BUILDING / FACILITY REFURBISHMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Airport Fund C5704690.689000 $9,328,000 $6,491,000 $7,729,024 $280,667 $280,667 Total $9,328,000 $6,491,000 $7,729,024 $280,667 $280,667
7.A.b
Packet Pg. 897 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
42 Project #
C0828
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds the first step towards
defining the future of the airport property
by engaging the community in exploring
the entire airport land’s potential to enhance the viability of urban communities and connect with local and regional populations through improved land use strategies, circulation improvements, and recreational offerings including the creation of a “great park” that was approved in concept by voters in 2014. The project scope includes the creation of a planning framework spelling out the steps and timeline required for a successful public process. The development of the framework will be supported by community engagement, market and economic analysis that contend with planning alternatives built around land use, design scale, transportation and connectivity, and sustainable policy and governance. These efforts will then lead into the development of a specific plan for the area that focuses on the established vision, land use and zoning creation, required infrastructure improvements, and an implementation plan.
Project Justification
With local control of the airport set to arrive in 2029, and a planning and community outreach process set to begin in Spring 2024 to determine the future preferred scenario for the land(centered around a “Great Park”), it is imperative to move forward. To realize the vision set forth by the current process the City will need to undertake an EIR / CEQA process, create a Specific Plan, update the General Plan, and other regulatory frameworks so that the vision is memorialized and implementable. This CIP request is to fund the future of the Santa Monica Airport for generations to come.
Public Works
AIRPORT CONVERSION PLANNING
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108280.689000 $100,000 $1,000,000 $3,000,000 $ - $ - Total $100,000 $1,000,000 $3,000,000 $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 898 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
43 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Airport Fund C5704680.689000 $3,000,000 $ - $ - $ - $ - Total $3,000,000 $ - $ - $ - $ -
Project #
C0468
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project provides an environmental
reserve fund for investigation activities
to identify and quantify contamination
that may be present at the Santa Monica Airport from aviation related industrial activities at the site. The investigative activities include developing a comprehensive Site Conceptual Model, Site Assessment Work Plan, and implementation of the Site Assessment Work Plan (e.g., installing monitoring wells and conducting soil vapor testing) associated with the Santa Monica Airport and provide a basis for establishing necessary remediation efforts.
Project Justification
Due to historical aviation related industrial activities at the Santa Monica Airport, soil and groundwater contamination may be present and need to be remediated. A comprehensive investigative effort is needed to identify and quantify all contamination that may be present at the Santa Monica Airport before remediation actions, effort, and timeline can be established.
Public Works
AIRPORT ENVIRONMENTAL
- PUBLIC WORKS
7.A.b
Packet Pg. 899 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
44 Project #
C0470
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This is an ongoing project that will
complete pavement maintenance and
other work required to maintain the
eleven public parking lots on Airport property. In addition, it will provide for possible installation of EV stations for public use and may install entry gates in some parking areas.
Project Justification
This ongoing pavement maintenance project will ensure the safety and integrity of the Airport’s common-use vehicle parking lots. If EV stations are installed for public use, it will increase the community’s access to alternative energy for sustainable vehicles. Entry gates will aid in the tenant and event parking management.
Public Works
AIRPORT PARKING LOT MAINTENANCE
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Airport Fund C5704700.689000 $1,570,000 $1,102,000 $1,440,600 $1,487,000 $2,318,000 Total $1,570,000 $1,102,000 $1,440,600 $1,487,000 $2,318,000 - PUBLIC WORKS
7.A.b
Packet Pg. 900 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
45 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Airport Fund C5705440.689000 $100,000 $300,000 $ - $ - $ - Total $100,000 $300,000 $ - $ - $ -
Project #
C0544
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will enhance Santa Monica
Airport Security by implementing
recommendations provided by an
Airport security consultant. This will include but not be limited to upgrades to airport’s perimeter security including the fencing, access control, cameras, additional lighting and supporting infrastructure.
Project Justification
This project is necessary to address safety concerns at the Santa Monica Airport’s perimeter fence line, multiple parking lots, and areas around the multiple buildings in the Santa Monica Airport Campus.
Public Works
AIRPORT SECURITY ENHANCEMENT PROJECT
- PUBLIC WORKS
7.A.b
Packet Pg. 901 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
46 Project #
C0461
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This ongoing maintenance project is used
to help address the backlog of failed
alleys with full alley rehabilitation (grind
and replacement), while continuing efforts to address moderately degraded alleys with spot repairs, overlay, and slurry-seal to extend the useful life and reduce maintenance costs in future years.
Project Justification
This project repairs and maintains critical infrastructure by addressing failed alleys while continuing to preserve alleys that have not yet reached a high level of disrepair.
Public Works
ALLEY RENEWAL PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104610.689000 $ - $500,000 $500,000 $500,000 $500,000 Total $ - $500,000 $500,000 $500,000 $500,000
- PUBLIC WORKS
7.A.b
Packet Pg. 902 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
47 Project #
C0460
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Annual Paving and Sidewalk Repair
Program provides ongoing upgrades
and repair to streets, sidewalks, curbs,
gutters, curb ramps, bus pads, traffic striping, and other related surface features in the public right of way. Roadway striping, including but not limited to, crosswalks, bike lanes and markings, longitudinal striping, and STOP markings are also upgraded under this project.
Project Justification
Ongoing street and sidewalk maintenance promotes health and safety by removing pedestrian tripping hazards, constructing accessible facilities such as curb ramps, reducing traffic congestion and accidents by providing adequately paved and striped streets, and promoting alternative transportation options such as walking and bicycles rather than cars.
Public Works
ANNUAL PAVING AND SIDEWALK REPAIR PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104600.689000 $ - $250,000 $ - $ - $ -
Gas Tax Fund C2604600.689610 $3,500,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 Water Fund C5004600.689000 $250,000 $250,000 $250,000 $250,000 $250,000 Wastewater Fund C5104600.689000 $250,000 $250,000 $250,000 $250,000 $250,000 Local Return (Measure R) C2704600.689120 $ - $1,500,000 $1,500,000 $1,500,000 $1,500,000 Local Return (Measure M) C2704600.689110 $800,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 Local Return (Prop C) C2704600.689130 $900,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 Total $1,700,000 $6,250,000 $6,000,000 $6,000,000 $6,000,000
7.A.b
Packet Pg. 903 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
48 Project #
C0904
Target Completion Date
FY 2029-30
Total Project Budget
$20,800,000
Project Description
This project includes the design and
construction for the replacement of the
main operations building used to monitor
and control treatment processes at the Arcadia Water Treatment Plant. It will be a 15,000 square foot facility which replaces several out buildings and co-locates all operations into one facility.
Project Justification
The existing operations control building and laboratory is approaching the end of its asset life as it was originally constructed in the 1960s. A new operations building that houses the control system, water quality laboratory, and operation staff is needed to support local water production at the Arcadia Water Treatment Plant.
Public Works
ARCADIA WATER TREATMENT PLANT OPERATIONS BUILDING REPLACEMENT Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5009040.689000 $1,000,000 $1,000,000 $800,000 $9,000,000 $9,000,000 Total $1,000,000 $1,000,000 $800,000 $9,000,000 $9,000,000 - PUBLIC WORKS
7.A.b
Packet Pg. 904 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
49 Project #
C0910
Target Completion Date
FY 2024-25
Total Project Budget
$200,000
Project Description
This project will fund the replacement or
upgrade of the cemetery and mortuary
software system.
Project Justification
Woodlawn’s cemetery and mortuary software system is out of date and needs to be updated.
Upgrades are needed to ensure that all accounting items can be processed, mapping is available and accurate, contracts can be managed, work orders can be tracked, and that the system meets ISD’s security requirements.
Public Works
CEMETERY AND MORTUARY SOFTWARE UPGRADE
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Cemetery Fund C5909100.689000 $200,000 $ - $ - $ - $ -
Total $200,000 $ - $ - $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 905 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
50 Project #
C0879
Target Completion Date
FY 2024-25
Total Project Budget
$1,750,000
Project Description
This project will relocate and construct a new bulk material storage, decant area, laydown, and equipment storage at the City Yards to support operations in the Water Resources Division.
Project Justification
Relocating the Water Resources Division’s bulk material storage, decant location, and laydown area will minimize noise and aesthetic impacts to nearby residents during nighttime hours when construction crews need to access the location to perform emergency repairs (e.g., water main breaks or sewer overflows). Having a permanent storage area and decant facility will improve operations and ensure regulatory compliance with disposal of spoils and decant waste.
Public Works
CITY YARDS IMPROVEMENTS - WATER RESOURCES DIVISION
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Wastewater Fund C5108790.689000 $700,000 $ - $ - $ - $ - Total $700,000 $ - $ - $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 906 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
51 Project #
C0458
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Facilities Renewal Program funds a broad variety of renovation, deferred maintenance, emergency repairs, and upgrade projects at City facilities (e.g. construction / remodels, carpentry, electrical, HVAC, paint & plumbing). The program also acts as a reserve to fund emergency/unanticipated repairs that occur during the year.
The highest priority projects that the program plans to complete with the funding are:
• Immediate Needs as identified in the Fire Facilities Condition Assessment Report, Library Facilities Condition Assessment Report, and the Park Condition Assessment - Facilities Only Draft Report.
• Critical Roof Replacement Projects
• Critical HVAC Replacement Projects
• Critical Plumbing Repair Projects The program also acts as a reserve to fund emergency / unanticipated repairs that occur during the year. ($250,000 each year) Project Justification
The Facilities Renewal CIP supports community/Council priorities of capital needs & infrastructure by providing for the maintenance of City facilities in a manner that maximizes the lifespan of City facilities, lowers operational costs, promotes green building practices, & provides flexibility for staff to respond to unplanned/emergency situations. Failing to adequately invest in maintenance will lead to greater future costs in the form of accelerated building & equipment replacement schedules.
Public Works
CITYWIDE FACILITIES RENEWAL PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104580.689000 $2,000,000 $2,000,000 $2,500,000 $2,500,000 $2,500,000 Total $2,000,000 $2,000,000 $2,500,000 $2,500,000 $2,500,000 - PUBLIC WORKS
7.A.b
Packet Pg. 907 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
52 Project #
C0804
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will fund software for the management of construction projects within the Engineering and Architecture Divisions. This software helps to organize project emails, requests for information, submittals, meetings, schedules, photos, plans, specifications, inspections, incidents, observations, punch list items, daily logs, and project quantity tracking.
Project Justification
Project management is a key element for ensuring projects are completed on time and within available budget. The Architecture and Engineering and Street Services Divisions have anywhere from 40 to 60 active construction projects and the construction costs of these projects far exceed $100 million at any given time. Each of these projects creates hundreds of files that must be organized, distributed, and available to the City staff, contractors, consultants, and other entities associated with a project. Construction software helps provide a central hub where all entities can easily access information.
Public Works
CONSTRUCTION MANAGEMENT SOFTWARE
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108040.689000 $50,000 $50,000 $50,000 $50,000 $50,000 Water Fund C5008040.689000 $10,000 $10,000 $10,000 $ - $ - Total $60,000 $60,000 $60,000 $50,000 $50,000
7.A.b
Packet Pg. 908 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
53 Project #
C0913
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will seal all existing streetlight pull boxes by using a strong epoxy to secure the lid closed and prevent unauthorized access to the wiring inside the pull boxes. The project will also replace a small number of broken pull box lids and replace pull boxes that are damaged beyond repair.
Project Justification
To help protect public safety infrastructure, it is crucial to eliminate unauthorized tampering at the primary access point for copper wire theft. Sealing the pull boxes closed will prevent unwanted access at these points. Theft of copper wiring not only requires the replacement of the missing wiring, but can cause damage to internal conduits which affects the entire streetlighting system. The public streetlighting infrastructure also supports the public EV charging system which taps into existing streetlight cabinets. Damage to the streetlight wiring system can impact the City’s ability to provide reliable, public places to charge electric vehicles.
Public Works
COPPER WIRE PROTECTION PROGRAM
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0109130.689000 $95,000 $500,000 $1,000,000 $1,200,000 $800,000 Total $95,000 $500,000 $1,000,000 $1,200,000 $800,000
- PUBLIC WORKS
7.A.b
Packet Pg. 909 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
54 Project #
C0892
Target Completion Date
FY 2025-26
Total Project Budget
$120,004
Project Description
This project will address repairs needed
and additional installations required for
the continued effective use of the Fleet
Maintenance building.
Project Justification
This project is necessary to repair the Fleet Maintenance building shop floors (cracked concrete causing maintenance bays to be put out of service) and roof damage. The project will also improve the office areas in the Fleet building by reconfiguring inefficient cubicles and office spaces and improve the common area space to maximize staff efficiency and improve working conditions. This project will also address employee safety and security issues on the west end of the building (e.g. access control).
Public Works
FLEET BUILDING TENANT IMPROVEMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108920.689000 $ - $92,064 $ - $ - $ -
Beach Fund C1108920.689000 $ - $1,875 $ - $ - $ -
Water Fund C5008920.689000 $ - $6,375 $ - $ - $ -
Wastewater Fund C5108920.689000 $ - $4,125 $ - $ - $ -
Pier Fund C5308920.689000 $ - $938 $ - $ - $ -
Resource, Recovery, and
Recycling Fund C5408920.689000 $ - $12,563 $ - $ - $ -
Aiport Fund C5708920.689000 $ - $938 $ - $ - $ -
Cemetery Fund C5908920.689000 $ - $938 $ - $ - $ -
Risk Management Fund C7508920.689000 $ - $188 $ - $ - $ - Total $ - $120,004 $ - $ - $ -
7.A.b
Packet Pg. 910 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
55 - PUBLIC WORKS
Project #
C0900
Target Completion Date
FY 2025-26
Total Project Budget
$2,246,800
Project Description
The project will design and construct
groundwater recharge well SM-11i
to replenish the City’s groundwater
aquifers. The groundwater recharge well will utilize advanced treated recycled water from the City’s Sustainable Water Infrastructure Project (SWIP) for recharge and to aid in the sustainable management of the groundwater aquifers. The groundwater recharge well will include a concrete pad, mechanical equipment, electrical equipment, and fencing.
Project Justification
As part of the City’s overall goal to be water self-sufficient and reduce reliance on imported water supplies, the SWIP provides a drought resilient water supply that will be used to recharge local groundwater aquifers to aid in maintaining the sustainable yield in the local groundwater aquifer. The recharge well will be used to inject advanced treated recycled water from SWIP into the Olympic Well Field, the City’s 2nd largest groundwater aquifer that provides up to 3,100 acrefeet per year of local groundwater for the City’s water supply.
Public Works
GROUNDWATER RECHARGE WELL SM-11I
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Miscellaneous Grants C2009000.689000 $2,246,800 $ - $ - $ - $ - Total $2,246,800 $ - $ - $ - $ -
7.A.b
Packet Pg. 911 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
56 Project #
C0857
Target Completion Date
FY 2026-27
Total Project Budget
$7,100,000
Project Description
This project funds the design and
construction of the groundwater
recharge well, SM-12i, to replenish
the City’s groundwater aquifers or augment the raw groundwater supply. The groundwater recharge well will utilize advanced treated recycled water from the City’s Sustainable Water Infrastructure Project (SWIP) for recharge or augment the City’s raw groundwater supply to aid in the sustainable management of the groundwater aquifers. The project will include a concrete pad, mechanical equipment, electrical equipment, and fencing.
Project Justification
As part of the City’s overall goal to diverse local water supplies and reduce reliance on imported water supplies, the SWIP provides a drought resilient water supply that would be used to recharge local groundwater aquifers. The recharge well will be used to inject advanced treated recycled water from SWIP into the Olympic Well Field, the City’s 2nd largest groundwater aquifer that provides up to 3,100 acre-feet per year of local groundwater for the City’s water supply.
The groundwater recharge well will include a concrete pad, mechanical equipment, electrical equipment, and fencing.
Public Works
GROUNDWATER RECHARGE WELL SM-12I
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5008570.689000 $2,000,000 $2,200,000 $1,400,000 $ - $ - Total $2,000,000 $2,200,000 $1,400,000 $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 912 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
57 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5008580.689000 $150,000 $150,000 $150,000 $150,000 $150,000 Total $150,000 $150,000 $150,000 $150,000 $150,000
Project #
C0858
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The City is the lead agency for the
Santa Monica Basin Groundwater
Sustainability Agency (SMBGSA) and
is tasked with the sustainable management of the Santa Monica Basin. The SMBGSA recently submitted its Groundwater Sustainability (GSP) Plan to the State of California Department of Water Resources, in accordance with the California Sustainable Groundwater Management Act of 2014, and the GSP was approved in late 2023. This project would assist in facilitating SMBGSA Board Meetings and also provide technical support to implement recommendations outlined in the GSP for sustainable management of the groundwater basin.
Project Justification
The GSP include components to monitor groundwater levels and storage, regulate the migration of contaminated groundwater, and identify well construction locations and policies to sustainably manage local groundwater resources to comply with the 2014 Sustainable Groundwater Management Act. Facilitating SMBGSA Board Meetings, monitoring the sustainable management criteria in the GSP, prepare annual reports, and advancing technical projects are required for regulatory compliance.
Public Works
GROUNDWATER SUSTAINABILITY PLAN IMPLEMENTATION
- PUBLIC WORKS
7.A.b
Packet Pg. 913 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
58 Project #
C0905
Target Completion Date
FY 2027-28
Total Project Budget
$6,200,000
Project Description
This project will replace one aging
groundwater production well at the
Charnock Well Field.
Project Justification
Replacing the aging well will help maintain local groundwater production, enhance water supply resiliency, and provide an affordable high-quality drinking water supply for the community.
The Charnock Well Field is the largest source of local groundwater supply for the City. Aging wells often require increased maintenance, which may lead to long-term outages and loss of groundwater supply. To make up for this loss, the City purchases imported water from the Metropolitan Water District of Southern California, which historically costs 30% more than local groundwater and whose availability may be reduced during drought periods.
Public Works
GROUNDWATER WELL REPLACEMENT
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5009050.689000 $ - $700,000 $3,000,000 $2,500,000 $ - Total $ - $700,000 $3,000,000 $2,500,000 $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 914 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
59 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Wastewater Fund C5104570.689000 $3,477,800 $3,582,157 $3,689,622 $3,914,320 $3,914,320 Total $3,477,800 $3,582,157 $3,689,622 $3,914,320 $3,914,320 Project #
C0457
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds payments to the City of Los Angeles Bureau of Sanitation for use of the Amalgamated Sewerage System for wastewater transmitted from Santa Monica for treatment and disposal of wastewater at the Hyperion Water Reclamation Plant in El Segundo.
Project Justification
This project is required to fund the treatment and disposal of the City’s wastewater at the City of Los Angeles’ Hyperion Water Reclamation Plant in El Segundo. As Santa Monica does not have a wastewater treatment plant, use of the City of Los Angeles’s system is necessary to properly treat wastewater generated in the City of Santa Monica.
Public Works
HYPERION CAPITAL PAYMENT
- PUBLIC WORKS
7.A.b
Packet Pg. 915 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
60 Project #
C0877
Target Completion Date
FY 2025-26
Total Project Budget
$6,578,063
Project Description
The Lincoln Neighborhood Corridor
Plan (The LiNC) enhances the physical
environment and pedestrian safety
through streetscape improvements and improving the aesthetic transformation of the corridor.
Project Justification
The project was developed in collaboration with residents, businesses, and local stakeholders to reduce and remedy the harm caused by California’s historic Highway 1, which for the past 65 years has prevented economic prosperity and neighborhood unification among three neighborhoods in Santa Monica. The LiNC project is scheduled to be performed in phases as funding becomes available. Phase I of the project would implement street and pedestrian lighting in addition to some street scape improvements between Pico and I-10 Freeway. The entire project proposes to reconstruct and modify the corridor along 1.25 miles of Lincoln Boulevard to transition the busy commuting corridor into a pedestrian-oriented environment and knit back together the residential neighborhoods that have been severed by the intense auto-centric nature of the corridor.
Public Works
LINCOLN NEIGHBORHOOD CORRIDOR PLAN STREETSCAPE - PHASE 1 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Local Return (Prop C) C2708770.689130 $900,000 $ - $ - $ - $ - Total $900,000 $ - $ - $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 916 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
61 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Cemetery Fund C5908871.689000 $250,000 $250,000 $250,000 $ - $ - Total $250,000 $250,000 $250,000 $ - $ -
Project #
C0887
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This ongoing CIP will fund multiple
projects necessary to maintain the
cemetery and mausoleum facilities.
Projects will include repairing all the stained glass windows, painting the mausoleum, leak repairs, shop upgrade, improved signage, overdue tree trimming and other grounds maintenance projects, repair of Hugo Ballin murals, installation of new niche features, niche columbarium upgrades, and other miscellaneous maintenance and repairs.
Project Justification
This CIP is necessary to maintain the mausoleum and cemetery to ensure the facility and grounds are kept in good working order.
Public Works
MAUSOLEUM AND CEMETERY MAINTENANCE
- PUBLIC WORKS
7.A.b
Packet Pg. 917 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
62 Project #
C0706
Target Completion Date
FY 2025-26
Total Project Budget
$4,575,994
Project Description
The Memorial Park Redevelopment
and Expansion Project (Project) would
combine the existing 10.3 acre Memorial
Park with the former Fisher Lumber site, a City-owned, 2.9 acre property adjacent to the existing park, into a 13.2-acre newly renovated and expanded community park that meets the increasing demand for recreational activities. The combined site is bound by Colorado Avenue to the north, 16th Street to the east, Olympic Boulevard to the south, and 14th Street to the west. The Project would integrate components of the Pedestrian Action Plan and Bicycle Action Plan and require the relocation of the City’s Public Landscape Division (PLD).
Project Justification
The City of Santa Monica has a dire need for more park space to serve residents. Residents have expressed their impatience with the delay of expanding Memorial Park at many community events. The City has the opportunity to utilize City-owned land to realize the expansion of Memorial Park as intended by Council when the former Fisher Lumber site was purchased in 2004. The Memorial Park Expansion project cannot move forward until the Public Landscape Division has been relocated. The total project budget includes planning, design, and relocation for the Project.
Public Works
MEMORIAL PARK EXPANSION - PUBLIC LANDSCAPE DIVISION RELOCATION Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0107060.689000 $1,000,000 $ - $ - $ - $ - Total $1,000,000 $ - $ - $ - $ -
- PUBLIC WORKS
7.A.b
Packet Pg. 918 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
63 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Wastewater Fund C5104880.689000 $500,000 $2,960,000 $ - $ - $ - Total $500,000 $2,960,000 $ - $ - $ -
Project #
C0488
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Moss Avenue Pump Station (MAPS) is
a wastewater pump station owned and
operated by the City of Santa Monica.
With a design capacity of 26 million gallons per day (MGD), MAPS is a critical component of the Coastal Interceptor Sewer (CIS), which moves wastewater along the coast from northern Los Angeles through Santa Monica and eventually to the Hyperion Treatment Plant in El Segundo for treatment and disposal. MAPS has been in operation since 2001 and requires improvements including pumps and electrical equipment.
Project Justification
The Moss Avenue Pump Station (MAPS) is in need of upgrades to maintain reliable wastewater collection services in the City. In 2023, the MAPS experienced two significant failures.
Improvements are needed to replace aging equipment and to prevent future sewer overflow events from occurring.
Public Works
MOSS AVENUE PUMP STATION
- PUBLIC WORKS
7.A.b
Packet Pg. 919 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
64 Project #
C0901
Target Completion Date
FY 2024-25
Total Project Budget
$620,000
Project Description
This project will replace the outdoor gym
equipment at Muscle Beach.
Project Justification
The outdoor gym equipment at Muscle Beach was installed in 1999 and the equipment at Muscle Beach is now over 20 years old. Muscle Beach serves gymnasts, acrobats, body builders, and youth and is fixture of the Santa Monica community.
Public Works
MUSCLE BEACH EQUIPMENT REPLACEMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Miscellaneous Grants
(Prop A M&S) C2009010.689215 $80,765 $ - $ - $ - $ -
Miscellaneous Grants
(Measure A M&S) C2009010.689216 $539,235 $ - $ - $ - $ - Total $620,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 920 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
65 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5004870.689000 $1,163,400 $1,306,298 $1,500,000 $1,500,000 $1,500,000 Total $1,163,400 $1,306,298 $1,500,000 $1,500,000 $1,500,000 Project #
C0487
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project expands the non-potable water system to increase recycled water use in the City from advanced treated recycled water produced by the Sustainable Water Infrastructure Project and Santa Monica Urban Runoff Recycling Facility. This budget will allow approximately 1,000 LF per year of recycled water mains in the City to increase recycled water use and decrease potable water demand.
Project Justification
The City desires to expand its use of recycled water as a measure to replace potable water and the City’s reliance on imported water supplies. This project achieves this by expanding the nonpotable water system systematically to nearby parks, new developments, and other approved recycled water uses to replace potable water.
Public Works
NON-POTABLE WATER MAIN EXPANSION
- PUBLIC WORKS
7.A.b
Packet Pg. 921 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
66 Project #
C0907
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will fund annual operating costs associated with the Olympic Advanced Water Treatment Facility (AWTF), including energy, chemical, and treatment equipment replacement costs.
Project Justification
The construction of a new Olympic Advanced Water Treatment Facility (AWTF) to remove industrial contaminants from the Olympic Well Field to restore full local groundwater production has been completed. The annual operation and restoration of the Olympic Well Field is a regulatory requirement from a Clean-Up and Abatement Order due to the settlement received by the City from the responsible parties (Gillette-Boeing). The funding proposal will be funded through the Gilette-Boeing Settlement (GBS) funds.
Public Works
OLYMPIC AWTF REMEDIATION - GILLETTE/BOEING
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5009070.689410 $882,000 $899,640 $917,663 $935,985 $954,705 Total $882,000 $899,640 $917,663 $935,985 $954,705
7.A.b
Packet Pg. 922 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
67 Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5005880.689410 $665,000 $664,976 $700,000 $700,000 $700,000 Total $665,000 $664,976 $700,000 $700,000 $700,000
Project #
C0588
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will fund services
related to the monitoring, reporting,
and remediation of groundwater
contamination per the City’s Olympic Well Field Groundwater Management Plan. Components of the project include groundwater sampling, laboratory analysis, data analysis, groundwater model updates, and regulatory reporting to meet regulatory requirements set forth by the Regional Water Quality Control Board.
Project Justification
The City of Santa Monica has supplied safe and reliable water service to its residents and businesses for more than 100 years. To ensure the continued safety, reliability and affordability of that service, the City’s Sustainable Water Master Plan (SWMP) was updated with the goal of achieving water self-sufficiency. This project decreases the City’s reliance on imported water, leading to long-term cost benefits for ratepayers, establishment of a diverse and droughtresilient local water supply, and a reduction in the City’s water supply energy footprint. In addition, the monitoring, reporting, and remediation of groundwater contamination in the City’s Olympic Well Field is required under an Order from the Los Angeles Regional Water Quality Control Board.
Public Works
OLYMPIC WELL FIELD MANAGEMENT
- PUBLIC WORKS
7.A.b
Packet Pg. 923 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
68 Project #
C0902
Target Completion Date
FY 2024-25
Total Project Budget
$900,000
Project Description
This project provides funding for services
to update the 2018 Sustainable Water
Master Plan (SWMP), which outlined
projects aimed at reducing the City’s reliance on imported water. The goal of the project is to synthesize information from existing master planning and regulatory documents analyzing current potable and recycled water supplies and demands, develop a gap analysis from the 2018 SWMP water self-sufficiency goals, identify future supply alternatives from local and regional opportunities, and provide recommended alternatives.
Project Justification
Developing local water supplies provides both cost and resiliency benefits to the City. On average, the cost to provide potable water locally is approximately 30 percent less than purchasing imported water from the Metropolitan Water District of Southern California (MWD).
Additionally, varying hydrologic conditions have led to wide variability in MWD’s water storage reserves in recent years.
Public Works
ONE WATER PLAN
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C2009020.689000 $900,000 $ - $ - $ - $ -
Total $900,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 924 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
69 Project #
C0529
Target Completion Date
FY 2026-27
Total Project Budget
$2,126,000
Project Description
This project will stabilize the Palisades
Bluffs and hillside adjacent to and above
the California Incline to the northern City
limits which are worn due to erosion and slides from weather related events.
Project Justification
Stabilization of Palisades Bluffs is necessary to maintain the structural integrity of Palisades Park and the surrounding areas, for the safety and health of motorists, pedestrians, and bicyclists traveling on the Pacific Coast Highway (PCH). Stabilization of the bluffs will also ensure that the PCH will remain open during major storm events, avoiding closure of a major highway and North/ South thoroughfare in the region due to mudslides and or displacement of earth along the Bluffs.
This project would utilize $1.3 million in Federal grant funding from the Transporation Equity Act (TEA-21).
Public Works
PALISADES BLUFFS STABILIZATION - PHASE III
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Miscellaneous Grants C2005290.689000 $ - $ - $1,301,000 $ - $ - Local Return (Measure M) C2705290.689110 $100,000 $ - $325,000 $ - $ - Total $100,000 $ - $1,626,000 $ - $ -
7.A.b
Packet Pg. 925 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
70 Project #
C0707
Target Completion Date
FY 2025-26
Total Project Budget
$1,387,000
Project Description
This project will provide funding to
resurface the police and fire road that
extends from the Pier through Palisades
Park and up to the California incline. The scope will also include improvements to the storm drainage.
Project Justification
The asphalt road in Palisades Park is used as a pedestrian pathway, Fire and Police access road, as well as access for Public Works to maintain the parks, buildings, and restrooms. The storm drainage around the road and the Camera Obscura building needs to be redirected to prevent damages to the park, bluffs, and nearby roadway. Safe access to this location is essential for a clean and safe Santa Monica. The first half of this project was funded in Fiscal Year 2023-2024.
This request is for the remaining funding required to resurface and improve drainage to the Palisades asphalt fire road from the California Incline to the Pier.
Public Works
PALISADES PARK ROAD AND DRAINAGE IMPROVEMENTS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0107070.689000 $ - $122,000 $ - $ - $ -
Clean Beaches Fund C1607070.689000 $275,000 $ - $ - $ - $ - Total $275,000 $122,000 $ - $ - $ -
7.A.b
Packet Pg. 926 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
71 Project #
C0881
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will address emergency
repairs and deferred maintenance
in parks, identified by the priorities
identified in the Park Condition Assessment, in order to ensure park assets remain clean, safe and open. Improvements could include park lighting, sport courts, field and playground equipment, dog parks, exercise equipment, pathways and trails.
Project Justification
Due to budget reductions and deferred maintenance, combined with high use during the pandemic, park assets are beginning to wear out, becoming unsafe for use, or even require closure. This CIP will address emergency repair and deferred maintenance projects in parks. This work will ensure parks remain clean and safe for all residents and visitors. The projects will be prioritized using the Park Condition Assessment.
Public Works
PARK IMPROVEMENT PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Special Revenue Fund C1008810.689000 $250,000 $250,000 $250,000 $250,000 $250,000 Total $250,000 $250,000 $250,000 $250,000 $250,000
7.A.b
Packet Pg. 927 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
72 Project #
C0897
Target Completion Date
FY 2025-26
Total Project Budget
$450,000
Project Description
This project will fund the Parks and
Recreation Master Plan Project. The
goal of the Plan is to build upon the City’s
previous Parks and Recreation Master Plan and planning efforts to establish a framework for long-range guidance and planning of parks, open space, beach, and community recreation for the next 20 years. The Plan will aim to attract broad public engagement and input from Santa Monica’s diverse community to develop the vision, goals, and objectives.
Project Justification
The last Parks and Recreation Master Plan was adopted in 1997 and the community needs for parks, open space, and recreation have changed drastically since then. The planning effort between 2017 and 2020 was paused by the COVID-19 pandemic and the post-pandemic needs for outdoor spaces need to be reassessed through a public process to establish a framework for the future of our parks and open space. The updated Parks and Recreation Master Plan will provide the City and community with a road map for enhancing the City’s parks system through best management practices, funding options, programmatic trends that support creative use of parks, and responsive urban design.
Public Works
PARKS AND RECREATION MASTER PLAN
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Special Revenue Fund C1008970.689000 $450,000 $ - $ - $ - $ - Total $450,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 928 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
73 Project #
C0768
Target Completion Date
FY 2025-26
Total Project Budget
$405,000
Project Description
This project will provide fund for a new
comprehensive survey and rating of
current pavement conditions to all City
streets. A consultant will complete the survey, integrate into GIS, and develop and improvement plan including work schedules, technological recommendations, and cost estimates.
Project Justification
Santa Monica’s Pavement Management System (PMS) was last updated in 2021. A new report is needed to develop the Annual Paving workplan for the next five years. This report is needed to comply with local return and Prop C funding requirements per Metro guidelines.
Public Works
PAVEMENT MANAGEMENT SYSTEM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Local Return (Prop C) C2707680.689130 $ - $160,000 $ - $ - $ - Total $ - $160,000 $ - $ - $ -
7.A.b
Packet Pg. 929 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
74 Project #
C0462
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project replaces standard concrete
with permeable concrete for alleys in
need of repair and will develop a citywide
alley master plan including new best management practices (BMP), which aims to identify alleys that are suitable for the new BMPs or the replacement of the standard concrete with permeable concrete for alleys in need of repair.
Project Justification
Runoff from the alleys makes its way into the city streets and subsequently into the storm drain infrastructure which discharges into the Santa Monica Bay. Allowing alley runoff to infiltrate into the soil helps reduce the volume of polluted urban runoff discharged into our receiving waters and helps meet the requirements of the Municipal Separate Storm Sewer System (MS4) discharge permit for the LA County area.
Public Works
PERMEABLE SURFACE ALLEYS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Clean Beaches Fund C1604620.689000 $ - $50,000 $50,000 $50,000 $50,000 Stormwater Fund C5204620.689000 $ - $300,000 $300,000 $300,000 $300,000 Total $ - $350,000 $350,000 $350,000 $350,000
7.A.b
Packet Pg. 930 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
75 Project #
C0845
Target Completion Date
FY 2026-27
Total Project Budget
$10,990,000
Project Description
This project provides funding to study
the feasibility of various alternatives for
future watershed projects. Initial funding
was received in FY 2023-24 and a consultant was engaged. The feasibility studies analyze trash discharge at the Pico-Kenter Outfall, a potential storm drain-sewer diversion in the Kenter Canyon sub watershed, and the development of a green streets master plan.
Project Justification
The City’s efforts in stormwater and watershed management are centered around compliance with state and federal permits and mitigating contaminants entering the Santa Monica Bay. As new challenges arise and permits evolve, the City hired a consultant to assist in the development of a comprehensive feasibility study which identifies and analyzes potential projects that would help achieve permit compliance and protect the Santa Monica Bay. The City is also interested in reducing the debris and trash emanating from the storm drain outfalls in the City, specifically the Pico-Kenter outfall located south of the Santa Monica Pier.
Public Works
PICO-KENTER OUTFALL AND MS4 COMPLIANCE PROJECTS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Clean Beaches Fund C1608450.689000 $6,240,000 $ - $ - $ - $ - Stormwater Fund C5208450.689000 $ - $4,000,000 $ - $ - $ - Total $6,240,000 $4,000,000 $ - $ - $ -
7.A.b
Packet Pg. 931 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
76 Project #
C0615
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will replace the fire sprinkler
system under the pier decking and will
include new pipes, hangers, sprinkler
heads, fire risers and an alarm system. The updated system will meet current standards, enhance fire suppression capacity and make the protection system fully functional and reliable.
Project Justification
The Santa Monica Pier is a tourist destination and attracts millions of visitors per year. A modernized fire suppression sprinkler system is essential to the safety of the public and preservation of the wooden Pier.
Public Works
PIER BELOW DECK FIRE SPRINKLERS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Pier Fund C5306150.689000 $ - $ - $8,000,000 $ - $ -
Total $ - $ - $8,000,000 $ - $ -
7.A.b
Packet Pg. 932 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
77 Project #
C0527
Target Completion Date
FY 2027-28
Total Project Budget
$45,745,805
Project Description
The Pier Bridge Replacement Project
replaces the existing, outdated structure
with a wider structure providing one
vehicular traffic lane in each direction with wider shoulders and wider sidewalks with clearances required by Americans with Disabilities Act (ADA). Caltrans Highway Bridge Program provides funding for this project that qualifies for 100% reimbursement. Preliminary Planning funding was allocated in prior CIP budgets.
Project Justification
The Pier Bridge structural sufficiency rating is very low at 8 out of 100.
Public Works
PIER BRIDGE REPLACEMENT PROJECT (HIGHWAY BRIDGE PROGRAM) - PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Local Return (Measure M) C2705270.689110 $1,000,000 $1,000,000 $ - $ - $ - Local Return (Measure R) C2705270.689120 $1,000,000 $1,000,000 $ - $ - $ - Local Return (Prop C) C2705270.689130 $1,000,000 $1,000,000 $ - $ - $ - Miscellaneous Grants C2005270.689000 $ - $23,000,000 $9,500,000 $ - $ - Total $3,000,000 $26,000,000 $9,500,000 $ - $ -
7.A.b
Packet Pg. 933 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
78 Project #
C0674
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will continue ongoing efforts
to replace Pier edge railings and upgrade
the existing lighting to ensure the safety
of pier visitors. This is a multi-year project that will address the work in phases to repair damaged and worn components while maintaining the unique historic character. This project will help to preserve its continued relevance and vitality to present and future generations.
Project Justification
The railing and light poles on the Pier are subject to strong environmental challenges with salt air and humidity. Periodic replacement of railings and lighting are needed to ensure their integrity and maintain a safe environment on the Pier.
Public Works
PIER RAILING AND LIGHT POLE REPLACEMENT PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Pier Fund C5306740.689000 $377,567 $ - $ - $500,000 $ - Total $377,567 $ - $ - $500,000 $ -
7.A.b
Packet Pg. 934 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
79 Project #
C0864
Target Completion Date
FY 2024-25
Total Project Budget
$950,000
Project Description
This project will involve planning and
design for a relocation of the Pier trash
compactor, which is currently located
under the Pier Bridge and must be relocated prior to the planned replacement of the Pier Bridge.
Project Justification
The trash compactor, which handles all of the Pier’s landfill bound waste, is located within an enclosure below the Pier Bridge. The planned reconstruction of the Pier Bridge requires the temporary relocation of the Pier trash compactor. Following construction, the existing or a new trash compactor will need to be re-installed in the permanent location under the Pier Bridge.
This location was selected so that trash truck access to the compactor is from Ocean Front Walk rather than from the Pier platform, which has vehicle restrictions (weight, hours of operations, space limitations, etc.).
Public Works
PIER TRASH COMPACTOR RELOCATION
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Pier Fund C5308640.689000 $850,000 $ - $ - $ - $ -
Total $850,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 935 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
80 Project #
C0906
Target Completion Date
FY 2024-25
Total Project Budget
$166,910
Project Description
This project will install or upgrade
outdated Programmable Logic
Controllers (PLCs) and network
hardware at the Arcadia Water Treatment Plant, Charnock Well Field, water storage reservoirs, groundwater wells, pump stations, and other water distribution infrastructure throughout the City.
Project Justification
Outdated equipment poses a reliability threat, with a higher chance of malfunctioning than new and more robust, modern equipment. Communication protocols have also changed over the years, with modern protocols, such as Fiber Optic Networking, experiencing vastly greater speeds. The upgraded equipment will provide improved data recording resulting in more efficient operation of water facilities.
Public Works
PLC AND NETWORK UPGRADES
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5005050.689000 $84,910 $ - $ - $ - $ -
Wastewater Fund C5105050.689000 $82,000 $ - $ - $ - $ - Total $166,910 $ - $ - $ - $ -
7.A.b
Packet Pg. 936 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
81 Project #
C0691
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The funding from this project will be used
to purchase reduced emissions vehicles
and replace conventionally fueled
vehicles with reduced or zero-emission electric vehicles. The purchase of zero-emission electric vehicles support the City’s Sustainability Goals and California’s transition to zero and near zero motor vehicle technologies.
Project Justification
The restricted AB2766 Subvention Funds will be used to purchase reduce emissions and replace conventionally fueled vehicles by replacing dirty off-road diesel engines with newer, cleaner diesel engines when alternative fuel engines that meet the needs of the program are not yet available or practical.
Public Works
REDUCED EMISSION VEHICLES
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 SCAQMD Fund C1806910.689000 $70,000 $120,000 $ - $ - $ - Total $70,000 $120,000 $ - $ - $ -
7.A.b
Packet Pg. 937 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
82 Project #
C0454
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project provides for the ongoing
purchase and replacement of refuse and
recycling containers used by residential
and commercial customers for the storage of their municipal solid waste materials until they can be collected by the Resource, Recovery, and Recycling Division. The project also provides funding for the purchase of “Big Belly” solar power containers that are installed in heavy traffic pedestrian rights-of-way.
Project Justification
Ensuring that residents and businesses have dependable containers to handle their refuse, recycling, and organic waste promotes public health, allows for efficient and safe waste collection and processing, and supports the City’s Zero Waste Strategic Operations Plan goal of reducing landfill disposal to 1.1 pounds per person per day by 2030.
Public Works
REFUSE AND RECYCLING CONTAINER REPLACEMENT PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Resource Recovery &
Recycling Fund C5404540.689000 $920,000 $950,000 $980,000 $1,010,000 $1,040,000 Total $920,000 $950,000 $980,000 $1,010,000 $1,040,000
7.A.b
Packet Pg. 938 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
83 Project #
C0908
Target Completion Date
FY 2026-27
Total Project Budget
$300,000
Project Description
This project would fund the the
development of a Salt Nutrient
Management Plan. The City of Santa
Monica is currently the only member agency in the Santa Monica Groundwater Basin actively pursuing the use of recycled water for groundwater replenishment. The State’s Recycled Water Policy includes salt and nutrient management planning to help ensure water quality objectives for groundwater basins are met, beneficial uses are protected, and to help address the potential for recycled water to adversely impact groundwater quality.
Project Justification
A Salt Nutrient Management Plan was identified as one of five management actions in the Santa Monica Subbasin Groundwater Sustainability Plan. The State Water Board has also identified the Salt Nutrient Management Plan as the appropriate way to address salt and nutrient issues and ensure attainment of water quality objectives and protection of beneficial uses. As the City expands its recycled water system, the development of a Salt Nutrient Management Plan will help streamline the City’s regulatory reporting when new recycled water users are added in the future.
Public Works
SALT NUTRIENT MANAGEMENT PLAN
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5009080.689000 $150,000 $100,000 $50,000 $ - $ - Total $150,000 $100,000 $50,000 $ - $ -
7.A.b
Packet Pg. 939 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
84 Project #
C0862
Target Completion Date
FY 2025-26
Total Project Budget
$2,006,000
Project Description
The Santa Monica Urban Runoff
Recycling Facility (SMURRF) provides
treatment for urban runoff and
stormwater to produce non-potable water for irrigation and other approved non-potable uses. To maintain the operation and production efficiency, periodic replacement/upgrades of mechanical equipment, including process piping, metering equipment, and chemical equipment at SMURRF is required. The project funds the replacement of aging equipment and modernize the facility to maintain efficient operations.
Project Justification
The SMURRF treats urban runoff for recycled water use throughout the city. The SMURRF is over 20 years old and needs operational improvements as the facility transitions from a best management practice (BMP) to a permitted source of recycled water. Replacing aging equipment will maintain operational efficiency at the SMURRF.
Public Works
SANTA MONICA URBAN RUNOFF RECYCLING FACILITY (SMURRF) UPGRADES - PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Wastewater Fund C5108620.689000 $800,000 $956,000 $ - $ - $ - Total $800,000 $956,000 $ - $ - $ -
7.A.b
Packet Pg. 940 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
85 Project #
C0894
Target Completion Date
FY 2025-26
Total Project Budget
$169,000
Project Description
This project will complete a Tier 2 facility seismic assessment recommended by the Tier 1 facility seismic assessment that was drafted in 2019.
Project Justification
This project is necessary to comply with the Santa Monica Seismic Retrofit Ordinance approved by City Council in 2017. The Seismic Retrofit Program acknowledges the reality that exists within our region and proactively seeks to strengthen existing older buildings to enhance the security and safety of their occupants. The City-owned facilities identified within this CIP were identified as potentially seismically vulnerable and in need of possible structural improvements. This analysis would result in a plan to bring these buildings into compliance and enhance the safety of their occupants.
Public Works
SEISMIC ANALYSIS OF CITY BUILDINGS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108940.689000 $ - $169,000 $ - $ - $ -
Total $ - $169,000 $ - $ - $ -
7.A.b
Packet Pg. 941 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
86 Project #
C0459
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Annual Street Lighting Modernization
Program converts all remaining highvoltage series street lighting circuits and fixtures to modern 120-volt multiple circuits with energy efficient LED fixtures. All new streetlights fixtures are Dark Sky compliant. The Project is funded by Measure R local return funds.
Project Justification
Over the past 10-years the City has converted approximately 70% of the existing older series circuits to modern 120v multiple circuits. This program will fund a continuation of that effort to complete conversion of the remaining series circuits to multiple circuits and fixtures which are safer, more reliable, require less costly maintenance, and necessary for the City to take advantage of modern energy-efficient LED technology.
Public Works
STREETLIGHT MODERNIZATION PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Local Return (Measure R) C2704590.689120 $1,000,000 $ - $ - $ - $ - Total $1,000,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 942 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
87 Project #
C0499
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Citywide Drainage Improvements
project will address areas in the rightof-way that have insufficient drainage resulting in water ponding and flooding. Potential issues requiring design and construction have been identified at various locations in the City. The project will also reconfigure locations where drainage enters the wastewater system.
Project Justification
Insufficient grading and drainage create not only a public nuisance but can result in vector problems. Locations where drainage is allowed to enter the wastewater collection system are subject to odor escape. Further, surface drainage can also surcharge the wastewater system.
Public Works
SURFACE DRAINAGE IMPROVEMENTS
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Clean Beaches Fund C1604990.689000 $750,000 $ - $ - $ - $ - Total $750,000 $ - $ - $ - $ -
7.A.b
Packet Pg. 943 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
88 Project #
C0762
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The City owns and operates four
water storage reservoirs (Arcadia,
San Vincente, Mt. Olivette, and Riviera)
to meet the water demands of the community. The four reservoirs have a combined storage volume of approximately 40 million gallons. The oldest reservoir of the four has been in service for nearly 100 years. This project will fund necessary upgrades and improvements to each reservoir to maintain reliable drinking water service for the City and to comply with recent regulatory requirements from the State Division of Drinking Water.
Project Justification
Due to the age of the reservoirs, upgrades at each reservoir are needed to comply with new regulations, improve security, and enhance operations to maintain reliable and high-quality drinking water for the City.
Public Works
UPGRADES AND IMPROVEMENTS FOR THE CITY’S WATER RESERVOIRS - PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5007620.689000 $4,500,000 $4,000,000 $ - $ - $ - Total $4,500,000 $4,000,000 $ - $ - $ -
7.A.b
Packet Pg. 944 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
89 Project #
C0465
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The project provides funding for tree
planting, removal, young tree care
(including watering and staking) as well
as planting in landscaped areas affected by safety issues including encampments, rats and pests, and traffic hazards. This project is essential for the sustainable management of the City’s urban forest and landscaped areas.
Project Justification
This project fulfills the vision of the Urban Forest Master Plan by increasing the tree canopy and reducing the number of planting vacancies. Currently, the City has 1,200 vacant sites awaiting new trees. The landscaped areas for improvement have been prioritized by feedback from 311, police requests, and park and beach maintenance employees. Some prioritized areas include:
Reed Park, 26th and Cloverfield, Metro, Gateway corridor, Palisades, Virginia Avenue Park, Ocean Front Walk, and Chess Park. Feedback from police and traffic engineers will be requested as we finalize planting plans.
Public Works
URBAN FOREST AND PLANTING RENEWAL
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104650.689000 $250,000 $250,000 $553,963 $700,000 $600,000 Total $250,000 $250,000 $553,963 $700,000 $600,000
7.A.b
Packet Pg. 945 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
90 Project #
C0001
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Fleet Vehicle Replacement Program
funds the ongoing replacement of City
fleet vehicles according to an established
vehicle replacement schedule. The program is funded through internal service contributions from other funds that use City fleet vehicles. Depreciation is charged on each vehicle every year so that the Fund has sufficient balance to purchase a new vehicle at the end of the prior vehicle’s useful life. The five year projection includes the addition of one net new vehicle (Side Loader) for the Beach Maintenance Division.
Project Justification
These funds are essential for maintaining a safe and functional City fleet of vehicles. Fleet vehicles allow all staff to effectively complete daily operations and support all City strategic goals. The Program supports revenue generating enterprise Funds such as the Resource Recovery and Recycling, Water, Wastewater, and Airport Funds.
Public Works
VEHICLE REPLACEMENT PROGRAM
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Vehicle Management
Fund C7000010.689000 $6,062,420 $10,512,610 $8,185,870 $9,835,740 $7,558,180 Total $6,062,420 $10,512,610 $8,185,870 $9,835,740 $7,558,180
7.A.b
Packet Pg. 946 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
91 - PUBLIC WORKS
Annual internal service contributions from other funds to Vehicle Replacement Fund to account for depreciation and fund future vehicle replacements are as follows:
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund I0100010.689000 $5,468,717 $5,616,817 $5,841,818 $6,124,414 $6,272,185 Beach Fund I1100010.689000 $634,500 $634,500 $657,700 $675,988 $559,863 Water Fund I5000010.689000 $622,400 $632,400 $652,700 $655,050 $665,750 Wastewater Fund I5100010.689000 $383,000 $383,000 $406,200 $406,205 $407,046 Pier Fund I5300010.689000 $71,200 $75,900 $75,900 $75,905 $81,348 Resource, Recovery, and
Recycling Fund I5400010.689000 $3,860,051 $4,097,151 $4,125,951 $4,203,324 $4,326,845 Airport Fund I5700010.689000 $96,200 $98,800 $101,100 $101,063 $101,081 Cemetery Fund I5900010.689000 $73,200 $73,200 $73,200 $73,235 $73,246 Risk Management Fund I7500010.689000 $4,800 $4,800 $4,800 $4,800 $4,800 Total $11,214,068 $11,616,568 $11,939,369 $12,319,983 $12,492,165
7.A.b
Packet Pg. 947 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
92 Project #
C0898
Target Completion Date
FY 2026-27
Total Project Budget
$2,100,000
Project Description
This project will replace playground
equipment, remove sand, and install
shade covering to create an accessible
playground experience at Virginia Avenue Park.
Project Justification
The Virginia Avenue Park playground is in need of a renovation. This project would provide clean and safe play for children of all abilities in playground at Virginia Avenue Park.
Public Works
VIRGINIA AVENUE PARK PLAYGROUND REPLACEMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 CDBG Fund C1908980.689000 $500,000 $600,000 $ - $ - $ - Special Revenue Fund C1008980.689000 $200,000 $800,000 $ - $ - $ - Total $700,000 $1,400,000 $ - $ - $ -
7.A.b
Packet Pg. 948 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
93 Project #
C0486
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project provides yearly repair and
replacement of miscellaneous sanitary
sewer lines throughout the city and
keeps the city on a recommended 100-year replacement schedule. The city currently has a 154- mile sewer system and currently replaces 1.5 miles per year.
Project Justification
The replacement or rehabilitation of these lines address system deficiencies and focus on sewer pipes that are at risk of collapse or prone to more frequent blockages due to pipe defects from aging infrastructure. This annual replacement program is necessary to ensure that the system is maintained at a high level of service for the community.
Public Works
WASTEWATER MAIN REPLACEMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Wastewater Fund C5104860.689000 $3,477,800 $3,582,157 $3,689,622 $3,914,320 $3,914,320 Total $3,477,800 $3,582,157 $3,689,622 $3,914,320 $3,914,320
7.A.b
Packet Pg. 949 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
94 Project #
C0485
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds replacement of water
mains by City Staff which also includes
street, asphalt, and pavement repair,
work labor, and materials from the Water and Street Maintenance Divisions.
Project Justification
This project is necessary to respond to emergency events to minimize property damage and water loss from water main breaks and assists in keeping the City on the 100-year water main replacement cycle recommended by the American Water Works Association.
Public Works
WATER MAIN IMPROVEMENTS - CITY FORCES
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5004850.689000 $298,500 $307,468 $322,841 $338,983 $355,933 Total $298,500 $307,468 $322,841 $338,983 $355,933
7.A.b
Packet Pg. 950 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
95 Project #
C0484
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project will provide for yearly repair
and replacement of the 205-mile city
water main system to maintain resiliency
and reliability of the City’s water distribution system. The City’s goal is to adhere to the industry standard 100-year replacement schedule by replacing two miles of water main per year.
Project Justification
Water main replacement is required to improve water flow characteristics and maintain reliable service to Santa Monica residents, and prevent breakages, water loss, and property damage.
This project proactively replaces outdated/worn out water mains prior to any water main breaks.
Public Works
WATER MAIN REPLACEMENT
- PUBLIC WORKS
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Water Fund C5004840.689000 $7,737,500 $9,000,000 $9,500,000 $9,800,000 $11,000,000 Total $7,737,500 $9,000,000 $9,500,000 $9,800,000 $11,000,000
7.A.b
Packet Pg. 951 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
96 - RECREATION AND ART
Recreation and Art
The Recreation and Arts Department focuses on efforts and initiatives that serve communities through its social, cultural, and recreational programming. Initiatives including future management and programming at the Miles Memorial Playhouse and Camera Obscura cultural facilities, reframing City Hall murals, promoting economic recovery through art activations and events, leveraging the Beach House as a tourist destination and a key element of Santa Monica’s beachfront brand, addressing the conflicts between demand for recreational amenities and capacity, managing recreational spaces and programs, and permitting community events and art installations.
7.A.b
Packet Pg. 952 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
97 Project #
C0841
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
The Annenberg Community Beach
House (ACBH) Facilities Maintenance
project will fund the rehabilitation,
repairs, infrastructure maintenance of buildings, equipment, and other structures at the Beach House for the short-term and long-term integrity of the site. Projects in FY2024-26 include replacement of the elevator systems and major components of the HVAC system that have reached the end of theri useful lives. Future year allocations are based on Faithful+Gould’s Facilities Condition Assessment (FCA).
Project Justification
The ACBH Facilities Maintenance Program maximizes the lifespan of City facilities and maintains infrastructure identified to be at the end of useful life. The elevator and HVAC systems are essential to facility operations and a key component of the building’s infrastructure. Both of these systems have reached the end of their useful lives and will need major repairs or replacements to continue to operate reliably.
RECREATION AND ART
ANNENBERG COMMUNITY BEACH HOUSE FACILITIES MAINTENANCE
- RECREATION AND ART
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 Beach Fund C1108410.689000 $548,571 $44,107 $200,000 $200,000 $200,000 Total $548,571 $44,107 $200,000 $200,000 $200,000
7.A.b
Packet Pg. 953 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
98 Project #
C0889
Target Completion Date
FY 2025-26
Total Project Budget
$100,000
Project Description
This project will fund the procurement
and implementation of a new
Community Events Permitting system.
Project Justification
The contract for the current community event permitting system is set to expire in September 2025. There is an on-going RFP for a Permit Systems replacement project. The funding from this CIP will be used to implement “Special Event Permits” within the City’s future permitting solution or it will be used to procure a niche product for Special Events Permitting.
RECREATION AND ART
COMMUNITY EVENTS PERMITTING PORTAL
- RECREATION AND ART
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108890.689000 $ - $100,000 $ - $ - $ -
Total $ - $100,000 $ - $ - $ -
7.A.b
Packet Pg. 954 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
99 Project #
C0893
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
Funding from this project will be used to
maintain monuments and markers (as
separate from public artworks) in public
space.
Project Justification
There is a backlog of deferred maintenance of city monuments and markers that will be addressed by the Public Landscape Division and the Cultural Affairs Division collaboratively.
RECREATION AND ART
MONUMENTS AND MARKERS MAINTENANCE
- RECREATION AND ART
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0108930.689000 $50,000 $50,000 $50,000 $50,000 $50,000 Total $50,000 $50,000 $50,000 $50,000 $50,000
7.A.b
Packet Pg. 955 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
PROJECT DETAIL
100
Project #
C0467
Target Completion Date
Ongoing
Total Project Budget
Ongoing
Project Description
This project funds annual routine and
deferred maintenance that is required to
adequately maintain the City’s municipal
pools at the Swim Center and the Annenberg Community Beach House.
Project Justification
This project supports the goal to preserve and promote access to Santa Monica’s parks, beach, and open space and recreation resources. The Annenberg Community Beach House pool and Swim Center pools are very popular and heavily used and require a significant amount of maintenance to sustain the building and pool systems in a condition that preserves and maintains public health and safety.
RECREATION AND ART
SWIM FACILITIES PLANNED MAINTENANCE
- RECREATION AND ART
Fund Account FY 24-25 FY 25-26 FY 26-27 FY 27-28 FY 28-29 General Fund C0104670.689000 $100,000 $100,000 $ - $ - $ - Beach Fund C1104670.689000 $65,000 $65,000 $65,000 $65,000 $65,000 Total $165,000 $165,000 $65,000 $65,000 $65,000
7.A.b
Packet Pg. 956 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
101
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
General Fund (01)
C0828 C0108280.689000 Airport Conversion Planning 100,000 1,000,000 3,000,000 - - C0461 C0104610.689000 Alley Renewal Program - 500,000 500,000 500,000 500,000 C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program - 250,000 - - - C0896 C0108960.689000 Business License Tax, Miscellaneous Taxes and Permitting Software - 150,000 - - - C0830 C0108300.689000 CCTV Security Camera Program - - 300,000 350,000 350,000 C0458 C0104580.689000 Citywide Facilities Renewal Program 2,000,000 2,000,000 2,500,000 2,500,000 2,500,000 C0889 C0108890.689000 Community Events Permitting Portal - 100,000 - - - C0804 C0108040.689000 Construction Management Software 50,000 50,000 50,000 50,000 50,000 C0913 C0109130.689000 Copper Wire Protection Program 95,000 500,000 1,000,000 1,200,000 800,000 C0890 C0108900.689000 Cybersecurity and Resilience 501,625 526,710 800,045 840,051 882,053 C0891 C0108910.689000 Facilities Maintenance Management System Replacement 207,629 100,000 - - - C0456 C0104560.689000 Fire Apparatus Replacement - - - 900,000 4,000,000 C0892 C0108920.689000 Fleet Building Tenant Improvement - 92,064 - - - C0489 C0104890.689000 Maintenance for Parking Structures and Lots 350,000 350,000 450,000 450,000 450,000 C0706 C0107060.689000 Memorial Park PLD Relocation 1,000,000 - - - - C0893 C0108930.689000 Monuments and Markers maintenance 50,000 50,000 50,000 50,000 50,000 C0707 C0107070.689000 Palisades Park Road and Drainage Improvements - 122,000 - - - C0895 C0108950.689000 Permitting System - 400,000 - - - C0894 C0108940.689000 Seismic Analysis of City Buildings - 169,000 - - - BP Budget Plan SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements - - 1,550,000 250,000 - BP Budget Plan SM28/ CELEBRATE28 - - 2,600,000 -
C0467 C0104670.689000 Swim Facilities Planned Maintenance 100,000 100,000 - - - C0837 C0108370.689000 Traffic Signal Maintenance 300,000 300,000 300,000 300,000 300,000 C0465 C0104650.689000 Urban Forest and Planting Renewal 250,000 250,000 553,963 700,000 600,000 I0003 I0100030.689000 Computer Equipment Replacement Program 2,081,678 2,181,382 2,586,819 2,766,902 2,961,064 I0002 I0100020.689000 Telecommunications Services 488,243 502,856 517,907 533,408 549,374 I0001 I0100010.689000 Vehicle Replacement Program 5,468,717 5,616,817 5,841,818 6,124,414 6,272,185 $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,114,775 $ 20,264,676 Funds Available for General Fund CIP Projects
General Fund CIP Allotment 16,314,457 21,000,000 21,000,000 21,000,000 21,000,000 General Fund CIP Allotment Reduction/Projects moved to Held List (2,946,337) (4,625,722) Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 CIP Project BUDGET BUDGET PLAN
Number
Account Number Project Title
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
7.A.b
Packet Pg. 957 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 102
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
General Fund (01)
C0828 C0108280.689000 Airport Conversion Planning 100,000 1,000,000 3,000,000 - - C0461 C0104610.689000 Alley Renewal Program - 500,000 500,000 500,000 500,000 C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program - 250,000 - - - C0896 C0108960.689000 Business License Tax, Miscellaneous Taxes and Permitting Software - 150,000 - - - C0830 C0108300.689000 CCTV Security Camera Program - - 300,000 350,000 350,000 C0458 C0104580.689000 Citywide Facilities Renewal Program 2,000,000 2,000,000 2,500,000 2,500,000 2,500,000 C0889 C0108890.689000 Community Events Permitting Portal - 100,000 - - - C0804 C0108040.689000 Construction Management Software 50,000 50,000 50,000 50,000 50,000 C0913 C0109130.689000 Copper Wire Protection Program 95,000 500,000 1,000,000 1,200,000 800,000 C0890 C0108900.689000 Cybersecurity and Resilience 501,625 526,710 800,045 840,051 882,053 C0891 C0108910.689000 Facilities Maintenance Management System Replacement 207,629 100,000 - - - C0456 C0104560.689000 Fire Apparatus Replacement - - - 900,000 4,000,000 C0892 C0108920.689000 Fleet Building Tenant Improvement - 92,064 - - - C0489 C0104890.689000 Maintenance for Parking Structures and Lots 350,000 350,000 450,000 450,000 450,000 C0706 C0107060.689000 Memorial Park PLD Relocation 1,000,000 - - - - C0893 C0108930.689000 Monuments and Markers maintenance 50,000 50,000 50,000 50,000 50,000 C0707 C0107070.689000 Palisades Park Road and Drainage Improvements - 122,000 - - - C0895 C0108950.689000 Permitting System - 400,000 - - - C0894 C0108940.689000 Seismic Analysis of City Buildings - 169,000 - - - BP Budget Plan SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements - - 1,550,000 250,000 - BP Budget Plan SM28/ CELEBRATE28 - - 2,600,000 -
C0467 C0104670.689000 Swim Facilities Planned Maintenance 100,000 100,000 - - - C0837 C0108370.689000 Traffic Signal Maintenance 300,000 300,000 300,000 300,000 300,000 C0465 C0104650.689000 Urban Forest and Planting Renewal 250,000 250,000 553,963 700,000 600,000 I0003 I0100030.689000 Computer Equipment Replacement Program 2,081,678 2,181,382 2,586,819 2,766,902 2,961,064 I0002 I0100020.689000 Telecommunications Services 488,243 502,856 517,907 533,408 549,374 I0001 I0100010.689000 Vehicle Replacement Program 5,468,717 5,616,817 5,841,818 6,124,414 6,272,185 $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,114,775 $ 20,264,676 Funds Available for General Fund CIP Projects
General Fund CIP Allotment 16,314,457 21,000,000 21,000,000 21,000,000 21,000,000 General Fund CIP Allotment Reduction/Projects moved to Held List (2,946,337) (4,625,722) Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 CIP Project BUDGET BUDGET PLAN
Number
Account Number Project Title
Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 I0003 I1200030.689000 Computer Equipment Replacement Program 30,291 31,510 37,634 40,065 42,671 I0002 I1200020.689000 Telecommunications Services 5,743 5,915 6,092 6,274 6,462 $ 43,333 $ 45,089 $ 55,368 $ 58,563 $ 61,968
Clean Beaches & Ocean Parcel Tax -Measure V (16)
C0707 C1607070.689000 Palisades Park Road and Drainage Improvements 275,000 - - - C0462 C1604620.689000 Permeable Surface Alleys - 50,000 50,000 50,000 50,000 C0895 C1608950.689000 Permitting System - 50,000 - - -
C0845 C1608450.689000 Pico-Kenter Outfall and MS4 Compliance Projects 6,240,000 - - - - C0499 C1604990.689000 Surface Drainage Improvements 750,000 - - - - $ 7,265,000 $ 100,000 $ 50,000 $ 50,000 $ 50,000
SC AQMD (18)
C0691 C1806910.689000 Reduced Emission Vehicles 70,000 120,000 - - - $ 70,000 $ 120,000 $ - $ - $ -
CDBG (19)
C0882 C1908820.689000 19th Street Open Space Project - Phase 2 Development 500,000 350,000 - - - C0898 C1908980.689000 Virginia Avenue Park Playground Replacement 500,000 600,000 - - - $ 1,000,000 $ 950,000 $ - $ - $ -
Miscellaneous Grants (20)
BP Budget Plan Clover Park Playground Reconstruction - PIF - 1,000,000 C0900 C2009000.689000 Groundwater Recharge Well SM-11i 2,246,800 - - - - C0901 C2009010.689215 Muscle Beach Equipment Replacement-Prop A M&S 80,765 - - - - C0901 C2009010.689216 Muscle Beach Equipment Replacement-Measure A M&S 539,235 - - - - C0902 C2009020.689000 One Water Plan 900,000 - - - -
C0529 C2005290.689000 Palisades Bluffs Stabilization Phase III-TEA 21 - - 1,301,000 - - C0527 C2005270.689000 Pier Bridge Replacement Project (Highway Bridge Program) - 23,000,000 9,500,000 - - C0818 C2008180.689250 Wilshire Active Transportation Safety Project - ATP 4,765,000 - - - - $ 8,531,800 $ 23,000,000 $ 10,801,000 $ 1,000,000 $ -
Gas Tax (26)
C0460 C2604600.689610 Annual Paving and Sidewalk Repair Program 3,500,000 2,000,000 2,000,000 2,000,000 2,000,000 $ 3,500,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 Local Return (27)
C0460 C2704600.689110 Annual Paving and Sidewalk Repair Program-Measure M 800,000 1,000,000 1,000,000 1,000,000 1,000,000 C0460 C2704600.689120 Annual Paving and Sidewalk Repair Program-Measure R - 1,500,000 1,500,000 1,500,000 1,500,000 C0460 C2704600.689130 Annual Paving and Sidewalk Repair Program-Prop C 900,000 1,000,000 1,000,000 1,000,000 1,000,000 C0903 C2709030.689110 Crosswalk and Bikeway Pavement Markings Refresh-Measure M 150,000 150,000 150,000 150,000 150,000 C0903 C2709030.689130 Crosswalk and Bikeway Pavement Markings Refresh-Prop C 150,000 150,000 150,000 150,000 150,000 C0877 C2708770.689130 Lincoln Neighborhood Corridor Plan (The LiNC) Streetscape - Phase 1-Prop C 900,000 - - - - C0529 C2705290.689110 Palisades Bluffs Stabilization Phase III-Measure M 100,000 - 325,000 - - C0768 C2707680.689130 Pavement Management System-Prop C - 160,000 - - - C0527 C2705270.689110 Pier Bridge Replacement Project-Measure M 1,000,000 1,000,000 - - - C0527 C2705270.689120 Pier Bridge Replacement Project-Measure R 1,000,000 1,000,000 - - - C0527 C2705270.689130 Pier Bridge Replacement Project-Prop C 1,000,000 1,000,000 - - - C0459 C2704590.689120 Streetlight Modernization Program-Measure R 1,000,000 - - - - $ 7,000,000 $ 6,960,000 $ 4,125,000 $ 3,800,000 $ 3,800,000 Water (50)
7.A.b
Packet Pg. 958 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
103
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
General Fund (01)
C0828 C0108280.689000 Airport Conversion Planning 100,000 1,000,000 3,000,000 - - C0461 C0104610.689000 Alley Renewal Program - 500,000 500,000 500,000 500,000 C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program - 250,000 - - - C0896 C0108960.689000 Business License Tax, Miscellaneous Taxes and Permitting Software - 150,000 - - - C0830 C0108300.689000 CCTV Security Camera Program - - 300,000 350,000 350,000 C0458 C0104580.689000 Citywide Facilities Renewal Program 2,000,000 2,000,000 2,500,000 2,500,000 2,500,000 C0889 C0108890.689000 Community Events Permitting Portal - 100,000 - - - C0804 C0108040.689000 Construction Management Software 50,000 50,000 50,000 50,000 50,000 C0913 C0109130.689000 Copper Wire Protection Program 95,000 500,000 1,000,000 1,200,000 800,000 C0890 C0108900.689000 Cybersecurity and Resilience 501,625 526,710 800,045 840,051 882,053 C0891 C0108910.689000 Facilities Maintenance Management System Replacement 207,629 100,000 - - - C0456 C0104560.689000 Fire Apparatus Replacement - - - 900,000 4,000,000 C0892 C0108920.689000 Fleet Building Tenant Improvement - 92,064 - - - C0489 C0104890.689000 Maintenance for Parking Structures and Lots 350,000 350,000 450,000 450,000 450,000 C0706 C0107060.689000 Memorial Park PLD Relocation 1,000,000 - - - - C0893 C0108930.689000 Monuments and Markers maintenance 50,000 50,000 50,000 50,000 50,000 C0707 C0107070.689000 Palisades Park Road and Drainage Improvements - 122,000 - - - C0895 C0108950.689000 Permitting System - 400,000 - - - C0894 C0108940.689000 Seismic Analysis of City Buildings - 169,000 - - - BP Budget Plan SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements - - 1,550,000 250,000 - BP Budget Plan SM28/ CELEBRATE28 - - 2,600,000 -
C0467 C0104670.689000 Swim Facilities Planned Maintenance 100,000 100,000 - - - C0837 C0108370.689000 Traffic Signal Maintenance 300,000 300,000 300,000 300,000 300,000 C0465 C0104650.689000 Urban Forest and Planting Renewal 250,000 250,000 553,963 700,000 600,000 I0003 I0100030.689000 Computer Equipment Replacement Program 2,081,678 2,181,382 2,586,819 2,766,902 2,961,064 I0002 I0100020.689000 Telecommunications Services 488,243 502,856 517,907 533,408 549,374 I0001 I0100010.689000 Vehicle Replacement Program 5,468,717 5,616,817 5,841,818 6,124,414 6,272,185 $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,114,775 $ 20,264,676 Funds Available for General Fund CIP Projects
General Fund CIP Allotment 16,314,457 21,000,000 21,000,000 21,000,000 21,000,000 General Fund CIP Allotment Reduction/Projects moved to Held List (2,946,337) (4,625,722) Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 CIP Project BUDGET BUDGET PLAN
Number
Account Number Project Title
Miscellaneous Grants (20)
BP Budget Plan Clover Park Playground Reconstruction - PIF - 1,000,000 C0900 C2009000.689000 Groundwater Recharge Well SM-11i 2,246,800 - - - - C0901 C2009010.689215 Muscle Beach Equipment Replacement-Prop A M&S 80,765 - - - - C0901 C2009010.689216 Muscle Beach Equipment Replacement-Measure A M&S 539,235 - - - - C0902 C2009020.689000 One Water Plan 900,000 - - - -
C0529 C2005290.689000 Palisades Bluffs Stabilization Phase III-TEA 21 - - 1,301,000 - - C0527 C2005270.689000 Pier Bridge Replacement Project (Highway Bridge Program) - 23,000,000 9,500,000 - - C0818 C2008180.689250 Wilshire Active Transportation Safety Project - ATP 4,765,000 - - - - $ 8,531,800 $ 23,000,000 $ 10,801,000 $ 1,000,000 $ -
Gas Tax (26)
C0460 C2604600.689610 Annual Paving and Sidewalk Repair Program 3,500,000 2,000,000 2,000,000 2,000,000 2,000,000 $ 3,500,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 $ 2,000,000 Local Return (27)
C0460 C2704600.689110 Annual Paving and Sidewalk Repair Program-Measure M 800,000 1,000,000 1,000,000 1,000,000 1,000,000 C0460 C2704600.689120 Annual Paving and Sidewalk Repair Program-Measure R - 1,500,000 1,500,000 1,500,000 1,500,000 C0460 C2704600.689130 Annual Paving and Sidewalk Repair Program-Prop C 900,000 1,000,000 1,000,000 1,000,000 1,000,000 C0903 C2709030.689110 Crosswalk and Bikeway Pavement Markings Refresh-Measure M 150,000 150,000 150,000 150,000 150,000 C0903 C2709030.689130 Crosswalk and Bikeway Pavement Markings Refresh-Prop C 150,000 150,000 150,000 150,000 150,000 C0877 C2708770.689130 Lincoln Neighborhood Corridor Plan (The LiNC) Streetscape - Phase 1-Prop C 900,000 - - - - C0529 C2705290.689110 Palisades Bluffs Stabilization Phase III-Measure M 100,000 - 325,000 - - C0768 C2707680.689130 Pavement Management System-Prop C - 160,000 - - - C0527 C2705270.689110 Pier Bridge Replacement Project-Measure M 1,000,000 1,000,000 - - - C0527 C2705270.689120 Pier Bridge Replacement Project-Measure R 1,000,000 1,000,000 - - - C0527 C2705270.689130 Pier Bridge Replacement Project-Prop C 1,000,000 1,000,000 - - - C0459 C2704590.689120 Streetlight Modernization Program-Measure R 1,000,000 - - - - $ 7,000,000 $ 6,960,000 $ 4,125,000 $ 3,800,000 $ 3,800,000 Water (50)
C0460 C5004600.689000 Annual Paving and Sidewalk Repair Program 250,000 250,000 250,000 250,000 250,000 BP Budget Plan Arcadia Water Plant Membrane - - 1,500,000 - - C0904 C5009040.689000 Arcadia Water Treatment Plant Operations Building Replacement 1,000,000 1,000,000 800,000 9,000,000 9,000,000 BP Budget Plan CITY/USGS Monitoring Well - - 1,200,000 1,200,000 - C0804 C5008040.689000 Construction Management Software 10,000 10,000 10,000 - - C0890 C5008900.689000 Cybersecurity 15,641 16,423 24,946 26,193 27,503 C0892 C5008920.689000 Fleet Tenant Improvements - 6,375 - - - BP Budget Plan Greens and Media Filter Replacement - - - 500,000 - C0857 C5008570.689000 Groundwater Recharge Well SM-12i 2,000,000 2,200,000 1,400,000 - - C0858 C5008580.689000 Groundwater Sustainability Plan Implementation 150,000 150,000 150,000 150,000 150,000 C0905 C5009050.689000 Groundwater Well Improvements - 700,000 3,000,000 2,500,000 - C0487 C5004870.689000 Non-Potable Water Main Expansion 1,163,400 1,306,298 1,500,000 1,500,000 1,500,000 C0907 C5009070.689410 Olympic AWTF Remediation - Gillette/Boeing 882,000 899,640 917,663 935,985 954,705 C0588 C5005880 689410 Olympic Wellfield Management 665,000 664,976 700,000 700,000 700,000 C0895 C5008950.689000 Permitting System - 50,000
C0906 C5009060.689000 PLC & Network Upgrades 84,910 - - - - C0908 C5009080.689000 Salt Nutrient Management Plan 150,000 100,000 50,000 - - C0762 C5007620.689000 Upgrades and Improvements for the City's Water Reservoirs 4,500,000 4,000,000 - - - C0485 C5004850.689000 Water Main Improvements - City Forces 298,500 307,468 322,841 338,983 355,933 C0484 C5004840.689000 Water Main Replacement 7,737,500 9,000,000 9,500,000 9,800,000 11,000,000 I0003 I5000030.689000 Computer Equipment Replacement Program 64,908 68,169 80,474 86,169 92,316 I0002 I5000020.689000 Telecommunications Services 57,772 59,501 61,282 63,116 65,005 I0001 I5000010.689000 Vehicle Replacement Program 622,400 632,400 652,700 655,050 665,750 $ 19,652,031 $ 21,421,250 $ 22,119,906 $ 27,705,496 $ 24,761,212 Wastewater (51)
C0460 C5104600.689000 Annual Paving and Sidewalk Repair Program 250,000 250,000 250,000 250,000 250,000 C0879 C5108790.689000 City Yards Improvements - Water Resources Division 700,000 - - - - C0890 C5108900.689000 Cybersecurity 2,816 2,957 4,491 4,715 4,951 C0892 C5108920.689000 Fleet Tenant Improvements - 4,125 - - - C0457 C5104570.689000 Hyperion Capital Payment 3,477,800 3,582,157 3,689,622 3,914,320 3,914,320 C0488 C5104880.689000 Moss Avenue Pump Station (MAPS) Improvements 500,000 2,960,000 - - - C0895 C5108950.689000 Permitting System - 50,000
C0906 C5109060.689000 PLC & Network Upgrades 82,000 - - - - C0862 C5108620.689000 Santa Monica Urban Runoff Recycling Facility (SMURRF) Upgrades 800,000 956,000 - - - C0486 C5104860.689000 Wastewater Main Replacement 3,477,800 3,582,157 3,689,622 3,914,320 3,914,320 I0003 I5100030.689000 Computer Equipment Replacement Program 11,685 12,359 14,468 15,559 16,741 I0002 I5100020.689000 Telecommunications Services 19,325 19,903 20,499 21,113 21,745 I0001 I5100010.689000 Vehicle Replacement Program 383,000 383,000 406,200 406,205 407,046 $ 9,704,426 $ 11,802,658 $ 8,074,902 $ 8,526,232 $ 8,529,123 Stormwater (52)
C0462 C5204620.689000 Permeable Surface Alleys - 300,000 300,000 300,000 300,000 C0845 C5208450.689000 Pico-Kenter Outfall and MS4 Compliance Projects - Final Design - 4,000,000 - - - $ - $ 4,300,000 $ 300,000 $ 300,000 $ 300,000
Pier (53)
C0890 C5308900689000 Cybersecurity 1716 1802 2737 2874 3018
7.A.b
Packet Pg. 959 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 104
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
General Fund (01)
C0828 C0108280.689000 Airport Conversion Planning 100,000 1,000,000 3,000,000 - - C0461 C0104610.689000 Alley Renewal Program - 500,000 500,000 500,000 500,000 C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program - 250,000 - - - C0896 C0108960.689000 Business License Tax, Miscellaneous Taxes and Permitting Software - 150,000 - - - C0830 C0108300.689000 CCTV Security Camera Program - - 300,000 350,000 350,000 C0458 C0104580.689000 Citywide Facilities Renewal Program 2,000,000 2,000,000 2,500,000 2,500,000 2,500,000 C0889 C0108890.689000 Community Events Permitting Portal - 100,000 - - - C0804 C0108040.689000 Construction Management Software 50,000 50,000 50,000 50,000 50,000 C0913 C0109130.689000 Copper Wire Protection Program 95,000 500,000 1,000,000 1,200,000 800,000 C0890 C0108900.689000 Cybersecurity and Resilience 501,625 526,710 800,045 840,051 882,053 C0891 C0108910.689000 Facilities Maintenance Management System Replacement 207,629 100,000 - - - C0456 C0104560.689000 Fire Apparatus Replacement - - - 900,000 4,000,000 C0892 C0108920.689000 Fleet Building Tenant Improvement - 92,064 - - - C0489 C0104890.689000 Maintenance for Parking Structures and Lots 350,000 350,000 450,000 450,000 450,000 C0706 C0107060.689000 Memorial Park PLD Relocation 1,000,000 - - - - C0893 C0108930.689000 Monuments and Markers maintenance 50,000 50,000 50,000 50,000 50,000 C0707 C0107070.689000 Palisades Park Road and Drainage Improvements - 122,000 - - - C0895 C0108950.689000 Permitting System - 400,000 - - - C0894 C0108940.689000 Seismic Analysis of City Buildings - 169,000 - - - BP Budget Plan SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements - - 1,550,000 250,000 - BP Budget Plan SM28/ CELEBRATE28 - - 2,600,000 -
C0467 C0104670.689000 Swim Facilities Planned Maintenance 100,000 100,000 - - - C0837 C0108370.689000 Traffic Signal Maintenance 300,000 300,000 300,000 300,000 300,000 C0465 C0104650.689000 Urban Forest and Planting Renewal 250,000 250,000 553,963 700,000 600,000 I0003 I0100030.689000 Computer Equipment Replacement Program 2,081,678 2,181,382 2,586,819 2,766,902 2,961,064 I0002 I0100020.689000 Telecommunications Services 488,243 502,856 517,907 533,408 549,374 I0001 I0100010.689000 Vehicle Replacement Program 5,468,717 5,616,817 5,841,818 6,124,414 6,272,185 $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,114,775 $ 20,264,676 Funds Available for General Fund CIP Projects
General Fund CIP Allotment 16,314,457 21,000,000 21,000,000 21,000,000 21,000,000 General Fund CIP Allotment Reduction/Projects moved to Held List (2,946,337) (4,625,722) Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 CIP Project BUDGET BUDGET PLAN
Number
Account Number Project Title
C0879 C5108790.689000 City Yards Improvements - Water Resources Division 700,000 - - - - C0890 C5108900.689000 Cybersecurity 2,816 2,957 4,491 4,715 4,951 C0892 C5108920.689000 Fleet Tenant Improvements - 4,125 - - - C0457 C5104570.689000 Hyperion Capital Payment 3,477,800 3,582,157 3,689,622 3,914,320 3,914,320 C0488 C5104880.689000 Moss Avenue Pump Station (MAPS) Improvements 500,000 2,960,000 - - - C0895 C5108950.689000 Permitting System - 50,000
C0906 C5109060.689000 PLC & Network Upgrades 82,000 - - - - C0862 C5108620.689000 Santa Monica Urban Runoff Recycling Facility (SMURRF) Upgrades 800,000 956,000 - - - C0486 C5104860.689000 Wastewater Main Replacement 3,477,800 3,582,157 3,689,622 3,914,320 3,914,320 I0003 I5100030.689000 Computer Equipment Replacement Program 11,685 12,359 14,468 15,559 16,741 I0002 I5100020.689000 Telecommunications Services 19,325 19,903 20,499 21,113 21,745 I0001 I5100010.689000 Vehicle Replacement Program 383,000 383,000 406,200 406,205 407,046 $ 9,704,426 $ 11,802,658 $ 8,074,902 $ 8,526,232 $ 8,529,123 Stormwater (52)
C0462 C5204620.689000 Permeable Surface Alleys - 300,000 300,000 300,000 300,000 C0845 C5208450.689000 Pico-Kenter Outfall and MS4 Compliance Projects - Final Design - 4,000,000 - - - $ - $ 4,300,000 $ 300,000 $ 300,000 $ 300,000
Pier (53)
C0890 C5308900.689000 Cybersecurity 1,716 1,802 2,737 2,874 3,018 C0892 C5308920.689000 Fleet Tenant Improvements - 938 - - - C0615 C5306150.689000 Pier Below Deck Fire Sprinkler - - 8,000,000 - - BP Budget Plan Pier Gazebo Repair and Replacement - - 485,000 - - C0674 C5306740.689000 Pier Railing & Light Pole Replacement Program 377,567 - - 500,000 - C0864 C5308640.689000 Pier Trash Compactor Relocation 850,000 - - - - I0003 I5300030.689000 Computer Equipment Replacement Program 7,122 7,472 8,883 9,514 10,195 I0002 I5300020.689000 Telecommunications Services 14,068 14,489 14,922 15,369 15,829 I0001 I5300010.689000 Vehicle Replacement Program 71,200 75,900 75,900 75,905 81,348 $ 1,321,673 $ 100,601 $ 8,587,442 $ 603,662 $ 110,390
Resource Recovery & Recycling (54)
C0890 C5408900.689000 Cybersecurity 9,963 10,457 15,883 16,677 17,511 C0892 C5408920.689000 Fleet Tenant Improvements - 12,563 - - - C0895 C5408950.689000 Permitting System - 50,000 - - -
C0454 C5404540.689000 Refuse & Recycling Container Replacement Program 920,000 950,000 980,000 1,010,000 1,040,000 I0003 I5400030.689000 Computer Equipment Replacement Program 41,327 43,945 50,928 54,920 59,256 I0002 I5400020.689000 Telecommunications Services 10,039 10,339 10,649 10,967 11,296 I0001 I5400010.689000 Vehicle Replacement Program 3,860,051 4,097,151 4,125,951 4,203,324 4,326,845 $ 4,841,380 $ 5,174,455 $ 5,183,411 $ 5,295,888 $ 5,454,908 Airport (57)
C0471 C5704710.689000 Airfield Pavement Maintenance 2,000,000 600,000 - - - C0469 C5704690.689000 Airport Building / Facilities Refurbishments 9,328,000 6,491,000 7,729,024 280,667 280,667 C0468 C5704680.689000 Airport Environmental 3,000,000 - - - - C0470 C5704700.689000 Airport Parking Lot Maintenance 1,570,000 1,102,000 1,440,600 1,487,000 2,318,000 C0544 C5705440.689000 Airport Security Enhancement Project 100,000 300,000 - - - C0890 C5708900.689000 Cybersecurity 5,556 5,834 8,862 $9,305 9,770 C0892 C5708920.689000 Fleet Tenant Improvements - 938 - - - I0003 I5700030.689000 Computer Equipment Replacement Program 23,058 24,297 28,393 30,436 32,644 I0002 I5700020.689000 Telecommunications Services 22,672 23,350 24,049 24,769 25,510 I0001 I5700010.689000 Vehicle Replacement Program 96,200 98,800 101,100 101,063 101,081 $ 16,145,486 $ 8,646,219 $ 9,332,028 $ 1,933,240 $ 2,767,672 Cemetery (59)
C0910 C5909100.689000 Cemetery and Mortuary Software 200,000 - - - - C0890 C5908900.689000 Cybersecurity 1,993 2,093 3,179 3,338 3,505 C0892 C5908920.689000 Fleet Tenant Improvements - 938 - - - C0887 C5908871.689000 Mausoleum and Cemetery Maintenance 250,000 250,000 250,000 - - I0003 I5900030.689000 Computer Equipment Replacement Program 8,272 8,669 10,303 11,025 11,804 I0002 I5900020.689000 Telecommunications Services 4,279 4,407 4,539 4,675 4,815 I0001 I5900010.689000 Vehicle Replacement Program 73,200 73,200 73,200 73,235 73,246 $ 537,744 $ 339,307 $ 341,221 $ 92,273 $ 93,370
7.A.b
Packet Pg. 960 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
SUMMARY BY FUND
105
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
General Fund (01)
C0828 C0108280.689000 Airport Conversion Planning 100,000 1,000,000 3,000,000 - - C0461 C0104610.689000 Alley Renewal Program - 500,000 500,000 500,000 500,000 C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program - 250,000 - - - C0896 C0108960.689000 Business License Tax, Miscellaneous Taxes and Permitting Software - 150,000 - - - C0830 C0108300.689000 CCTV Security Camera Program - - 300,000 350,000 350,000 C0458 C0104580.689000 Citywide Facilities Renewal Program 2,000,000 2,000,000 2,500,000 2,500,000 2,500,000 C0889 C0108890.689000 Community Events Permitting Portal - 100,000 - - - C0804 C0108040.689000 Construction Management Software 50,000 50,000 50,000 50,000 50,000 C0913 C0109130.689000 Copper Wire Protection Program 95,000 500,000 1,000,000 1,200,000 800,000 C0890 C0108900.689000 Cybersecurity and Resilience 501,625 526,710 800,045 840,051 882,053 C0891 C0108910.689000 Facilities Maintenance Management System Replacement 207,629 100,000 - - - C0456 C0104560.689000 Fire Apparatus Replacement - - - 900,000 4,000,000 C0892 C0108920.689000 Fleet Building Tenant Improvement - 92,064 - - - C0489 C0104890.689000 Maintenance for Parking Structures and Lots 350,000 350,000 450,000 450,000 450,000 C0706 C0107060.689000 Memorial Park PLD Relocation 1,000,000 - - - - C0893 C0108930.689000 Monuments and Markers maintenance 50,000 50,000 50,000 50,000 50,000 C0707 C0107070.689000 Palisades Park Road and Drainage Improvements - 122,000 - - - C0895 C0108950.689000 Permitting System - 400,000 - - - C0894 C0108940.689000 Seismic Analysis of City Buildings - 169,000 - - - BP Budget Plan SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements - - 1,550,000 250,000 - BP Budget Plan SM28/ CELEBRATE28 - - 2,600,000 -
C0467 C0104670.689000 Swim Facilities Planned Maintenance 100,000 100,000 - - - C0837 C0108370.689000 Traffic Signal Maintenance 300,000 300,000 300,000 300,000 300,000 C0465 C0104650.689000 Urban Forest and Planting Renewal 250,000 250,000 553,963 700,000 600,000 I0003 I0100030.689000 Computer Equipment Replacement Program 2,081,678 2,181,382 2,586,819 2,766,902 2,961,064 I0002 I0100020.689000 Telecommunications Services 488,243 502,856 517,907 533,408 549,374 I0001 I0100010.689000 Vehicle Replacement Program 5,468,717 5,616,817 5,841,818 6,124,414 6,272,185 $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,114,775 $ 20,264,676 Funds Available for General Fund CIP Projects
General Fund CIP Allotment 16,314,457 21,000,000 21,000,000 21,000,000 21,000,000 General Fund CIP Allotment Reduction/Projects moved to Held List (2,946,337) (4,625,722) Revised General Fund CIP Allotment 13,368,120 16,374,278 21,000,000 21,000,000 21,000,000 Adjustment to Allotment (Prior Year CIP Savings/GF CIP Savings) 1,000,000 100,000 - - - City Hall East Debt Service Contribution (1,325,228) (1,163,449) (999,448) (822,310) (636,596) Total Funds Available for General Fund CIPs $ 13,042,892 $ 15,310,829 $ 20,000,552 $ 20,177,690 $ 20,363,404 Remaining Balance $ - $ - $ - $ 62,915 $ 98,728
Special Revenue (10)
BP Budget Plan Clover Park Playground Reconstruction - PIF 400,000 1,200,000 C0897 C1008970.689000 Park and Rec Masterplan - PIF 450,000 C0881 C1008810.689000 Park Improvement Program -PIF 250,000 250,000 250,000 250,000 250,000 C0898 C1008980.689000 Virginia Avenue Park Playground Replacement 200,000 800,000 - - - $ 900,000 $ 1,050,000 $ 650,000 $ 1,450,000 $ 250,000
Beach Recreation (11)
C0841 C1108410.689000 ACBH Facilities Maintenance 548,571 44,107 200,000 200,000 200,000 C0890 C1108900.689000 Cybersecurity 7,645 8,028 12,194 12,803 13,443 C0892 C1108920.689000 Fleet Building Tenant Improvement - 1,875 - - - BP Budget Plan Rebuilding of Beach Lot 4S Decorative Plaza - - 200,000 - - BP Budget Plan Surface Lot Paving Program - - 1,100,000 1,100,000 1,100,000 C0467 C1104670.689000 Swim Facilities Planned Maintenance 65,000 65,000 65,000 65,000 65,000 I0003 I1100030.689000 Computer Equipment Replacement Program 31,727 33,647 39,178 42,189 45,455 I0002 I1100020.689000 Telecommunications Services 9,577 9,863 10,159 10,463 10,776 I0001 I1100010.689000 Vehicle Replacement Program 634,500 634,500 657,700 675,988 559,863 $ 1,297,020 $ 797,020 $ 2,284,231 $ 2,106,443 $ 1,994,537 Housing Authority (12)
C0890 C1208900.689000 Cybersecurity 7,299 7,664 11,642 12,224 12,835 CIP Project BUDGET BUDGET PLAN
Number
Account Number Project Title
Big Blue Bus (60)
C0911 C6009110.689000 Automated Bus Lane and Bus Stop 260,156 312,187 312,187 312,187 312,187 C0483 C6004830.689000 BBB Facilities Upgrades & Renovations - - 569,737 586,829 633,999 C0477 C6004770.689000 BBB Information Technology Program - - 1,079,349 1,143,233 1,157,464 C0475 C6004750.689000 Bus Components - BBB - 1,000,000 6,372,133 6,368,451 6,509,481 C0478 C6004780.689000 Bus Stop Amenities - - 79,568 81,955 84,413 C0747 C6007470.689000 Customer Experience Technology Enhancements - - 130,438 103,307 - C0890 C6008900.689000 Cybersecurity 47,358 49,724 75,528 79,304 83,269 C0868 C6008680.689000 Fleet Asset Management System - - 122,490 128,614 135,045 C0474 C6004740.689000 Radio Tower Equipment - 120,000 122,000 110,000 C0482 C6004820.689000 Shop Equipment - - 100,000 100,000 100,000 C0476 C6004760.689000 Yard Improvements - - 60,000 60,000 60,000 I0002 I6000020.689000 Telecommunications Services 70,905 73,028 75,213 77,465 79,783 $ 378,419 $ 1,554,939 $ 9,098,643 $ 9,151,345 $ 9,155,641 Vehicle Management (70)
C0890 C7008900.689000 Cybersecurity 6,403 6,724 10,213 10,723 11,260 C0001 C7000010.689000 Vehicle Replacement Program 6,062,420 10,512,610 8,185,870 9,835,740 7,558,180 I0003 I7000030.689000 Computer Equipment Replacement Program 26,573 27,618 33,213 35,373 37,691 I0002 I7000020.689000 Telecommunications Services 13,337 13,736 14,147 14,571 15,007 $ 6,108,733 $ 10,560,688 $ 8,243,443 $ 9,896,407 $ 7,622,138 Computer Equipment Replacement (71)
C0003 C7100030.689000 Computer Equipment Replacement Program 2,343,576 2,456,856 2,911,241 3,114,575 3,333,853 C0002 C7100020.689000 Telecommunication Services 724,838 746,531 768,875 791,889 815,592 $ 3,068,414 $ 3,203,387 $ 3,680,116 $ 3,906,464 $ 4,149,445 Self Insurance (74)
C0794 C7407940.689000 Rooftop Fall Protection and Access Retrofits- Phase III 1,665,900 - - - - $ 1,665,900 $ - $ - $ - $ -
Risk Management (75)
C0890 C7508900.689000 Cybersecurity 4,081 4,285 6,509 6,834 7,176 C0892 C7508920.689000 Fleet Tenant Improvements - 188 - - - I0003 I7500030.689000 Computer Equipment Replacement Program 16,935 17,788 20,948 22,423 24,016 I0002 I7500020.689000 Telecommunications Services 8,878 9,144 9,417 9,699 9,990 I0001 I7500010.689000 Vehicle Replacement Program 4,800 4,800 4,800 4,800 4,800 $ 34,694 $ 36,205 $ 41,674 $ 43,756 $ 45,982
TOTAL CIP BUDGET ALL FUNDS $ 106,108,945 $ 117,472,647 $ 114,968,937 $ 98,034,543 $ 91,411,063 Less Internal Service Transfers $ (14,282,482) $ (14,819,955) $ (15,619,485) $ (16,226,447) $ (16,641,610) NET GRAND TOTAL CIP BUDGET ALL FUNDS $ 91,826,463 $ 102,652,692 $ 99,349,452 $ 81,808,096 $ 74,769,453
7.A.b
Packet Pg. 961 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 106
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
HELD PROJECTS
FY 2024-26 Biennial CIP Budget - Held Project List
FY24/25 FY25/26
General Fund (01)
C0460 C0104600.689000 Annual Paving and Sidewalk Repair Program 100,000 250,000 C0830 C0108300.689000 CCTV Security Camera Program 250,000 250,000 C0913 C0109130.689000 Copper Wire Protection Program - 500,000 Crossing, Calming, and Safety Improvements at 23rd
St. and Hill St.
275,337 -
Fire Self Contained Breathing Apparatus Replacement - 550,000 Main Library Central Courtyard Revitalization 31,000 -
Martin Luther King, Jr. Auditorium AV Infrastructure - 194,000 Quick Build Enhancements at Unsignalized Intersections 120,000 100,000 Reed Park Community Garden 120,000 250,000
Reframe: City Hall Mural new HCH lobby artwork and - 400,000 SM28/ CELEBRATE28 2,000,000 -
SMPD Vehicle Radio, Cradlepoint, and Antennas - 1,200,000 Sports Lighting Replacement Program - 606,722
Streetlight EV Charger Project - 75,000
C0465 C0104650.689000 Urban Forest and Planting Renewal 50,000 250,000 Grand Total 2,946,337 4,625,722
CIP Held CIP Projects
Project
Number
Account Number Project Title
7.A.b
Packet Pg. 962 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
UNFUNDED PROJECTS
107
Project Title Estimated Project Costs
Infrastructure Maintenance
Computer Replacement Contributions - General Fund Deferral $ 3,570,000 1 Main Library Security Camera Replacement $ 107,100 1
Parking Facilities Renewal Program $ 2,310,000 1
Parking Structure #1 Complete Remodel $ 14,038,605 1
Promenade Kiosk $ 504,000 1
Public Safety Facility Security and Tenant Improvements $ 231,000 1 Replacement Program For Parking Access & Revenue Control Systems and Equipment $ 27,954,465 1 Safety Upgrades for Santa Monica Public Library $ 924,000 1 Surface Parking Lot Repaving Program (General Fund and Beach Fund) $ 11,550,000 1 Vehicle Replacement Contributions - General Fund Deferral $ 8,463,000 1 City Yards Modernization - Michigan Ave Improvements $ 16,000,000 4 Camera Obscura/Art Lab Facility Maintenance $ 1,052,876 4 Downtown Parking Structures Guardrail and Waterproofing Upgrades $ 8,100,000 4 Property Room Solutions, Improvements, and Updates $ 1,028,000 4 Annual Paving and Sidewalk Repair Program $ 350,000 5
Main Library Central Courtyard Revitalization $ 283,000 7 Urban Forest and Planting Renewal $ 300,000 5
Civic Structure Decorative Feature Repair $ 710,000 6
Civic Structure Elevator Replacement $ 3,100,000 6
Farmers Market Vehicle Barrier $ 1,317,056 6
Historic City Hall North Wing Building System Upgrades $ 11,589,000 6 Main Library Landscaping - Soil Compaction $ 130,000 6
Rebuilding of Beach Lot 4S Decorative Plaza $ 283,000 6 Santa Monica Swim Center spare boiler $ 76,000 6
Swim Center Engineering of air flow and water HVAC lines $ 2,280,000 6 Facility Renewal Program $ 19,195,165 6
Subtotal $ 135,446,267
New Infrastructure or Technology
License Plate Camera Recognition Program $ 1,260,000 1
EV Action Plan Implementation - EV Charging $ 3,630,000 2 Fire Station 3 Facility Design/Build Assessment, Demo, and New Facility | Fire Station #3 Design/Build $ 25,986,884 4 Fire Station 7 (Permanent Solution) | Fire Station #7 Design/Build $ 24,747,500 4 CCTV Security Camera Program $ 500,000 5
Martin Luther King, Jr. Auditorium AV Infrastructure Improvement $ 194,000 5 SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements $ 1,200,000 5 City Fleet Electrification Infrastructure $ 1,665,000 6 Fire Department Training Center Construction - Phase III $ 5,000,000 6 Unfunded Projects
Projects will be considered in future funding cycles.
7.A.b
Packet Pg. 963 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 108
PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
UNFUNDED PROJECTS
Farmers Market Vehicle Barrier $ 1,317,056 6
Historic City Hall North Wing Building System Upgrades $ 11,589,000 6 Main Library Landscaping - Soil Compaction $ 130,000 6
Rebuilding of Beach Lot 4S Decorative Plaza $ 283,000 6 Santa Monica Swim Center spare boiler $ 76,000 6
Swim Center Engineering of air flow and water HVAC lines $ 2,280,000 6 Facility Renewal Program $ 19,195,165 6
Subtotal $ 135,446,267
New Infrastructure or Technology
License Plate Camera Recognition Program $ 1,260,000 1
EV Action Plan Implementation - EV Charging $ 3,630,000 2 Fire Station 3 Facility Design/Build Assessment, Demo, and New Facility | Fire Station #3 Design/Build $ 25,986,884 4 Fire Station 7 (Permanent Solution) | Fire Station #7 Design/Build $ 24,747,500 4 CCTV Security Camera Program $ 500,000 5
Martin Luther King, Jr. Auditorium AV Infrastructure Improvement $ 194,000 5 SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements $ 1,200,000 5 City Fleet Electrification Infrastructure $ 1,665,000 6 Fire Department Training Center Construction - Phase III $ 5,000,000 6 Project Title Estimated Project Costs
Unfunded Projects
Projects will be considered in future funding cycles.
Park Maintenance Electrical Equipment Pilot Program $ 525,000 6 Proactive Video Monitoring and Security Services $ 190,000 6 Subtotal $ 64,898,384
Parks
Memorial Park Expansion Phase 1 (add $20M from SMC) $ 16,800,000 1 Airport Park Expansion $ 54,450,000 2
Airport Park Parking Lot and Pathway Replacement $ 298,100 6 Crescent Bay Park Improvements $ 3,996,300 2
Memorial Park Expansion Phase 2-3 $ 100,320,000 3
Pickleball Courts | Pickleball Courts at Airport Extension $ 5,940,000 4 Reed Park Dog Park $ 605,000 4
Reed Park Community Garden $ 370,000 5
New Athletic Sports Field at Airport Extension $ 12,425,000 6 Safety Netting for Memorial Park and Clover Park fields $ 1,100,000 6 Tennis Court Resurfacing $ 1,000,000 6
Tennis Courts Windscreens $ 249,000 6
Tongva Park Bollard Replacement $ 895,000 6
Turf Replacement Airport Park Field $ 1,512,996 6
VAP Overflow Parking Lot into Permanent Parking Area $ 3,000,000 6 VAP Teen Center Courtyard Shade $ 335,000 6
Virginia Avenue Park Center Lobby and Corridor Upgrade $ 73,000 6 Virginia Avenue Park Thelma Terry Community Room Improvements $ 90,000 6 Sports Lighting Replacement Program $ 942,000 7
Subtotal $ 204,401,396
Pier and Beach
Beach and Pier Master Plan (Phase 2) $ 1,386,000 1
Pier Deck Upgrade $ 12,589,500 1
Pier West End Substructure Upgrade $ 6,121,500 1
Subtotal $ 20,097,000
Streetscape and Lighting
Project Title Estimated Project Costs
Infrastructure Maintenance
Computer Replacement Contributions - General Fund Deferral $ 3,570,000 1 Main Library Security Camera Replacement $ 107,100 1
Parking Facilities Renewal Program $ 2,310,000 1
Parking Structure #1 Complete Remodel $ 14,038,605 1
Promenade Kiosk $ 504,000 1
Public Safety Facility Security and Tenant Improvements $ 231,000 1 Replacement Program For Parking Access & Revenue Control Systems and Equipment $ 27,954,465 1 Safety Upgrades for Santa Monica Public Library $ 924,000 1 Surface Parking Lot Repaving Program (General Fund and Beach Fund) $ 11,550,000 1 Vehicle Replacement Contributions - General Fund Deferral $ 8,463,000 1 City Yards Modernization - Michigan Ave Improvements $ 16,000,000 4 Camera Obscura/Art Lab Facility Maintenance $ 1,052,876 4 Downtown Parking Structures Guardrail and Waterproofing Upgrades $ 8,100,000 4 Property Room Solutions, Improvements, and Updates $ 1,028,000 4 Annual Paving and Sidewalk Repair Program $ 350,000 5
Main Library Central Courtyard Revitalization $ 283,000 7 Urban Forest and Planting Renewal $ 300,000 5
Civic Structure Decorative Feature Repair $ 710,000 6
Civic Structure Elevator Replacement $ 3,100,000 6
Farmers Market Vehicle Barrier $ 1,317,056 6
Historic City Hall North Wing Building System Upgrades $ 11,589,000 6 Main Library Landscaping - Soil Compaction $ 130,000 6
Rebuilding of Beach Lot 4S Decorative Plaza $ 283,000 6 Santa Monica Swim Center spare boiler $ 76,000 6
Swim Center Engineering of air flow and water HVAC lines $ 2,280,000 6 Facility Renewal Program $ 19,195,165 6
Subtotal $ 135,446,267
New Infrastructure or Technology
License Plate Camera Recognition Program $ 1,260,000 1
EV Action Plan Implementation - EV Charging $ 3,630,000 2 Fire Station 3 Facility Design/Build Assessment, Demo, and New Facility | Fire Station #3 Design/Build $ 25,986,884 4 Fire Station 7 (Permanent Solution) | Fire Station #7 Design/Build $ 24,747,500 4 CCTV Security Camera Program $ 500,000 5
Martin Luther King, Jr. Auditorium AV Infrastructure Improvement $ 194,000 5 SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements $ 1,200,000 5 City Fleet Electrification Infrastructure $ 1,665,000 6 Fire Department Training Center Construction - Phase III $ 5,000,000 6 Unfunded Projects
Projects will be considered in future funding cycles.
EV Action Plan
7.A.b
Packet Pg. 964 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 PROPOSED FY 2024-26 BIENNIAL CIP BUDGET
UNFUNDED PROJECTS
109
Project Title Estimated Project Costs
Infrastructure Maintenance
Computer Replacement Contributions - General Fund Deferral $ 3,570,000 1 Main Library Security Camera Replacement $ 107,100 1
Parking Facilities Renewal Program $ 2,310,000 1
Parking Structure #1 Complete Remodel $ 14,038,605 1
Promenade Kiosk $ 504,000 1
Public Safety Facility Security and Tenant Improvements $ 231,000 1 Replacement Program For Parking Access & Revenue Control Systems and Equipment $ 27,954,465 1 Safety Upgrades for Santa Monica Public Library $ 924,000 1 Surface Parking Lot Repaving Program (General Fund and Beach Fund) $ 11,550,000 1 Vehicle Replacement Contributions - General Fund Deferral $ 8,463,000 1 City Yards Modernization - Michigan Ave Improvements $ 16,000,000 4 Camera Obscura/Art Lab Facility Maintenance $ 1,052,876 4 Downtown Parking Structures Guardrail and Waterproofing Upgrades $ 8,100,000 4 Property Room Solutions, Improvements, and Updates $ 1,028,000 4 Annual Paving and Sidewalk Repair Program $ 350,000 5
Main Library Central Courtyard Revitalization $ 283,000 7 Urban Forest and Planting Renewal $ 300,000 5
Civic Structure Decorative Feature Repair $ 710,000 6
Civic Structure Elevator Replacement $ 3,100,000 6
Farmers Market Vehicle Barrier $ 1,317,056 6
Historic City Hall North Wing Building System Upgrades $ 11,589,000 6 Main Library Landscaping - Soil Compaction $ 130,000 6
Rebuilding of Beach Lot 4S Decorative Plaza $ 283,000 6 Santa Monica Swim Center spare boiler $ 76,000 6
Swim Center Engineering of air flow and water HVAC lines $ 2,280,000 6 Facility Renewal Program $ 19,195,165 6
Subtotal $ 135,446,267
New Infrastructure or Technology
License Plate Camera Recognition Program $ 1,260,000 1
EV Action Plan Implementation - EV Charging $ 3,630,000 2 Fire Station 3 Facility Design/Build Assessment, Demo, and New Facility | Fire Station #3 Design/Build $ 25,986,884 4 Fire Station 7 (Permanent Solution) | Fire Station #7 Design/Build $ 24,747,500 4 CCTV Security Camera Program $ 500,000 5
Martin Luther King, Jr. Auditorium AV Infrastructure Improvement $ 194,000 5 SMPD Vehicle Radio, Cradlepoint, and Antennas Replacements $ 1,200,000 5 City Fleet Electrification Infrastructure $ 1,665,000 6 Fire Department Training Center Construction - Phase III $ 5,000,000 6 Unfunded Projects
Projects will be considered in future funding cycles.
Tongva Park Bollard Replacement $ 895,000 6
Turf Replacement Airport Park Field $ 1,512,996 6
VAP Overflow Parking Lot into Permanent Parking Area $ 3,000,000 6 VAP Teen Center Courtyard Shade $ 335,000 6
Virginia Avenue Park Center Lobby and Corridor Upgrade $ 73,000 6 Virginia Avenue Park Thelma Terry Community Room Improvements $ 90,000 6 Sports Lighting Replacement Program $ 942,000 7
Subtotal $ 204,401,396
Pier and Beach
Beach and Pier Master Plan (Phase 2) $ 1,386,000 1
Pier Deck Upgrade $ 12,589,500 1
Pier West End Substructure Upgrade $ 6,121,500 1
Subtotal $ 20,097,000
Streetscape and Lighting
Lincoln Corridor Streetscape (Phase 2) $ 8,316,000 1
Promenade Lighting Project $ 11,979,000 2
Copper Wire Protection Program $ 500,000 5
Crossing, Calming, and Safety Improvements at 23rd St. and Hill St. $ 275,337 5 Quick Build Enhancements at Unsignalized Intersections $ 220,000 5 Streetlight Modernizations (General Fund ) $ 2,000,000 6 Public Safety Facility - Interior Communication and Connectivity Project $ 844,000 6 Project Title Subtotal $ 24,134,337 Estimated Project Costs Unfunded Projects
Projects will be considered in future funding cycles.
Miscellaneous
Fire Self Contained Breathing Apparatus Replacement $ 550,000 5 Reframe: City Hall Mural new HCH lobby artwork and interpretive signage $ 400,000 5 Citywide Infrastructure Safety Assessment and Implementation $ 615,000 6 Fire PSF Office Reconfiguration $ 90,000 6
Promenade Maintenance Relocation $ 1,000,000 6
Public Art deferred repair catch-up and maintenance $ 800,000 6 Public Safety Communications Workstation Upgrade $ 741,000 6 Public Safety Facility Office and Furniture Renovation (PD) $ 1,544,000 6 Reframe: City Hall Mural cultural assessment of City monuments and public artwork $ 650,000 6 SM28/CELEBRATE28 $ 3,000,000 7
Subtotal $ 9,390,000
Total Unfunded $ 458,367,384
Footnotes:
1 Previously Unfunded (5% CPI added)
2 Previously Unfunded (10% CPI added)
3 Previously Unfunded (20% CPI added)
4 Previously Unfunded (Cost Updated)
5 Held Project List
6 Added to Unfunded List in 2024
7 Combination of Held Project List and Added to Unfunded List Project Title Estimated Project Costs
Unfunded Projects
Projects will be considered in future funding cycles.
Miscellaneous
Fire Self Contained Breathing Apparatus Replacement $ 550,000 5 Reframe: City Hall Mural new HCH lobby artwork and interpretive signage $ 400,000 5 Citywide Infrastructure Safety Assessment and Implementation $ 615,000 6 Fire PSF Office Reconfiguration $ 90,000 6
Promenade Maintenance Relocation $ 1,000,000 6
Public Art deferred repair catch-up and maintenance $ 800,000 6 Public Safety Communications Workstation Upgrade $ 741,000 6 Public Safety Facility Office and Furniture Renovation (PD) $ 1,544,000 6 Reframe: City Hall Mural cultural assessment of City monuments and public artwork $ 650,000 6 SM28/CELEBRATE28 $ 3,000,000 7
Subtotal $ 9,390,000
Total Unfunded $ 458,367,384
Footnotes:
1 Previously Unfunded (5% CPI added)
2 Previously Unfunded (10% CPI added)
3 Previously Unfunded (20% CPI added)
4 Previously Unfunded (Cost Updated)
5 Held Project List
6 Added to Unfunded List in 2024
7 Combination of Held Project List and Added to Unfunded List
7.A.b
Packet Pg. 965 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25
7.A.b
Packet Pg. 966 Attachment: Attachment B - FY 2024-26 Proposed Biennial CIP Budget [Revision 1] (6042 : FY 2024-25 Proposed Budget, and FY 2024-26
EMERGENCY MEDICAL SERVICES FEES
COST ANALYSIS
CITY OF SANTA MONICA
Final Report
May 15, 2024
M GTCONSULTING.COM
ATTACHMENT C
7.A.c
Packet Pg. 967 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 M GTCONSULTING.COM
City of Santa Monica
Emergency Medical Services Fees Cost Analysis
May 15, 2024
TABLE OF CONTENTS
INTRODUCTION ............................................................................................................. 1 BACKGROUND AND OBJECTIVE .................................................................................... 1 STUDY FINDINGS ........................................................................................................... 2 METHODOLOGY ............................................................................................................ 2 FEES CHARGED VS FEES COLLECTED ............................................................................. 4 PEER COMPARISONS ..................................................................................................... 6 SUMMARY AND RECOMMENDATIONS ......................................................................... 6
ATTACHMENT C
7.A.c
Packet Pg. 968 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 1
Introduction
MGT is pleased to present the City of Santa Monica (City) with this summary of findings for the Emergency Medical Services (EMS) fees cost analysis.
The City engaged MGT to conduct an analysis of the Fire Department’s cost to provide Basic Life Support (BLS) and Advanced Life Support (ALS) emergency transportation. The cost analysis also included what department’s projected revenue would look like if the City set fees at the Los Angeles County Emergency Medical Services Agency’s (County) maximum allowable rates for emergency ambulance transportation.
MGT performed the analysis using fiscal year 2023-2024 budgeted figures, staffing, and operational information.
City policy is to recover, through fees, the full cost of providing services that provide benefit to the person or entity using the service. However, the City Council has made exceptions to this policy when it has determined that a subsidy from the general fund would be in the public interest.
Background and Objective
The Santa Monica Fire Department (SMFD) currently contracts with McCormick Ambulance to provide emergency medical transportation within the City. McCormick Ambulance responds to calls for service with an ambulance and is accompanied by an SMFD fire engine.
McCormick charges rates published by Los Angeles County Emergency Services Agency. The most recent rates published by the County, effective July 1, 2023, through June 30, 2024, include the following:
Response to an emergency call with equipment and personnel at an ALS level: $3,252 Response to an emergency call with equipment and personnel at a BLS level: $2,171 Mileage rate: $28
Oxygen tank: $114
When McCormick responds to an ALS transport call, they pay SMFD the difference between the BLS rate and the ALS rate, or $1,081. They do not pay SMFD for responses to BLS calls or any other emergency services other than ALS transports.
On occasion, McCormick is not able to respond to emergency medical calls. When this occurs, SMFD staff must respond to the call and treat the patient and/or transport them to the hospital. There is no mechanism for SMFD to charge for these services; therefore, their cost is not being recovered.
This study only analyzed the estimated cost and revenue for EMS calls with ambulance transports. Treatno-transport cost was not included in the analysis. If the study were conducted on the costs and revenues associated with all EMS calls, then the cost recovery rate of the BLS and ALS transports would be much lower.
ATTACHMENT C
7.A.c
Packet Pg. 969 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 2
SMFD is proposing that the City’s decision makers adopt the above County rates, giving SFMD the ability to charge for ALS and BLS ambulance transportation when McCormick is not available.
This report details the full cost of providing these services and shows that the cost would not exceed the revenue collected if SFMD charged the County rates listed above.
Study Findings
As shown in Exhibit 1, the analysis shows that the full cost of transporting patients at an ALS level is $1,644 and $829 at a BLS level. At an estimated 50 transports per year, the annual cost would be $57,740.
Although SMFD is proposing to charge the LA County EMS rates of $3,252 and $2,171 for ALS and BLS transports, respectively, the average fee collected for each is estimated to be $1,075 for ALS and $712 for BLS. The cost recovery for transports is therefore projected to be 74%, with 28% of the cost needing to be subsidized.
EXHIBIT 1. COST AND REVENUE SUMMARY
Methodology
A cost-of-service study is comprised of two basic elements:
Hourly rates of staff providing the service.
Time spent providing the service.
The product of the hourly rate calculation times the time spent yields the cost of providing the service.
Service Name Fee
Description
# of
Transports
LA County
EMS Rates
Average Fee
Collected Full Cost Cost
Recovery % Annual Cost Annual Revenue
Annual
Subsidy
ALS Emergency Transport Flat fee 20 $ 3,252 $ 1,075 $ 1,644 65% 32,875 $ $ 21,500 $ 11,375 BLS Emergency Transport Flat fee 30 $ 2,171 $ 712 $ 86% 24,865 829 $ $ 21,366 $ 3,499 Total User Fees $57,740 $42,866 $14,874
% of Full Cost 74% 26%
Per Unit Annual
Current
ATTACHMENT C
7.A.c
Packet Pg. 970 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 3
Hourly Rates
The hourly rate methodology used in this study builds indirect costs into city staff hourly salary and benefit rates to arrive at fully burdened hourly rates. Fully burdened hourly rates are a mechanism used to calculate the total cost of providing services. Total cost is generally recognized as the sum of the direct cost together with a proportionate share of allowable indirect costs. The proper identification of all costs (including labor, operating expense, department administration and citywide support) as “direct” or “indirect” is crucial to the determination of the total cost of providing services.
Direct costs are typically defined as those that can be identified specifically to a particular function or activity, including the labor of persons working directly on the specific service for which the fee is charged, and possibly materials or supplies those people use for the task. Indirect costs are those that support more than one program area and are not easily identifiable to specific activities. Examples of indirect costs are: 1) departmental administrative and support staff, 2) training and education time, 3) public counter and telephone time, 4) some service and supply costs, and 5) citywide overhead costs from outside of the department as identified in the City’s cost allocation plan.
MGT’s hourly rate calculation methodology includes the following:
Personnel Services Analysis – each staff classification within the department or division is analyzed in the study. The first burden factor is comprised of compensated absences such as vacation/holidays/sick leave days taken in a year’s time. Staff classifications are then categorized as either direct (operational) or indirect (administrative or supervisory) labor. In some cases, a classification will have both direct and indirect duties. The total indirect portion of staff cost is incorporated into hourly overhead rates.
Indirect Cost Rate – a ratio of indirect cost to direct labor (salaries plus benefits) is established. There are three elements of indirect cost incorporated, including:
Indirect Labor – includes total compensation, administrative and supervisory staff costs. Other Operating Expenses – most services and supplies are included as a second layer of indirect cost and are prorated across all fees and services. There are some service and supply expenses classified as “allowable direct. Some examples of these are professional services expenses, or sports supplies. These allowable direct expenses would be directly associated with specific fees or programs, as opposed to being allocated across all activities through the indirect overhead. External Indirect Allocations – this represents the prorated portion of citywide overhead (from the City’s cost allocation plan) which is attributable to the service for which the fee is charged.
Fully Burdened Hourly Rates – incorporates all the elements that comprise the hourly rates used in this cost analysis.
Each direct or operational staff classification is listed, together with the average annual salary. The hourly salary rate is calculated by taking the annual salary of an employee and dividing by 1,624 available productive hours in a year.
ATTACHMENT C
7.A.c
Packet Pg. 971 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 4
The benefit rate reflects the average benefit rate as a percentage of the salary rate. Multiplying this percentage by the hourly salary rate determines the benefit rate to be included in the fully burdened rate.
The overhead rate is derived by multiplying the internal and external indirect cost rates against the salary plus benefit rates.
The total combines the salary, benefits, and overhead rates. This is the fully burdened rate for each staff classification. MGT prepared indirect overhead rates and corresponding hourly rate calculations using Adopted FY 2024 budgeted expenditures.
Time Spent
Once fully burdened hourly rates were developed for city staff, the next step in the process was to identify staff time spent directly on each of the user fee activities. Each staff person involved in the user fee services identified time spent to complete each task associated with all user fee services. Annual volume statistics were also gathered in order to develop total annual workload information. This information is provided in detailed user fee workbooks which were provided to the City upon completion of the study.
Fee Calculations and Revenue Projections
Given this information, MGT was able to calculate the cost of providing each service, both on a per-unit and total annual basis (per-unit cost multiplied by annual volume equals total annual cost). As mentioned above, costs were calculated by multiplying per-unit time estimates by the hourly labor rates; additional operating expenses directly associated with certain services were also added in. Full costs are then compared to current fees/revenues collected, and subsidies (or over-recoveries) are identified.
Fees Charged vs Fees Collected
As shown in Exhibits 2 and 3 below, although SMFD is proposing to charge LA County EMS fees, the amount of fees collected is likely to be far less, due to the payor mix of patients being served. The exhibits show the estimated payor mix, based on historical data provided by the City’s billing vendor, the expected fee amount collected for each type of payor, and the average collection per transport.
EXHIBIT 2. ALS FEES COLLECTED VS CHARGED
ATTACHMENT C
7.A.c
Packet Pg. 972 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 5
EXHIBIT 2. BLS FEES COLLECTED VS CHARGED
Given this expected payor mix, SMFD’s estimated cost recovery at the County’s EMS rates is projected to be 65% for ALS transports and 86% for BLS transports, as shown in Exhibits 3 and 4.
EXHIBIT 3. ALS COST RECOVERY AT LA COUNTY EMS RATES
EXHIBIT 4. BLS COST RECOVERY AT LA COUNTY EMS RATES
Description
Total ALS
Transport
Total Costs $32,875
Forecast Recoveries $21,500
Cost Recovery - ALS Transport 65%
Description
Total BLS
Transport
Total Costs $24,865
Forecast Recoveries $21,366
Cost Recovery - BLS Transport 86%
ATTACHMENT C
7.A.c
Packet Pg. 973 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 City of Santa Monica May 15, 2024
Emergency Medical Services Fees Cost Analysis Final Report P a g e | 6
Peer Comparisons
At least 17 cities in Los Angeles County charge ambulance fees conforming to LCEMSA’s allowable rates.
See Exhibit 5 below.
City ALS BLS Mileage Oxygen
Alhambra $3,252 $2,171 $28 $114
Arcadia $3,252 $2,171 $28 $114
Avalon $3,252 $2,171 $28 $114
Burbank $3,252 $2,171 $28 $114
Culver City $3,252 $2,171 $28 $114
Downey $3,252 $2,171 $28 $114
El Segundo $3,252 $2,171 $28 $114
Glendale $3,252 $2,171 $28 $114
Hermosa Beach $3,252 $2,171 $28 $114
La Verne $3,252 $2,171 $28 $114
Manhattan Beach $3,252 $2,171 $28 $114
Monterey Park $3,252 $2,171 $28 $114
San Gabriel $3,252 $2,171 $28 $114
San Marino $3,252 $2,171 $28 $114
Sierra Madre $3,252 $2,171 $28 $114
South Pasadena $3,252 $2,171 $28 $114
West Covina $3,252 $2,171 $28 $114
EXHIBIT 5. CITIES IN LOS ANGELES COUNTY CHARGING LA COUNTY EMS RATES Summary and Recommendations
At this time, SMFD is not currently charging a fee for ambulance transports when McCormick Ambulance is unable to respond to calls. SMFD recommends the City’s decision makers adopt the Los Angeles County EMS Agency rates for ALS and BLS emergency ambulance transports, mileage, and oxygen.
Adopting these fees will allow the City to recover approximately 74% of its cost for ambulance transports. SMFD proposes including the following language in the fee schedule:
Fees for emergency transports provided by SMFD shall conform to the current rates allowed by LA County Dept of Health Services, General Public Ambulance Rates.
ATTACHMENT C
7.A.c
Packet Pg. 974 Attachment: Attachment C - Emergency Medical Services (EMS) Fees Cost Analysis (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Summary of Proposed Fee Changes Attachment D
Department /
Division
Fee Fee
Amount
Primary Impact New Fee - Purpose
Community
Development / City
Planning
Administrative Approval – multi-unit
dwelling project up to 10,000 sf in
multi-unit and Ocean Park districts
$ 3,498.04 Developers /
Property Owners /
Businesses
This new application fee is for cases where
projects may seek a density bonus
(development incentive) or use other
aspects of State law for the approval
process.
Community
Development / City
Planning
Historic Resource Designation
Assessment
$ 6,400.00 Developers /
Property Owners /
Businesses
This new fee establishes a flat-rate
structure for historical assessments.
Community
Development / City
Planning
SB35 Application Fee $ 10,719.70 Developers /
Property Owners /
Businesses
This fee is established to comply with
existing legal requirements. It ensures that
housing projects that include at least 50% of
units as affordable to lower income
households be subject to SB35.
Community
Development / City
Planning
Zoning Conformance Review $ 1,391.50 Developers /
Property Owners /
Businesses
This review process is required to provide
transparency for customers.
Community
Development /
Building and Safety
Grading Permit Fees: 100 cubic yards
or less of excavation or fill,
whichever is higher
$ 458.31 Developers /
Property Owners /
Businesses
This fee establishes five new grading permit
fees, as authorized by Santa Monica
Municipal Code 8.08.050. The introduction of
these fees would create fee items that are
directly applicable to any requests received
for grading and excavation.
Community
Development /
Building and Safety
Grading Permit Fees: 101 - 1,000 cubic
yards of excavation or fill, whichever
is higher
$ 1,138.59 Developers /
Property Owners /
Businesses
This fee establishes five new grading permit
fees, as authorized by Santa Monica
Municipal Code 8.08.050. The introduction of
these fees would create fee items that are
directly applicable to any requests received
for grading and excavation.
Community
Development /
Building and Safety
Grading Permit Fees: 1,001 - 10,000
cubic yards of excavation or fill,
whichever is higher
$ 2,630.88 Developers /
Property Owners /
Businesses
This fee establishes five new grading permit
fees, as authorized by Santa Monica
Municipal Code 8.08.050. The introduction of
these fees would create fee items that are
directly applicable to any requests received
for grading and excavation.
Community
Development /
Building and Safety
Grading Permit Fees: 10,001 - 100,000
cubic yards of excavation or fill,
whichever is higher
$ 3,780.20 Developers /
Property Owners /
Businesses
This fee establishes five new grading permit
fees, as authorized by Santa Monica
Municipal Code 8.08.050. The introduction of
these fees would create fee items that are
directly applicable to any requests received
for grading and excavation.
Proposed New Fees
D-1 of 8
7.A.d
Packet Pg. 975 Attachment: Attachment D - Revisions to Fee Schedules for FY 2024-25 (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP Summary of Proposed Fee Changes Attachment D
Department /
Division
Fee Fee
Amount
Primary Impact New Fee - Purpose
Proposed New Fees
Community
Development /
Building and Safety
Grading Permit Fees: 100,001 cubic
yards or more of excavation or fill,
whichever is higher
$ 4,483.56 Developers /
Property Owners /
Businesses
This fee establishes five new grading permit
fees, as authorized by Santa Monica
Municipal Code 8.08.050. The introduction of
these fees would create fee items that are
directly applicable to any requests received
for grading and excavation.
Community
Development /
Building and Safety
Grading Review Fee: 100 cubic yards
or less of excavation or fill,
whichever is higher
$ 471.52 Developers /
Property Owners /
Businesses
This review process is required to comply
with the Santa Monica Municipal Code
8.08.050, which provides for a grading
permit. It ensures that some of the larger
projects get started early with grading and
excavation permits before projects are
formally approved in plan review and issued
building permits.
Community
Development /
Building and Safety
Grading Review Fee: 101 - 1,000 cubic
yards of excavation or fill, whichever
is higher
$ 983.81 Developers /
Property Owners /
Businesses
This review process is required to comply
with the Santa Monica Municipal Code
8.08.050, which provides for a grading
permit. It ensures that some of the larger
projects get started early with grading and
excavation permits before projects are
formally approved in plan review and issued
building permits.
Community
Development /
Building and Safety
Grading Review Fee: 1,001 - 10,000
cubic yards of excavation or fill,
whichever is higher
$ 1,634.92 Developers /
Property Owners /
Businesses
This review process is required to comply
with the Santa Monica Municipal Code
8.08.050, which provides for a grading
permit. It ensures that some of the larger
projects get started early with grading and
excavation permits before projects are
formally approved in plan review and issued
building permits.
Community
Development /
Building and Safety
Grading Review Fee: 10,001 - 100,000
cubic yards of excavation or fill,
whichever is higher
$ 2,868.35 Developers /
Property Owners /
Businesses
This review process is required to comply
with the Santa Monica Municipal Code
8.08.050, which provides for a grading
permit. It ensures that some of the larger
projects get started early with grading and
excavation permits before projects are
formally approved in plan review and issued
building permits.
Community
Development /
Building and Safety
Grading Review Fee: 100,001 cubic
yards or more of excavation or fill,
whichever is higher
$ 3,373.34 Developers /
Property Owners /
Businesses
This review process is required to comply
with the Santa Monica Municipal Code
8.08.050, which provides for a grading
permit. It ensures that some of the larger
projects get started early with grading and
excavation permits before projects are
formally approved in plan review and issued
building permits.
D-2 of 8
7.A.d
Packet Pg. 976 Attachment: Attachment D - Revisions to Fee Schedules for FY 2024-25 (6042 : FY 2024-25 Proposed Budget, and FY 2024-26 Biennial CIP Summary of Proposed Fee Changes Attachment D
Department /
Division
Fee Fee
Amount
Primary Impact New Fee - Purpose
Proposed New Fees
Community
Development /
Building and Safety
State Approved Factory Built
Housing
25% of plan
review fee
Developers /
Property Owners/
Businesses
This fee is required to comply with a new
state law regarding factory built housing
(i.e. manufactured homes).