City of Santa Monica
City Council Meeting
AGENDA
LANA NEGRETE
MAYOR
ELLIS RASKIN CAROLINE TOROSIS
COUNCILMEMBER MAYOR PRO TEM
DAN HALL BARRY SNELL
COUNCILMEMBER COUNCILMEMBER
JESSE ZWICK NATALYA ZERNITSKAYA
COUNCILMEMBER COUNCILMEMBER
ELAINE POLACHEK
INTERIM CITY MANAGER
DOUGLAS SLOAN
CITY ATTORNEY
NIKIMA NEWSOME
CITY CLERK
STANDARDS OF BEHAVIOR THAT PROMOTE CIVILITY AT ALL PUBLIC MEETINGS:
• Treat everyone courteously; • Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive
public process, and tools for forging sound decisions
• Hate has no place in Santa Monica. The City opposes
abusive or threatening hate speech, intolerance, or
dehumanization, and supports basic civil respect and
human decency.
• Listen to others respectfully;
• Exercise self-control;
• Give open-minded consideration
to all viewpoints;
• Focus on the issues and avoid
personalizing debate;
Regular meetings are broadcast live on CityTV cable channel 16 and on the internet at santamonica.gov. Cable television re-broadcasts air on Thursday and Saturday at 11:30 AM. The agenda will air on CityTV on Saturday and Sunday at 11:00 AM and 6:00 PM, and on Monday and Tuesday at 12:30 PM and 6:00 PM.
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 2
RULES OF ORDER FOR THE CONDUCT OF CITY COUNCIL MEETINGS (Resolution No.11663(CCS))
WAYS TO PROVIDE PUBLIC COMMENT
If you are interested in providing public comment at a City Council meeting, there are several ways to participate:
(1) Written public comment. In lieu of oral public comment, the public is strongly encouraged to submit written public comment on agenda items via email to [email protected]. For written public comment submitted by 12:00 pm on the day of the meeting, best efforts shall be made to have them available online for viewing. Please note the agenda item number in the subject line of your written comments.
(2) Oral public comment.
- In-person: Persons wishing to address the City Council regarding items on the agenda must be present and submit their name and address (optional) to the City Clerk before the public comment section is opened for that item or before the public hearing is opened where one is required by law. Register to speak at the Speaker Kiosk prior to the meeting. - Telephone: Persons wishing to address the Council by telephone must register at santamonica.gov/public-comment no later than 5:00 p.m. the day before a meeting. Showing electronic presentation materials are not permitted when commenting by telephone.
Oral public comment from any one individual is limited to a total of 6 minutes per City Council meeting, with a maximum of 2 minutes per agenda item if speaking on multiple items. A member of the public may allocate time between items in one-minute increments up to 2 minutes and those requesting to speak on only one agendized item for the meeting may speak for up to 4 minutes on that one item. Except for noticed public hearings or quasi-judicial items, if more than 25 speakers are registered to speak during a public input section, the amount of time shall be reduced to 1 minute per speaker during that section.
Except for the author of the request, public comment on 15-items are limited to 1 minute.
Levine Act Disclosure. Pursuant to the Levine Act (Govt Code Section 84308), any party to a permit, license, contract, or other entitlement before the Council is required to disclose on the record any contribution, including aggregated contributions, of more than $500 made by the party or the party's agents within the preceding 12 months to any City official. Participants and agents are requested to make this disclosure as well. The disclosure must include the name of the party, participant, or agent, and any other person making the contribution; the name of the recipient, the amount of the contribution, and the date the contribution was made. Information regarding the Levine Act can be found here or you can contact the FPPC.
ORDER OF BUSINESS (may not be changed except by majority vote of the City Council.)
1. General Public Input
(Members of the public may address the City Council
only on items not on the agenda, but within the
subject matter jurisdiction of the City and on Special
Agenda Items.)
2. Special Agenda Items (Commendations and
Proclamations presented).
3. Public Comment for Consent Calendar and Closed
Sessions Only.
4. Consent Calendar (All items considered in one
motion unless removed by a City Councilmember for
discussion. No public comment is permitted on
second readings.)
5. Closed Sessions.
6. Public Comment on remaining Agenda Items
7. Study Session.
8. Continued Items.
9. Administrative Proceedings.
10. Ordinances:
• 1
st Reading
• 2
nd Reading (No public comment is
permitted on second readings.)
11. Staff Administrative Item.
12. Public Hearings.
13. Reports of Boards and Commissions.
14. Resolutions.
15. Written Communications (Other than
Reports of Commission and Officers.)
16. Councilmember Discussion Items.
Agendas and reports are accessible on the City's webpage at smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].
Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 3
AGENDAS
CITY OF SANTA MONICA
REGULAR AND SPECIAL JOINT MEETING
CITY HALL COUNCIL CHAMBERS
1685 MAIN STREET, ROOM 250,
TUESDAY, JUNE 24, 2025
MEETING BEGINS AT 5:30 PM (PDT)
AT TELECONFERENCE SITE AT 6:30 PM (MDT)
The Santa Monica City Council Meeting will be held on Tuesday, June 24, 2025, at 5:30 P.M. (PDT) in the City Council Chambers, 1685 Main Street, Santa Monica, California 90401, and at 6:30 P.M. (MDT) at a teleconference site located at 124 Gothic Avenue, Crested Butte, Colorado 81224, where a Councilmember will be present and participating via teleconference.
HOW TO PROVIDE PUBLIC COMMENT BY TELEPHONE
Persons wishing to address the City Council by telephone must register at santamonica.gov/public-comment no later than 5:00 p.m. the day before a meeting.
Donation of time and showing electronic presentation materials are not permitted when commenting by telephone.
CALL TO ORDER
PLEDGE OF ALLEGIANCE / LAND ACKNOWLEDGEMENT
ROLL CALL
City of Santa Monica Statement of Accountability (Land Acknowledgement) The City of Santa Monica is located on the land of Tovangaar. With great respect, the City acknowledges the Gabrieleño/Tongva as the First People of this ancestral and unceded territory of Kuruvungna, a village that we know as Santa Monica. We honor their elders, past and present, and the Gabrieleño descendants who are part of the Gabrieleño /Tongva tribes.
We recognize that these peoples are still here, and as settlers and kuyam (guests), we recognize our responsibility and obligation to care for their land in partnership with them.
The City of Santa Monica commits to work in partnership with the Gabrieleño/Tongva people to uplift their voices and visibility on their ancestral land.
LEVINE ACT DISCLOSURES AND ANNOUNCEMENTS / PROCEDURAL
MOTIONS
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 4
1. GENERAL PUBLIC INPUT AND COMMENT ON SPECIAL AGENDA ITEMS (For regular meetings, public comment is permitted on Special Agenda Items and items not on the agenda that are within the subject matter jurisdiction of the City. State law prohibits the City Council from taking any action on items not listed on the agenda, including issues raised under this agenda item. For special meetings, public input is limited to scheduled Special Agenda Items only.)
1.A. Written Comments
2. SPECIAL AGENDA ITEMS
2.A. Proclamation: Men's Mental Health Awareness Month - New Item Received 6/20/2025
3. PUBLIC INPUT (ITEMS UNDER CONSENT CALENDAR AND CLOSED SESSION ONLY)
4. CONSENT CALENDAR
(All items will be considered and approved in one motion unless removed by a Councilmember for discussion. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents. No public discussion is permitted on ordinances for second reading and adoption.)
4.A. Approval of an Exclusive Negotiating Agreement with Hochsitz to Negotiate Terms of a Potential License Agreement for Olympics-Related Activations in Lot 4 South and Crescent Bay Park
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Statutory Exemption pursuant to Section 15272 (Olympics Games) of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to negotiate and execute an Exclusive Negotiating Agreement (ENA) with LOIDL LLC dba Hochsitz to explore the development of a temporary Olympic-related activation at Crescent Bay Park and Beach Parking Lot 4 South during the 2028 Summer Olympic Games.
4.B. Approval of Modification of Agreement with PACIFIC HARBOR MEDICAL GROUP INC. for Occupational Medical Testing Program Services Recommended Action
Staff recommends that the City Council
1. Adopt a finding of no significant effect pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute a first modification to agreement #3940 in the amount of $136,850 with Pacific Harbor Medical Group Inc. for occupational medical testing services for the Human City of Santa Monica Generated: 6/25/2025 10:32 AM Page 5 Resources Department. This will result in 17-month amended agreement with a new total amount not to exceed $231,850, with future year funding contingent on Council budget approval.
4.C. Second Reading and Adoption of an Ordinance Prohibiting Sale and Use of Algorithmic Devices to Set Residential Rental Prices
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
4.D. Second Reading and Adoption of an Ordinance Amending Santa Monica Municipal Code Section 3.12.675 to Allow Bicycles and Other Devices in Transit-Only Lanes
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
4.E. Second Reading and Adoption of an Ordinance to add chapter 8.46 to the Santa Monica Municipal Code to designate Fire Hazard Severity Zones as pursuant to California Government Code Section 51178
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
4.F. Adoption of a Resolution Accepting the Tentative Agreement and Authorizing the City Manager to Execute Memoranda of Understanding with AFSCME Local 4819 - Management Team Association (AFSCME-MTA) - New Item Received 6/20/2025
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;
2. Adopt the proposed Resolution (Attachment A) accepting the Tentative Agreement (TA) and authorizing the City Manager to execute Memoranda of Understanding (MOU) with AFSCME Local 4819- Management Team Association (AFSCME-MTA);
3. Adopt the salary schedule (Attachment B); and
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.
4.G. Adoption of a Resolution Accepting the Tentative Agreements and Authorizing the City Manager to Execute Memoranda of Understanding with The International Association of Sheet Metal, Air, Rail and Transportation Workers - Transportation Division, Local 1785 (SMART-TD) - New Item Received 6/20/2025
Recommended Action
Staff recommends that the City Council:
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 6
1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;
2. Adopt the proposed Resolution (Attachment A) accepting the Tentative Agreements (TA) and authorizing the City Manager to execute Memoranda of Understanding (MOU) with The International Association of Sheet Metal, Air, Rail and Transportation Workers - Transportation Division, Local 1785 (SMART-TD);
3. Adopt the salary schedule (Attachment B); and
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.
4.H. Approval of Eighth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services - New Item Received 6/20/2025 Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an eighth modification to Agreement 9784 (CCS) in the amount of $25,000 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 13-year amended agreement with a new total amount not to exceed $282,550, with future year funding contingent on Council budget approval; and
2. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
4.I. City Council - Special Joint Meeting - May 13, 2025 5:35 PM - New Item Received 6/20/2025
4.J. City Council - Special Meeting - Jun 17, 2025 5:30 PM - New Item Received 6/20/2025
5. CLOSED SESSIONS
5.A. Conference with legal counsel - existing litigation - Gov. Code § 54956.9(d)(1):
Courtney Bruesehoff v. City, et al; LASC # 23TRCV03691 - New Item Received 6/20/2025
5.B. Conference with legal counsel - existing litigation - Gov. Code § 54956.9(d)(1):
Izumi Streller v. City, et al; LASC # 23SMCV03137 - New Item Received 6/20/2025
5.C. Public employee appointment - Gov. Code § 54957(b): consider public employee appointment; title: Interim City Manager; Gov. Code § 54957.6:
conference with labor negotiator; City negotiator: Mayor/Personnel Director; unrepresented employee: Interim City Manager - New Item Received 6/20/2025 City of Santa Monica Generated: 6/25/2025 10:32 AM Page 7
5.D. Conference with labor negotiator - Gov. Code § 54957.6: agency designated representatives: Interim City Manager Elaine Polachek, Human Resources Director Dana Brown, and Human Resources Manager Sarah Rebensdorf; bargaining units: Administrative Team Associates (ATA), AFSCME Local 4819- Management Team Association (MTA), California Teamsters Local 911 (IBT), Municipal Employees Association (MEA), Santa Monica Firefighters Local 1109 (LOCAL 1109), Police Officers Association (POA), Supervisory Team Association (STA) and SMART TD - International Association of Sheet Metal, Air, Rail, and Transportation Workers - Transportation Division, Local 1785 (SMART TD) - New Item Received 6/20/2025
CITY MANAGER REPORT
TRAVEL ANNOUNCEMENT AND MAYOR'S HIGHLIGHT
6. PUBLIC INPUT ON REMAINING AGENDA ITEMS
. Public Input for 12-Items will be heard at the time when the Public Hearing is called.
7. STUDY SESSION
No items
8. CONTINUED ITEMS
No items
9. ADMINISTRATIVE PROCEEDINGS
No items
10. ORDINANCES
(Public comment is permitted on ordinances for introduction and first reading. No public discussion is permitted on ordinances for second reading and adoption. In accordance with Charter section 615, the adoption of all ordinances and resolutions shall be by reading of title only unless a Councilmember present dissents.)
10.A. Introduction and Adoption of Emergency Ordinance Amending SMMC 4.08.780 to Include Additional Prohibited Items at Public Assemblies and Community Events - Pulled by Staff and Continued to 7/8/25.
Recommended Action
Staff recommends the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines; and
2. Introduce and adopt an emergency ordinance amending Santa Monica City of Santa Monica Generated: 6/25/2025 10:32 AM Page 8 Municipal Code Section 4.08.780 to expand the list of prohibited items at public assemblies and community events to enhance public safety and prevent the escalation of violence.
11. STAFF ADMINISTRATIVE ITEMS
No items
12. PUBLIC HEARINGS
12.A. Approval of the Proposed 2025-29 Five-Year Consolidated Plan and the 2025- 26 Annual Action Plan Allocating Federal Community Development Block Grant (CDBG) and HOME Investment Partnerships Act Program (HOME) Funds Recommended Action
Staff recommends that the City Council:
1. Hold a public hearing to receive input on the Proposed 2025-29 Consolidated Plan and the Proposed 2025-26 Annual Action Plan for Community Development Block Grant (CDBG) and Home Investment Partnerships Act (HOME) funds (Attachment A).
2. Approve the Proposed 2025-29 Consolidated Plan and the Proposed 2025-26 Annual Action Plan.
3. Authorize the City Manager to submit all necessary documents required to receive the City’s annual allocation of CDBG and HOME entitlement funds to the U.S. Department of Housing and Urban Development (HUD).
4. 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.
. SPECIAL JOINT MEETING OF THE CITY COUNCIL, HOUSING AUTHORITY
AND PARKING AUTHORITY
. ROLL CALL
12.B. Adoption FY 2025-27 Biennial Budget and FY 2025-26 CIP Budget City of Santa Monica Generated: 6/25/2025 10:32 AM Page 9 Recommended Action
Staff recommends that the Housing Authority Board:
1. Adopt a Resolution of the Housing Authority of the City of Santa Monica adopting the first year and approving the second year of the FY 2025-27 Biennial Budget and adopting the second year of the FY 2024-26 Biennial Capital Improvement Program Budget at Attachment B, as amended by Attachment D.
Staff also recommends that the City Council and Parking Authority:
2. Adopt a Resolution of the City Council of the City of Santa Monica adopting the first year and approving the second year of the FY 2025-27 Biennial Budget and adopting the second year of the FY 2024-26 Biennial Capital Improvement Program Budget at Attachment A, as amended by Attachment D; and
3. Adopt a Resolution of the Parking Authority of the City of Santa Monica adopting the first year and approving the second year of the FY 2025-27 Biennial Budget and adopting the second year of the FY 2024-26 Biennial Capital Improvement Program Budget at Attachment C, as amended by Attachment D.
Staff also recommends that the City Council:
4. Adopt a Resolution of the City of Santa Monica establishing new classifications and adopting salary rates for various listed positions (Attachment E) and approve the position and classification changes (Attachment F);
5. Adopt a Resolution of the City Council of the City of Santa Monica revising the City’s master fee schedule to establish and revise certain permit and user fees and charges (Attachment G);
6. Adopt a Resolution of the City Council of the City of Santa Monica revising the City’s master fine schedule to establish and revise the administrative citation schedule of fines for certain violations of the Santa Monica Municipal Code (Attachment H);
7. Adopt a Resolution of the City Council of the City of Santa Monica establishing parking rates and permit fees for all City parking facilities and resources (Attachment I);
8. Adopt a Resolution of the City Council of the City of Santa Monica revising the credit card convenience fees (Attachment J);
9. Adopt a Resolution of the City of Santa Monica establishing the Gann appropriations limit for FY 2025-26 (Attachment K);
10.Adopt a Resolution incorporating a project funded by SB1: The Road Repair and Accountability Act (Attachment L);
11.Adopt a Resolution of the City Council of the City of Santa Monica confirming Council’s travel budget allocation (Attachment M);
12.Authorize the City Manager to accept FY 2025-26 Measure A Local Solutions Funds in the amount of $1,221,616 from the County of Los Angeles Homeless Initiative and execute all necessary documents to accept the funds and any future funding renewals;
13.Provide direction to staff on allocation of discretionary funds (Attachment N);
14.Authorize staff to amend the City’s Fiscal Policies to revise the plan to replenish Housing Trust Fund funds borrowed by the General Fund, as described in Attachment O; and
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 10
15.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 and findings of categorical exemptions pursuant to Section 15273 and Section 15324 of the CEQA Guidelines.
12.C. Approval of Minutes for the Housing Authority Board - New Item Received 6/20/2025
Recommended Action
Staff recommends that the Housing Authority Board approve the minutes for the April 8, 2025, Housing Authority Board meeting.
. ADJOURNMENT OF SPECIAL JOINT MEETING
13. REPORTS OF BOARDS AND COMMISSIONS
No items
14. RESOLUTIONS
No items
15. WRITTEN COMMUNICATIONS OTHER THAN REPORTS OF COMMISSION AND
OFFICERS
No items
16. COUNCILMEMBER DISCUSSION ITEMS
16.A. Annual Appointments to the following Boards and Commissions: - New Item Received 6/20/2025
Board/Commission No. of
Appointme
nts
Term
End
Date
Special Requirements
Airport Commission 1
6/30/20
29 Resident of Santa Monica
Architectural Review Board 2
6/30/20
29 At least one shall be a
Professional Licensed
Architect
Arts Commission 2
6/30/20
29 Reside or work in Santa
Monica
Audit Subcommittee 1
6/30/20
29 Resident of Santa Monica
Building and Fire-Life Safety
Commission 3
6/30/20
29 At least one shall be a
Professional Licensed
Architect
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 11 1 6/30/20
28 California Registered Fire
Protection Engineer
Clean Beaches & Ocean Parcel
Tax Citizens Oversight
Committee
3 6/30/20
29 Resident of Santa Monica
Commission on Sustainability,
Environmental Justice and the
Environment
1 6/30/20
29 Reside or work in Santa
Monica and must have
significant expertise in one of
the following areas: Energy,
water, transportation,
stormwater, wastewater,
coastal issues, waste
reduction and public health,
land use and sustainable
development, public education
Disabilities Commission
3 6/30/20
29 Resident of Santa Monica and
have significant experience in
the disability community At
least two shall be a selfidentified person with a
disability
1 6/30/20
26 Resident of Santa Monica and
have significant experience in
the disability community
Housing Commission
2 6/30/20
27 Resident of Santa Monica At
least one shall be an
affordable housing program
participant who is or was
unhoused At least one shall
be an affordable housing
program participant who is 62-
years or older
2 6/30/20
29 Resident of Santa Monica
Human Services Commission 2
6/30/20
29 Resident of Santa Monica
L.A. County West Vector Control
District 1
6/30/20
29 Registered Santa Monica
voter
Landmarks Commission 2
6/30/20
29 Resident of Santa Monica and
over 18 years of age
Personnel Board 1
6/30/20
29 Either a resident of Santa
Monica, resident of Los
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 12 Angeles County that is
employed full-time within
Santa Monica, owns real
property in Santa Monica, or
has been issued a business
license by Santa Monica
Planning Commission 1
6/30/20
29 Resident of Santa Monica
Public Safety Reform and
Oversight Commission
4 6/30/20
29 Resident of Santa Monica At
least one shall be between the
ages of 18 and 22
1 6/30/20
27 Resident of Santa Monica and
be between the ages of 18
and 22
Recreation and Parks
Commission 1
6/30/20
29 Resident of Santa Monica
Santa Monica Public Library
Board 1
6/30/20
29 Resident of Santa Monica
Transient Occupancy Tax
Advisory Committee 5
6/30/20
27 At least two shall be a member
or representative of a local
hospitality business At least
one shall be a member
representing the homeless
behavioral health services
community At least two shall
be a Santa Monica resident
Urban Forest Task Force 7
6/30/20
27 Resident of Santa Monica or a
person who does business or
is employed in Santa Monica
At least three must be a
current or past International
Society of Arboriculture
member or have professional
experience in urban forestry,
landscaping or horticulture
16.B. Appointment to one annual Councilmember vacancy on the Audit Subcommittee for a term ending June 30, 2029. - New Item Received 6/20/2025
ADJOURNMENT
Agendas and reports are accessible on the City's webpage at www.smgov.net/council/agendas. They are also available at the City Clerk's Office and in alternate formats upon request. For a free email subscription to the City Council Agendas, please contact the City Clerk’s Office at (310) 458-8211 or [email protected].
City of Santa Monica Generated: 6/25/2025 10:32 AM Page 13 Members of the public unable to attend a meeting but wishing to comment on an item(s) listed on the agenda may submit written comments prior to the meeting by meeting by mailing them to: City Clerk, 1685 Main Street, Santa Monica, CA 90401 or to [email protected]. Written comments received from the public by 12 PM on the day of the City Council meeting will be distributed to the City Council prior to the meeting and posted online. Members of the public who submit written public comment on an agenda item may be subject to the Levine Act which requires disclosure of campaign contributions of more than $500 to an officer of the City within the preceding 12 months.
City Hall and the Council Chambers are wheelchair accessible. If you require any special disability related accommodations to either attend or provide public testimony at a Council meeting (i.e. sign language interpreting, access to an amplified sound system, remote option, etc.), please contact the City Clerk’s Office at (310) 458-8211 or TDD: (310) 917- 6626 or via email at [email protected] at least 72 hours prior to the scheduled meeting. Best efforts shall be made to accommodate requests received after the 72-hour deadline. In the case of special meetings, requests should be submitted as early as possible, but no later than noon the day of the special Council meeting.
Si desea comunicarse con alguien en español, llame a nuestra oficina al (310) 458-8211 y pida hablar con Esterlina Lugo.
Santa Monica Blue Bus Lines #1, #2, #3, #5, #9 and the EXPO Line serve City Hall.
Parking is available on Main Street, on Olympic Drive, and in the Civic Center Parking Structure (validation free).
City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 1.A
1 of 1
To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Written Comments
Prepared By: Esterlina Lugo, Deputy City Clerk
Approved Forwarded to Council
Attachments:
A. Written Comments
1.A
Packet Pg. 14
1 David Yakobson
From: John Alle <[email protected]>
Sent: Tuesday, June 24, 2025 5:00 PM
To: The Santa Monica Coalition
Cc: John Alle
Subject: The Santa Monica Coalition Is Hosting A Public Space on X Account Today Beginning at 5 PM
EXTERNAL
The Santa Monica Coalition is hosting a Public Space on X @TheSMCoalition accessible beginning today at 5 PM.
Engaged citizens must often travel at dusk then wait hours for the Council to hear certain items on the Agenda, most of which come after they leave and enter 'Closed Session' and enjoy a catered dinner for 1, or 2 + hours, forcing the public to wait, leave and return, or leave altogether.
As Elon Musk calls X the Public Square, it only seems right we make available a place for Public Comment through our Public Space on X . Residents and business owners will not be restricted to 1, 2 or even 3 or 4 minutes or more.
Here in Santa Monica, Los Angeles, and in cities across LA County, too many items are placed on the Agendas of City Councils. Santa Monica Mayor Lana Negrete, the City Council and City Council Presidents throughout LA have limited and reduced speaking time to dissuade or cut off participation and comment from the public. We’re big fans of Twitter/X and we hope to meet all of Santa Monica there to continue this conversation.
Santa Monica Coalition X
https://x.com/TheSMCoalition/status/1937656778415833264 X
https://x.com/John__Alle/status/1937656457962643907
Instagram
https://www.instagram.com/reel/DLTV236CC9a/?utm_source=ig_web_copy_link&igsh=MzRlODBiNWFlZA== YouTube
https://youtu.be/vI3M-K5x7pw
Item 1
June 24, 2025
Item 1
June 24, 2025
1.A.a
Packet Pg. 15
Attachment: Written Comments (7154 : Written Comments)
1 David Yakobson
From: Diana Hernandez
Sent: Tuesday, June 24, 2025 12:31 PM
To: Council Mailbox; councilmtgitems
Subject: Airport Commission Recommendations for a Preferred Scenario at the Santa Monica Airport Site
Attachments: 6-23-25 AC Approved Motion for CC.pdf
Importance: High
Good afternoon City Council,
On behalf of the Airport Commission, please find the attached unanimously passed motion from the June 23, 2025, Airport Commission meeting.
Regards,
Diana
Diana Hernandez
Airport Operations Administrator
OƯice (310) 458-8591
santamonica.gov
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Subscribe to City of Santa Monica Email Updates
Item 1
June 24, 2025
Item 1
June 24, 2025
1.A.a
Packet Pg. 16
Attachment: Written Comments (7154 : Written Comments)
1 To: Mayor Negrete, Mayor Pro Tem Torosis, City Council Members, and Interim City Manager Elaine Polachek
From: Diane Reynolds, Chair, Santa Monica Airport Commission Date: June 24, 2025
Subject: Recommendations for a Preferred Scenario at the Santa Monica Airport Site On June 23, 2025, the Airport Commission unanimously passed (4-0, with one member absent) the following motion providing Recommendations for a Preferred Scenario at the Santa Monica Airport Site:
Dear Mayor Negrete and Councilmembers,
The planned closure of Santa Monica Airport presents a once-in-a-lifetime opportunity to reclaim nearly 200 acres of public land to meet long-standing needs for open space, climate resilience, biodiversity, and equitable access to nature and wellness.
Santa Monica and surrounding communities remain critically underserved in parkland, with just
1.4 acres per 1,000 residents (santamonica.gov - Open Space). More than 75% of Santa Monica residents live in multifamily housing without access to private yards (SCAG, 2021) .
As Santa Monica continues to densify, this singular opportunity to create urgently needed green and recreational space must remain our shared north star. There are more appropriate places across the city where additional housing can and should be developed – but there is only one place where a 192-acre park can be reclaimed for the benefit of all.
In alignment with Measure LC, broad community sentiment, and the public good, the Airport Commission respectfully recommends that the City Council direct staff to:
1. Create a preferred scenario exclusively featuring open space, parks, recreation, and arts/cultural uses, aligning clearly with Measure LC and recent community engagement data.
2. Ensure that all community engagement results from the Santa Monica Airport Conversion Project – as well as the statistically valid 2025 RAD Survey – are transparently presented to City Council, commissions, and the public, with clear summaries of community priorities. Notably, the data reflects the community’s strong preference for an LCCompliant Great Park (no ballot measure, large-scale commercial development, or housing development).
3. Develop a realistic, phased timeline and financing plan utilizing existing site revenues and government funding sources to methodically and affordably build the Great Park over time.
4. Avoid any ballot measures regarding alternate land use (if ever) prior to the airport’s closure.
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2 5. Permanently protect public ownership by prohibiting the sale or privatization of any portion of the 192-acre site.
6. Reaffirm Measure LC as the City’s guiding framework for all SMAC Project planning and policy decisions, reinforcing the “airport-to-park” expectation voiced repeatedly by residents.
Thank you for your continued leadership and commitment to community-driven planning. The Airport Commission stands ready to support the City’s efforts to realize this generational opportunity: the creation of an inclusive, resilient, and inspiring Great Park.
Respectfully,
City of Santa Monica Airport Commission
Diane Reynolds, Chair
Andrew Wilder, Vice Chair
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1 David Yakobson
From: Noe Mendoza
Sent: Tuesday, June 24, 2025 11:09 AM
To: Council Mailbox; Lana Negrete; Caroline Torosis; Jesse Zwick; Dan Hall; Ellis Raskin; Barry Snell; Natalya Zernitskaya
Cc: Clerk Mailbox; Santa Monica City Manager's Office; Micah Akerson; Elaine Polachek Subject: Recreation and Parks Commission Letter Re: Phase 3A Layers Survey Results & the 3 Scenarios
Attachments: SMAC Preferred Scenario Letter.pdf; 2025 Santa Monica Parks (061125).pptx Follow Up Flag: Follow up
Flag Status: Completed
Hello,
I hope you have all had a great weekend!
I have attached to this email a letter written by the Recreation and Parks Commission in regard to the Phase 3A Layers Survey Results & the 3 Scenarios.
I have also attached a Power Point presentation of the Needs Assessment survey that was presented to our Commission. I was able to record the presentation in which the consultants were able to better explain their findings: RPC Special Meeting Presentation Link-20250613_021500-Meeting Recording.mp4
Thank you.
Noe Mendoza
Staff Assistant III
santamonica.gov
Facebook | Twitter | Instagram
Subscribe to City of Santa Monica Email Updates
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1685 Main Street, Santa Monica, CA 90401 • (310) 458-8411 • [email protected] santamonica.gov • @cityofsantamonica • @santamonicacity June 16, 2025
Re: The Airport Conversion Planning Process - Phase 3A Layers Survey Results & the 3 Scenarios Dear Mayor Negrete and Esteemed Councilmembers,
The Recreation & Parks Commissioners voted at our Thursday, June 12th, meeting to write this letter to you regarding the SMAC Project community engagement process to date and the 3 Scenarios that City Staff debuted on May 17th.
We respectfully request --
1. The creation of an LC-compliant Great Park, meaning selection of a preferred scenario composed only of open space, parks and recreation, and continued arts/cultural uses (as Measure LC voters affirmed).
2. Presentation of all the survey and community engagement results that endorse such a Great Park fully and clearly to Council, boards & commissions, and the public. The overwhelming majority of the community engagement data favors an LC-compliant (i.e., no ballot measure, no large-scale commercial development, no housing development) Great Park.
3. A realistic development timeline and financing plan that starts with existing on-site revenue sources and other government funding sources for water and other environmental projects that allow for the phased, step-by-step building of the park.
4. Avoidance of any ballot measure on alternate land use of the site (if ever) until after the airport closes.
5. No sale or other privatization of any of the 192 acres of this public land, ever.
6. Reaffirmation and recognition by Council of the community's understanding of Measure LC (airport-to-park) as the continued guiding assumption and frame of reference for all SMAC Project planning going forward.
(cont.)
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1685 Main Street, Santa Monica, CA 90401 • (310) 458-8411 • [email protected] santamonica.gov • @cityofsantamonica • @santamonicacity We call your attention to the Recreation and Arts Department's (RAD) Arts & Parks Priorities Community Interest and Opinion Survey Findings presented to our Commission on June 12th, copy attached. The RAD Survey is a statistically-valid confirmation of our community's strong support for the creation of more (in order of community prioritization) –
• Walking trails/loops
• Community parks
• Large regional parks
• Neighborhood parks
• A swim/aquatics facility
• Pocket parks
• Community gardens
We thank Council for supporting and City Staff for executing a broad-based and inclusive community engagement process for the SMAC Project that is in keeping with our City's long, strong history of robust community engagement.
We are grateful for the opportunity afforded our Commission to work side-by-side with Staff, the community, and Council to achieve this Great Park!
Sincerely,
City of Santa Monica Recreation and Parks Commission
Steven Johnson, Chair
Maryanne LaGuardia, Vice Chair
Lori Brown
John Cyrus Smith
Ann K. Bowman
Barry Rosenbaum
Karen Melick
CC: Elaine Polachek, plus Boards and Commissions
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City of Santa Monica
Community Interest and
Opinion Survey Findings
BY ETC INSTITUTE
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For more than 35 years, our mission has
been to help municipal governments
gather and use survey data to enhance
organizational performance.
ETC Institute is a National Leader
in Market Research for Local
Governmental Organizations
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Purpose
To gather objective feedback from residents to help determine arts, parks, and recreation priorities for the community To assist in taking a resident-driven approach to decision making To develop priorities for investment based on our Priority Investment Ratings Analysis
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Methodology
Survey Description
• Six-page survey
Method of Administration
• By mail and online to a random sample of households in the City Sample Size
• 418 completed surveys
Margin of Error
• +/- 4.7% at the 95% level of confidence
Sampling
• In addition to the random sample, 203 respondents complete the survey as part of a non-random sample of results
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Location of
Survey
Respondents
The map shows the approximate
location of each respondent to the
survey
Home addresses are located to the
nearest block level latitude and
longitude coordinates to ensure that
responses remain anonymous while
not loosing out on the geographic
information associated with
responses.
2025 City of Santa Monica Community Interest
and Opinion Survey Respondents
(boundaries are by Census Block Group)
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Household Composition: Good Representation
2025 City of Santa Monica Survey Demographics
(based on U.S. Census Estimate: https://data.census.gov/table/ACSDP1Y2023.DP05?q=Santa+Monica+city,+California) Q1. Including yourself, how many people in your household are... Survey Census Under age 5 5.4% 3.5%
Ages 5-9 5.1% 2.7%
Ages 10-14 4.5% 4.5%
Ages 15-19 5.0% 3.1%
Ages 20-24 4.5% 2.8%
Ages 25-34 15.8% 19.8%
Ages 35-44 13.5% 15.2%
Ages 45-54 14.9% 12.0%
Ages 55-64 14.6% 14.0%
Ages 65-74 11.1% 11.7%
Ages 75-84 4.8% 7.0%
Ages 85+ 0.7% 3.7%
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Race/Ethnicity and Gender: Good Representation
2025 City of Santa Monica Survey Demographics
(based on U.S. Census Estimate: https://data.census.gov/table/ACSDP1Y2023.DP05?q=Santa+Monica+city,+California) Q23. Your race Survey Census
White 69.9% 64.7%
Hispanic, Latino/a, or Spanish 16.7% 13.1%
Asian or Asian American 10.4% 12.2%
Black or African American 5.0% 3.9%
American Indian or Alaska Native 0.7% 0.5%
Native Hawai'ian or other Pacific Islander 0.2% 0.0%
Something else 2.0% - Multiple options could be selected, totals will not add up to 100% Q24. Your gender identity Survey Census
Man 47.4% 46.6%
Woman 50.0% 53.4%
Non-binary 1.0% -
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Income: Good Representation
2025 City of Santa Monica Survey Demographics
(based on U.S. Census Estimate: https://data.census.gov/table/ACSDP1Y2023.DP05?q=Santa+Monica+city,+California) Q28. Your total annual household income Survey Census
Under $40K 12.40%
Median: $109,739
$40K to $69,999 13.30%
$70K to $99,999 14.20%
$100K to $129,999 13.90%
$130K to $149,000 12.10%
$150K to $199,999 10.30%
$200K to $249,999 12.10%
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What to Know
96% of respondents visit a parks, arts, or recreation facility in a typical year
Nationally, 81% of respondents visit parks or facilities 49% of respondents participate in a City program/event in a typical year
Nationally, 36% of respondents participate in programs Most respondents (51%) get information from friends and neighbors, but emails, flyers, websites, and Instagram are most preferred
Overall system usage is among the highest ETC Institute has ever seen in over 40 years of conducting surveys Item 1
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Top Priorities Based on PIR Analysis
FACILITIES & AMENITIES
1. Walking trails/loops
2. Community parks
3. Large regional parks
4. Neighborhood parks
5. Swim/aquatics facility
6. Pocket parks
7. Community gardens
PROGRAMS & ACTIVITIES
1. Arts and Culture Events
2. City Sponsored Events
3. Beach House Events
These items were determined to the high priorities based on the Priority Investment Ratings Analysis
ARTS & CULTURE
1. Art in public places
2. Theater programs and events
3. Art gallery spaces
4. Adult Fine Arts/Visual Arts
5. Youth and adult arts and enrichment
camps/classes
6. Art studios
7. Adult Performing Arts
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Usage and
Ratings of the System
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Ratings based on 96% of respondents who indicated they have used amenities and facilities offered by the City Item 1
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Based only on 16 responses (4% of respondents have not visited) – 10 selected the “do not feel safe” item Item 1
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49% of respondents have participated
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This is based on 213 responses (51% who did not participate) Item 1
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2025 Importance-Satisfaction Rating
City of Santa Monica
Parks, arts and recreation services
Category of Service
Most
Important %
Most
Important
Rank
Satisfaction
%
Satisfaction
Rank
ImportanceSatisfaction
Rating
I-S Rating
Rank
Overall feeling of safety at parks, recreation and arts facilities 51.50% 1 35.10% 15 0.3342 1 Number of walking/biking trails 46.40% 4 37.60% 12 0.2895 2 Overall maintenance and upkeep of Santa Monica parks, recreation, arts, and culture amenities and facilities 49.30% 2 52.80% 2 0.2327 3
Number of City parks 48.80% 3 56.10% 1 0.2142 4
Number of leisure recreation areas 22.30% 5 41.70% 6 0.1300 5 Number of City playgrounds 17.50% 6 41.40% 7 0.1026 6
Availability of field space (rectangular sports fields - rec. and competitive) 13.40% 9 30.20% 18 0.0935 7 Number of active recreation areas 15.50% 7 40.50% 8 0.0922 8 Number of recreation facilities 13.50% 8 38.90% 10 0.0825 9 Quality of adult programs 11.50% 10 36.50% 13 0.0730 10 Community spaces for gatherings, recreation, and performances 11.20% 11 35.80% 14 0.0719 11 Number of Arts and Cultural facilities 8.60% 13 30.60% 17 0.0597 12 Quality of youth programs 10.30% 12 46.00% 4 0.0556 13
Opportunities to participate in Arts Programming 7.40% 15 32.30% 16 0.0501 14 Number of professional performances and art exhibitions 6.40% 16 29.40% 19 0.0452 15 Quality of special events 7.90% 14 43.40% 5 0.0447 16
Ease of registering for programs 6.30% 17 40.00% 9 0.0378 17 Rehearsal spaces for artists and arts organizations 3.60% 19 18.20% 20 0.0294 18 Number of special events 4.60% 18 37.70% 11 0.0287 19
Customer assistance by Recreation staff 2.90% 20 51.40% 3 0.0141 20 Item 1
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Amenity Priorities
UNMET NEEDS AND PRIORITIES FOR AMENITIES
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First, we determine the overall need for the amenities listed Item 1
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Those respondents who have a need are asked to indicate how well their needs are currently being met Item 1
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The final piece of the Priority Investment Ratings is the important of the amenities to households Item 1
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Top Priorities
(high importance/higher unmet need)
Continued
Emphasis
(high importance/lower unmet need)
Lower Need
(lower importance/lower unmet need)
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Program Priorities
UNMET NEEDS AND PRIORITIES FOR PROGRAMS
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First, we determine the overall need for the programs listed Item 1
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Top Priorities
(high importance/higher unmet need)
Continued
Emphasis
(high importance/lower unmet need)
Lower Need
(lower importance/lower unmet need)
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Art and Culture
Priorities
UNMET NEEDS AND PRIORITIES FOR ART AND CULTURE
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Top Priorities
(high importance/higher unmet need)
Continued
Emphasis
(high importance/lower unmet need)
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Communication
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The most preferred sources are highlighted with arrows (only 11% selected Friends & Neighbors) Item 1
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Funding and Support
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The items that received high levels of “support” are highlighted 93%
77%
79%
78%
77%
80%
Existing
New
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Questions?
THANK YOU
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1 David Yakobson
From: Arian Motavasseli <[email protected]>
Sent: Tuesday, June 24, 2025 6:16 AM
To: councilmtgitems
Subject: Urgent Action Needed on Public Safety and Homelessness in Santa Monica
EXTERNAL
Dear Members of the Santa Monica City Council,
I am a lifelong resident of Santa Monica, and I write to you today out of deep concern for the state of our city. Over the past decade—particularly since the E Line was extended to Santa Monica—we have witnessed a steady decline in public safety and overall quality of life.
What was once a safe, vibrant community has become a place where residents are increasingly fearful to walk down the street. It’s now common to encounter individuals suffering from severe mental illness or substance abuse on nearly every block of our major thoroughfares. Wilshire Boulevard, especially between Euclid and 4th, has become a particularly troubling area.
This is not a fringe issue. It affects all of us, every day. My wife and I no longer feel safe in our own neighborhood, and many of our neighbors share this sentiment. It’s hard to reconcile the high cost of living in Santa Monica with the reality we now face.
While I understand that compassion has a role to play in addressing homelessness and mental illness, we also need a strategy that prioritizes public safety, accountability, and results. We need firm, decisive action—not just empathy. This issue should be at the very top of your agenda. Frankly, it should be our city’s top priority.
We urge you to act with urgency. Residents are frustrated, and our patience is wearing thin. Santa Monica is on the brink of losing what has always made it special. It’s time to restore safety, dignity, and order to our streets.
Sincerely,
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From: Mary Anne Roberto <[email protected]> Sent: Wednesday, June 18, 2025 8:19 AM
To: Lana Negrete; Council Mailbox; councilmtgitems; City of Santa Monica Cc: Mary Anne Roberto; Debbie Axel
Subject: Proclamation Request - Sandwich Generation Appreciation Day Attachments: Sandwich_Generation_Proclamation_With_Logo.docx; TMC- Sandwich Generation Proclamation Supporting Statement.docx; TMC - LETTER OF SUPPORT (S. Aung Lofaro).docx; TMC - LETTER OF SUPPORT (Michael Williams).docx; TMC - LETTER OF SUPPORT (Bob Feller).docx; TMC - LETTER OF SUPPORT (Jamie Allee).docx
EXTERNAL
Dear Mayor Negrete and Esteemed Members of the Santa Monica City Council, On behalf of The Memory Connection, a Santa Monica-based 501(c)(3) nonprofit organization, I am honored to submit a formal request for the City of Santa Monica to proclaim September 25 as Sandwich Generation Appreciation Day.
This proposed observance is intended to recognize the growing number of individuals in our community who are simultaneously caring for aging parents or grandparents while raising children or supporting younger family members. These sandwich generation caregivers often juggle full-time jobs, complex family responsibilities, and significant emotional and financial strain—quietly providing the essential care that helps hold our city together.
In the wake of recent fires and ongoing displacement across California, our Santa Monica community has grown—and with it, the number of residents now serving in caregiving roles across multiple generations. Many have welcomed loved ones into their homes or assumed new responsibilities for family members affected by trauma, relocation, or health crises. These evolving dynamics make this recognition not only timely, but essential.
To support our request, we have included:
A supporting statement outlining the background and goals of the proposed proclamation; Letters of support from local residents and caregivers who share their real-world experiences; Additional documentation illustrating the vital importance of acknowledging this caregiving population.
We believe that establishing Sandwich Generation Appreciation Day would reflect Santa Monica’s deep commitment to equity, public health, intergenerational care, and family resilience. It would offer meaningful recognition to a group whose contributions are often unseen—and it would create space for important conversations about how we can better support caregiving families.
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2 Thank you for your time, leadership, and thoughtful consideration of this request. We welcome the opportunity to speak at a future Council meeting or provide further information as needed.
With appreciation,
Debbie Axel/Mary Anne Roberto
Co-Founders
The Memory Connection
310.466.1390
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CITY OF SANTA MONICA
PROCLAMATION
Recognizing Sandwich Generation Appreciation Day
September 25
WHEREAS, the “Sandwich Generation” refers to individuals who care for their aging parents while simultaneously supporting their own children or younger family members—often navigating dual caregiving responsibilities with limited recognition or resources; and
WHEREAS, these caregivers exemplify dedication and resilience, frequently balancing full-time employment, parenting, and elder care while making personal and financial sacrifices to support multiple generations of their families; and WHEREAS, within the City of Santa Monica, many residents belong to the Sandwich Generation and quietly provide compassionate, essential care that strengthens the health and wellbeing of our entire community; and
WHEREAS, The Memory Connection, a Santa Monica-based 501(c)(3) nonprofit organization, is committed to supporting these caregivers through education, therapeutic engagement, respite opportunities, and advocacy—particularly for those caring for loved ones living with dementia or cognitive decline; and
WHEREAS, recognizing and celebrating the vital contributions of the Sandwich Generation aligns with The Memory Connection’s mission to reduce caregiver isolation, raise public awareness, and promote policies and programs that support caregiving families; and
WHEREAS, increasing visibility and support for the Sandwich Generation is critical to ensuring the stability of families, the dignity of our aging population, and the strength of future generations;
NOW, THEREFORE, The Memory Connection, in its ongoing mission to champion Alzheimer’s caregivers and multigenerational care partners, proudly proclaims September 25 as Sandwich Generation Appreciation Day in the City of Santa Monica.
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We call upon residents, civic leaders, organizations, and businesses to recognize, honor, and support these caregivers who selflessly serve both the generation before them and the generation after.
Presented this 18th day of June
By: The Memory Connection
www.thememoryconnection.org
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6/17/25
Santa Monica City Council
1685 Main Street
Santa Monica, CA 90401
Dear Mayor and Members of the Santa Monica City Council, I am writing in full support of The Memory Connection and their proposal to proclaim Sandwich Generation Appreciation Day in the City of Santa Monica.
Like so many others, I find myself pulled in multiple directions—supporting my aging parent, while also helping children who are still in need. My mother, now in her 90s, lives alone in New York City. While she is thankfully still mentally sharp, she faces ongoing medical needs, and financial concerns are an increasing burden. The rising cost of living has made it difficult for her to manage rent and essential expenses, and as resources are being cut across the board, her ability to continue living independently becomes more uncertain every year.
At the same time, I am a parent of two daughters here in Los Angeles—both of whom are still somewhat dependent on me, their father. Finding steady, meaningful work has been difficult for them in today’s economic climate, and it’s a constant balancing act to support them emotionally, financially, and logistically while managing the needs of an elderly parent in another state.
To complicate things further, I travel for work and am not always readily available to be there for my mother or my children when they need me most.
I know I’m not alone in this—many in the Sandwich Generation are also working professionals whose jobs require them to be away from home, compounding the emotional and logistical stress of caregiving on both ends.
This is the reality of the Sandwich Generation—an often-invisible group of caregivers who are stretched thin and overlooked. It’s not just about juggling time and money; it’s about carrying the emotional weight of being there for both our elders and our children, day in and day out.
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That’s why I stand behind The Memory Connection in their work to raise awareness and provide resources to families navigating the challenges of dementia, caregiving, and multi-generational support. Their commitment to underserved communities and caregivers is crucial. Creating a day of recognition through a Sandwich Generation Appreciation Day Proclamation would be a powerful and meaningful step forward—not just to honor those of us living this experience, but to help bring attention and compassion to a role that so many quietly carry.
Thank you for considering this important proposal. I hope you will join The Memory Connection in uplifting and acknowledging the caregivers who hold our families together.
Warm regards,
Bob Feller
Producer, ESPN
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Jamie Allee
2571 Wellesley Ave
Los Angeles, CA 90064
8182317747
6/15/2025
City of Santa Monica
Santa Monica, CA
Dear City Council Members,
I’m writing to express my strong support for the recognition of Sandwich Generation Appreciation Day in the City of Santa Monica.
As a full-time working mother of two and the primary caregiver for my aging parents, I live this reality every single day. My father is a proud veteran, and while he once served as the strong protector of our family, he now faces significant health and mobility issues. My mother also suffers from chronic medical conditions, and my father is no longer able to adequately care for her alone. As their daughter, I’ve stepped in—managing hospital runs, coordinating medical care, grocery deliveries, and making sure their emotional and physical needs are met.
At the same time, my daughter Hannah is preparing to leave for college, and my son Toby is in middle school—both in important, formative phases of life. My husband and I both work full-time jobs, and it’s a daily challenge to ensure everyone in our family gets the support, care, and attention they deserve. Balancing the needs of two generations on either side of me is not only exhausting—it’s emotionally overwhelming at times.
That’s why I’m so grateful for The Memory Connection, an organization working tirelessly to provide resources, support, and compassion to families like mine. Their work shines a light on the reality so many of us face and gives us a sense of community and hope. The Memory Connection not only supports caregivers and those living with dementia, but they also advocate for those in underserved and overlooked communities, including people like me who are often quietly doing it all.
Recognizing Sandwich Generation Appreciation Day would send a powerful message: that we see these caregivers, we appreciate them, and they are not alone. It would honor the emotional labor and love that goes into caring for both aging parents and growing children—and it would acknowledge a population that is too often left to struggle in silence.
Thank you for considering this important and meaningful recognition.
Sincerely,
Jamie Allee
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LETTER IN SUPPORT OF SANDWICH GENERATION APPRECIATION DAY To Whom It May Concern,
I am writing in support of the proposed proclamation recognizing the Sandwich Generation Appreciation Day in the City of Santa Monica.
My unexpected journey into being a part of the mostly unrecognized community of the Sandwich Generation began when I lived with and helped care for my Father while he struggled with cancer. During that time, I was also a single parent caring for my 2 elementary aged twins.
I was working full time in Real Estate and just trying to manage it all. After my father’s passing, I continued to provide emotional support for my Mom. Unfortunately, within a year she had a devastating stroke that left her with many mental and physical deficits. I once again stepped in to live with her and raise my children. Quietly you learn to do what is needed without expectation of acknowledgment and not even sure where to look for support. I try now to be more proactive in reaching out to friends who are in a similar situation. This is why this day of appreciation is so necessary and important. It will raise awareness while also making someone like me feel seen and heard.
I support and hope the Council will vote to recognize a Sandwich Generation Appreciation Day in Santa Monica.
Best,
Michael Williams
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6/14/25
Re: SANDWICH GENERATION APPRECIATION DAY
To Whom It May Concern,
I am writing in support of the proposed proclamation recognizing the Sandwich Generation Appreciation Day in the City of Santa Monica.
To begin, as a Licensed Marriage and Family Therapist in the State of California for 25 years I have treated many adults who suffer from compassion fatigue due to the countless hours of love, care, financial burden, worry and anxiety that goes into caring for an aging parent, while also having to manage the activities and raising of your own child. In addition, I myself care for my father who has Dementia. His diagnosis a few years ago was devastating and unexpected. But, I quietly took the lead and care for most aspects of his well-being. When I first heard of the term “Sandwich Generation” I found it reassuring and comforting to know I wasn’t alone. I have shared it with clients, friends and with my life partner who also had to support both of his parents before their passing over the last 5 years. Once I began opening up about this experience, I realized how many of us are in Santa Monica and throughout the country. And, the numbers are increasing. I also believe the lack of awareness about “The Sandwich Generation” is why this Proclamation for an Appreciation Day is so very important.
Therapists like me are not the only ones supporting these caring adult children during this time. Non-Profits like the Memory Connection are vital to Santa Monica. We are all working together to maintain a strong sense of a caring and cohesive community in Santa Monica, we need to set the stage for what’s to come in the future. So, I support and urge the Council to recognize a Sandwich Generation Appreciation Day as a victory on our great city.
Sincerely,
Stacey Aung Lofaro LMFT
Licensed Marriage and Family Therapist
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Supporting Statement for Proclamation Request
Sandwich Generation Appreciation Day
Proposed Date: September 25
Submitted by: The Memory Connection, a 501(c)(3) nonprofit based in Santa Monica Overview
The Memory Connection respectfully submits this request for the City of Santa Monica to officially recognize September 25 as Sandwich Generation Appreciation Day.
This observance honors the millions of individuals—including many in Santa Monica—who find themselves in the sandwich generation, caring simultaneously for two or more generations of family. While traditionally defined as those raising children while caring for aging parents, today’s sandwich generation also includes those supporting adult children, grandchildren, or spouses or partners with chronic illnesses or disabilities, all while balancing the needs of younger dependents.
These caregivers, often in their 30s to 50s, shoulder immense physical, emotional, and financial responsibilities. Their role is vital to the health, resilience, and stability of our community—yet their efforts often go unseen, unsupported, and undervalued.
Why This Day Matters
• The Sandwich Generation now represents nearly 1 in 4 Americans in their 30s to 50s— and growing—with demographic trends suggesting this number will rise significantly over the next decade.
• Many caregivers work full-time, manage households, and are navigating the needs of children, teens, and older adults—all while sacrificing their own physical health, financial stability, and mental well-being.
• According to the AARP Public Policy Institute, unpaid family caregivers provide over $600 billion in uncompensated care annually in the U.S. • Over 60% of caregivers report emotional stress, and more than 1 in 3 experience clinical symptoms of depression.
• The vast majority of this care is unpaid and unrecognized, particularly among those managing memory loss-related illnesses like Alzheimer’s and other dementias.
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• Without sustainable support, many caregivers face burnout, job loss, or worsened health outcomes—consequences that ripple across families and communities. • Raising awareness now also helps to educate future generations—children, teens, and young adults—about the realities of caregiving, preparing them to compassionately support aging loved ones and participate in care with empathy and knowledge.
The Memory Connection’s Role
The Memory Connection, based in Santa Monica, is a 501(c)(3) nonprofit dedicated to supporting caregivers of loved ones with dementia and other cognitive conditions. We provide education, therapeutic tools, respite support, and community advocacy—especially for those in underserved households.
Our initiatives include:
• Caregiver education and support workshops
• Youth-friendly programming to help children and teens understand dementia and caregiving roles
• Respite partnerships with adult day centers and service providers • Awareness campaigns to reduce stigma and connect residents to practical resources We believe that honoring caregivers—and supporting the caregiving community—is essential to building healthy, compassionate communities.
Santa Monica’s Unique Connection
Santa Monica is home to a growing population of older adults, many of whom are living longer and may require increasing levels of care—especially those experiencing dementia or cognitive changes.
The city also includes a vibrant mix of young families, professionals, and multigenerational households, many of whom are already quietly fulfilling the dual role of caring for aging loved ones while supporting children or teens.
As a highly desirable and dynamic community, Santa Monica attracts families who value quality of life, excellent schools, and engaged neighborhoods—but with these benefits come increased caregiving demands, including time, coordination, and resource access. Many residents—especially those in caregiving roles—are navigating complex family responsibilities, sometimes without the formal support networks or flexible systems they need. Schools, youth organizations, and local employers all play a part in this caregiving ecosystem—highlighting the need for intergenerational education and engagement, particularly for students who may become future caregivers themselves.
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Recognizing this day within Santa Monica helps promote caregiver visibility, while encouraging civic organizations, employers, schools, and healthcare providers to offer inclusive, proactive support.
It also presents an opportunity to educate children and teens, helping them understand dementia, aging, and caregiving so they can become informed and compassionate future caregivers.
Proposed Annual Observance: September 25
Designating September 25 as Sandwich Generation Appreciation Day in the City of Santa Monica would:
• Publicly honor and acknowledge caregivers serving multiple generations with love, skill, and dedication
• Encourage employers, educators, and healthcare systems to recognize and support caregiving responsibilities
• Promote caregiver wellness, mental health, and access to respite • Educate children, teens, and young adults about caregiving as a normal, shared, and valued part of life
• Strengthen the caregiving ecosystem within Santa Monica through increased collaboration and visibility
Contact
Debbie Axel
Mary Anne Roberto
Co-Founders, The Memory Connection
[email protected]
www.thememoryconnection.org
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From: John Cyrus Smith <[email protected]>
Sent: Thursday, June 19, 2025 2:46 AM
To: John Cyrus Smith
Subject: THIS SATURDAY! Free Live Music! Four Bands! and Yoga! Attachments: 2025 CALENDER wilmont events.docx
EXTERNAL
Dear Wilmont Members, Neighbors, Families and Friends,
The Wilshire-Montana Neighborhood Coalition invites you to celebrate the start of Summer this Saturday, June 21st at "Reedstock", an afternoon of free live music at Reed Park in Santa Monica. This year's line-up features four local bands playing rock, pop, jazz, and country from 1pm-5pm.
We also have a free and vibrant yoga class for all ages and stages from 8-9 am at Reed.
I've included two flyers with details.
See you there!
Your Wilmont Board of Directors
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2025 WILMONT EVENTS CALENDAR as of 5/28/25
(Our most ambitious ever!)
Join us, volunteer, help at events, attend our monthly “First Tuesday” meetings via ZOOM, and help us make a difference and make our city better. Thank you! www.Wilmont.org
Sat --June 21st Wilmont Outdoor Yoga in Reed Park, 8-9am Sat-- June 21st Wilmont presents “Reedstock”, 1-5 pm. Reed Park Sat—June 28th Wilmont Outdoor Yoga in Reed Park, 8-9am
Fri -- July 4th Santa Monica 4th of July Parade
Th -- July 17th State of the City Address at Reed Park
Tue-- Aug 5th LIVE @ SMPD National Night Out (August Wilmont Meeting) Sat-- Aug 9th Wilmont “Second Saturday #1” (Live Music & Movie) Sat -- Sept 13th Wilmont “Second Saturday #2” (Live Music & Movie) Sat – Sept 27th Montana Avenue Art Walk (Wilmont tent & table) Sat -- Oct 11th Wilmont “Second Saturday #3” (Live Music & Movie) Sat -- Dec TBA Montana Avenue Holiday Walk (Wilmont tent & table) Sat – Dec TBA Wilmont Annual Meeting/Holiday Party (Details tba) Volunteer/Contact us: [email protected]
www.Wilmont.org
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From: John Alle <[email protected]>
Sent: Monday, June 23, 2025 12:12 PM
To: The Santa Monica Coalition
Cc: John Alle
Subject: Santa Monica's Unwillingness to Adequately Fund Its Police
EXTERNAL
Drug addicts and hard core criminals are seen DAILY stepping over Metro turnstiles entering Santa Monica from light rail stations in Skid Row and the MacArthur Park Westlake areas of LA. Now our team is told by some of those entering they are from south of the border and connected to the MS-13 and Sinaloa criminal gangs. Santa Monica welcomes its new sidewalk residents but is unwilling to fund even 5 of the 80 additional sworn officers Police Chief Batista says he needs. Santa Monica ranks below many, if not most cities in the amount of funding it allocates for Police and Fire. Should our Mayor and City Council even have to ask if reported and unreported crime are on the rise?
Insta
https://www.instagram.com/reel/DLQP_f0C2tO/?utm_source=ig_web_copy_link&igsh=MzRlODBiNWFlZA== YouTube
https://youtu.be/jRIrn2ZULxE
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From: [email protected]
Sent: Wednesday, June 18, 2025 11:00 PM
To: councilmtgitems
Cc: Elana Buegoff; Lana Negrete; Caroline Torosis; Jesse Zwick; Dan Hall; Ellis Raskin; Barry Snell; Natalya Zernitskaya; [email protected]; [email protected]; [email protected]
Subject: Honoring and Remembering Roger Nichols - Item 1 Public Input
EXTERNAL
To the City Council Members:
I wanted to take the time to mention that on May 17th the passing of Roger Nichols. It would be nice to have a mention of his passing on record at a council meeting and maybe honor him with recognizing he wrote the unoƯicial City song for Santa Monica. Given this year is the City’s 150th anniversary, it would be nice to mention him for helping with the City’s 100th anniversary celebration.
Thank you for your consideration.
David Newberg
Summary:
Roger Nichols was a musician and songwriter, who teamed with Paul Williams to writer the hit songs for the Carpenters with the biggest being “We’ve Only Just Begun” and “Rainy Days and Mondays’ , Paul Anka “Time of Your Life” , and “Out of the Country” by Three Dog Night.
Roger may have been born in Montana but his family moved to Santa Monica shortly after his birth and he later become a graduate of SAMO.
In addition to living and attending school in Santa Monica, Roger during the height of his career in 1975 held a two-day concert (March 13th and 14th) at the Santa Monica Civic in honor of the City’s Centennial birthday. Roger wrote with others all of the songs. Copies of the Double LP are rare and go for $300.
As part of the 100th anniversary the city ran a contest for a new oƯicial song. Whoever wrote the winning song would receive $100 and the honor of being the city oƯicial song.
Roger Nichols with William Lane wrote a song called “Our Town by the Sea” and entered it , but before the contest was decided Kodak oƯered the duo $50,000 for the song and after re writing a few lyrics the withdrew from the contest and sold the rights to Kodak that became their long-time theme song “Times of your Life”.
New York Times Ob
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3 https://www.nytimes.com/2025/06/07/arts/music/roger-nichols-dead.html Reference to 100th Anniversary concert at Civic – Roger is the songwriter and co-songwriter on the songs performed at the concert.
https://www.discogs.com/release/8409452-Roger-Nichols-Stairway-75-Santa-Monicas-Centennial-Year Original Song submitted in 1975 for the Santa Monica City OƯicial Song Contest:
Our Town by the Sea
(sung to the same tune as "Times of Your Life")
Roger M. Wilcox on his webpage tells the following story. http://www.rogermwilcox.com/ourtownbythesea.html
Way back in 1975, when I was in fifth grade, I heard the following tale:
In 1975, the City of Santa Monica, California, was due to turn 100 years old. To celebrate this great event, the City of Santa Monica ran a contest for a new official city song. Whoever wrote the song that won the contest would receive a modest prize of $100, plus the prestige of having his song be Santa Monica's official song.
Two songwriters by the name of William M. Lane and Roger S. Nichols rose to the challenge. They wrote a song titled "Our Town by the Sea," and entered it in the contest. However, before the contest had been decided, they received a call from the Kodak film company: If they were willing to withdraw their song from the contest — as the copyright on the winning song would become the property of the City of Santa Monica — Kodak would pay them $50,000 for the rights to the song. This being 1974 or 1975, when $50,000 was still a lot of money, the two songwriters eagerly accepted Kodak's offer. They then rewrote the lyrics, renaming the song "Times of Your Life" and turning it into the most well-known Kodak jingle in history. Paul Anka later recorded the song and released it on his own record label.
I don't know how much of this tale is true. But I do know that in the fifth grade, our class got to sing the allegedly original lyrics to this well-known tune.
Surprisingly, though, I haven't been able to find these earlier "Our Town by the Sea" lyrics anywhere since. I know I didn't dream them, because the song appeared on a recording from the 1975 edition of Santa Monica's annual Stairway of the Stars festivals (elementary, Junior High, and High School musicians performing in the Santa Monica Civic Auditorium, along with a guest celebrity).
Then, in 2013, I discovered that somebody has apparently made this 1975 Stairway of the Stars recording available on YouTube. Roger Nichols, a native of Santa Monica, was the celebrity guest that year, and the story he told was somewhat different:
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4 "A few months ago, I was commissioned to write a song, or a theme, for Kodak. A couple of cohorts and myself decided to write a lyric about Santa Monica. It will not be used in the commercial, I'm sorry to say. But Mr.
John Allen, and Mr. Pete Blackman, and myself wrote a lyric about Santa Monica, and this is it." So, I would like to present here — from memory, and cleaned up a little by listening to the above recording — the lyrics to the song that should, by all rights, have become the official song for the City of Santa Monica, California:
Our Town by the Sea
by William M. Lane and Roger S. Nichols
We've wandered all around,
But one town is still our special town.
The times we strolled along the pier,
The ocean rolled, the sky was clear,
Remember — do you remember?
We've sailed from sea to sea,
But one town is still our special town.
It's where we walked along the sand,
And while we talked, you held my hand,
Remember — do you remember?
It's our town by the sea!
A place made for learning and growing,
Time meant for you and for me;
A feeling that comes just from knowing
That we've found the place made for living.
We'll never leave again,
This one town is still our special town.
And in the park not far away
You might at dark just hear us say,
"Forever we'll live together
In our town by the sea!"
[INSTRUMENTAL]
(A place made for learning and growing,
Time meant for you and for me;
A feeling that comes just from knowing
That we've found the right place for living.)
We'll never leave again,
This one town that's still our special town.
And in the park not far away
You might at dark just hear us say,
"Forever we'll live together
In our town by the sea!"
Santa Monica!
Santa Monica!
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5 Santa Monica!
Santa Monica!
Santa Monica still, to this day, has a pier, as mentioned in the song. I suspect "the park not far away" mentioned in the last verse may be a reference to Pacific Ocean Park, an amusement park which sadly closed down in 1967 and then burned to the ground in the early 1970s.
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From: John Alle <[email protected]>
Sent: Wednesday, June 18, 2025 4:41 PM
To: The Santa Monica Coalition
Cc: John Alle
Subject: ONE YEAR LATER -
EXTERNAL
In SANTA MONICA, history repeats itself too often. The SMRR-controlled City Council again refused to fund just 5 additional sworn officers Police Chief Ramon Batista requested in this year's budget. Chief Batista says he needs at least 80 more to keep residents, businesses and visitors safe. Would each Council Member's vote be different if their own spouse, child or parent was attacked?
Insta
https://www.instagram.com/reel/DLDzKl7ij65/?utm_source=ig_web_copy_link&igsh=MzRlODBiNWFlZA== YouTube
https://youtu.be/7ckCpnW0C_o
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City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 2.A
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To: Mayor and City Council
From: Nikima Newsome, City Clerk, Special Agenda Items
Subject: Proclamation: Men's Mental Health Awareness Month Prepared By: Kennisha Williams, Administrative Staff Assistant Approved Forwarded to Council
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City Council Meeting: June 24, 2025
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To: Mayor and City Council
From: Elaine Polachek, Interim City Manager, City Manager's Office Subject: Approval of an Exclusive Negotiating Agreement with Hochsitz to Negotiate Terms of a Potential License Agreement for Olympics-Related Activations in Lot 4 South and Crescent Bay Park
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Statutory Exemption pursuant to Section 15272 (Olympics Games) of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to negotiate and execute an Exclusive Negotiating Agreement (ENA) with LOIDL LLC dba Hochsitz to explore the development of a temporary Olympic-related activation at Crescent Bay Park and Beach Parking Lot 4 South during the 2028 Summer Olympic Games.
Summary
In advance of the 2028 Summer Olympic Games, staff recommends entering into an Exclusive Negotiating Agreement (ENA) with Hochsitz to evaluate the feasibility of licensing a City-owned site for a temporary project that would include an International Olympic Committee (IOC) satellite broadcast center, a country hospitality house, and a brand hospitality house. This project represents a once-in-a-generation opportunity to showcase Santa Monica to a global audience through live international broadcasts, high-profile hospitality activations, and curated cultural programming. Such visibility has the potential to elevate the City’s global profile, generate increased tourism, and drive substantial economic activity for local businesses. If an agreement is reached, staff would negotiate provisions requiring event staff and crew to stay in Santa Monica hotels and prioritize the use of local restaurants, retail businesses, and services, ensuring that a significant share of the economic benefit remains within our community.
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Discussion
The City received a proposal from Hochsitz to temporarily license portions of Crescent Bay Park and Beach Parking Lot 4 South to develop three structures for Olympicrelated activations. These structures would serve as a satellite IOC broadcast center and two country or brand hospitality houses during the 2028 Summer Olympic Games.
These activations would attract international media, government dignitaries, sponsors, and Olympic stakeholders to Santa Monica, generating global exposure for our beachfront and iconic Pier.
During the Olympics, country and brand hospitality houses are dedicated spaces hosted by national Olympic committees, governments, or major brands to celebrate culture, foster international relations, and engage with athletes, dignitaries, media, and the public. Country houses typically showcase national pride through food, music, art, and athlete appearances, serving as a hub for fans and officials to gather and experience the spirit of the Games. Brand houses offer companies a high-profile platform to activate their sponsorships through immersive experiences, product showcases, and curated events that draw global attention. These venues attract significant foot traffic, generate international media coverage, and contribute to the local economy through tourism, hospitality, and event-related spending.
Staff reviewed Hochsitz’s proposal and found that the potential benefits merit further exploration. Hochsitz has a proven track record of delivering successful Olympic hospitality venues and is prepared to fund the project without City subsidies. Under the ENA, Hochsitz would deposit $50,000 to cover the City's cost of negotiation and due diligence. The ENA (Attachment A) grants Hochsitz exclusive negotiation rights for 180 days, with the option to extend twice for 90 days upon mutual agreement.
While negotiating terms, the City would seek provisions in the future license agreement that direct substantial economic benefit to Santa Monica, including local hire, requirements that Hochsitz secure hotel accommodations for event staff and crew within Santa Monica, and prioritize engagement with local restaurants, caterers, and vendors.
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The final terms of any license agreement, including rent, design approval, and community benefits, would be presented to Council for approval upon completion of negotiations.
Environmental Review
Staff has performed a preliminary environmental assessment of this project and determined that it falls within the Statutory Exemption set forth in CEQA Guidelines, section 15272 (Olympic Games), which exempts activities associated with the Olympic Games authorized by the International Olympic Committee. Therefore, this project is exempt from the California Environmental Quality Act (CEQA).
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the recommended action. Hochsitz would provide a $50,000 deposit to cover the City’s costs associated with evaluating the proposal and negotiating the license agreement.
Staff would return to Council with the terms of the license agreement and related budget actions in the future.
Prepared By: Melissa Spagnuolo, Community Partnerships Manager Approved Forwarded to Council
Attachments:
A. Exclusive Negotiation Agreement - LOIDL LLC (Draft)
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EXCLUSIVE NEGOTIATION AGREEMENT
by and between
THE CITY OF SANTA MONICA
and
LOIDL LLC - Hochsitz
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA)
EXCLUSIVE NEGOTIATION AGREEMENT
THIS EXCLUSIVE NEGOTIATION AGREEMENT (“Agreement”) is entered into this _______ day of ________ (“Effective Date”) by and between the CITY OF SANTA MONICA, a municipal corporation organized and existing pursuant to the laws of the State of California and the Charter of the City of Santa Monica (“City”), and LOIDL LLC (“Hochsitz”), on the terms and provisions set forth below. Hochsitz will be referenced herein as the “Proposer” City and Hochsitz may be referenced individually as “Party” and collectively as the “Parties”.
RECITALS
A. The City is the owner of certain real property located within the City of Santa Monica, California (the “Site”). The Site measures approximately 2.0 acres. A Site Map is attached as Exhibit A.
B. The Site contains portions of Crescent Bay Park and Parking Lot 4 South, which are located at 2030 Ocean Ave, Santa Monica, California.
C. On February 10th Hochsitz submitted a proposal (“Proposal”), which is attached hereto as Exhibit B, to license the Site for a proposed project (“Project”), that would include the construction of three (3) temporary sites including, but not limited to, 3 temporary structures to be utilized for activities related to the 2028 Summer Olympic Games. By its own terms, the Proposal does not include any economic or financials terms to license the Site. Therefore, nothing herein shall be interpreted as City’s acceptance of the Proposal.
D. On __________, the Santa Monica City Council (“Council”) authorized the City Manager to execute this Agreement for the purpose of (i) analyzing the potential license of the Site for the Project and (ii) informing the negotiations of the potential terms and conditions of a license agreement.
E. Now, therefore, in consideration of the foregoing Recitals, which are hereby deemed a contractual part hereof, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:
AGREEMENT
1. Exclusive Negotiation Agreement: Good Faith Negotiations A. Exclusive Negotiation. During the Term (defined in Section 2.A), so long as Proposer is negotiating in good faith and is not otherwise in default of its obligations under this Agreement, the City will not solicit offers or proposals from other parties concerning potential licensing of the Site. The Parties will negotiate exclusively and in good faith in accordance with this Agreement regarding the final terms of the License Agreement. Notwithstanding the foregoing, the City may, from time to time, be contacted by other Proposers regarding the Site, and such contact is expressly permitted so long as the City does not initiate the contact and indicates to such Proposers that the City has executed this Agreement and that the City is prohibited from: (i) discussing anything concerning these negotiations with such Proposers; (ii) considering any offer or proposal from such other Proposers; or (iii) negotiating
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) with any such Proposers, until this Agreement expires or is terminated pursuant to its terms.
B. Essential Terms. The Parties acknowledge and agree that: (i) they have not agreed on any of the essential terms of the License Agreement, including, among other things, the price or terms of and timing of any site license and/or development; (ii) this Agreement is not intended to be a statement of the essential terms of the License Agreement; and (iii) the essential terms of the License Agreement, if agreed to by the Parties, shall be set forth, if at all, in documentation and agreements negotiated, approved and executed by duly authorized representatives of each of the Parties.
C. Proposer’s Understanding, Acknowledgement, Covenants, and Agreement.
By execution of this Agreement, Proposer understands, acknowledges, covenants and agrees to each of the following:
i. Prevailing Wage Acknowledgement
Rehabilitation of the site and any temporary or permanent improvements on City property qualifies as a “public work” within the meaning of California's prevailing wage law (Lab. Code, §§ 1720–1861) and the federal Davis-Bacon Act, if applicable. Therefore, development costs must be based upon payment of prevailing wages.
ii. Project Site will be conveyed as-is, with all faults.
The project site and real property located within the boundaries of the Site will be conveyed as a license to Proposer, if the Parties can agree upon the terms and conditions of the License Agreement, “as-is” and “with all faults”. Proposer is solely responsible for conducting due diligence to ascertain the condition of the Site and/or the suitability of the Site for the potential activities and uses contemplated in this Agreement.
iii. Rent determined by City
City’s approval of proposed rent and terms of the License Agreement will be subject to City’s independent analysis of fair market value rent during the Term.
The City’s agreement on rent and terms of the site rental will be memorialized in the License Agreement, if the License Agreement is approved by the Council. iv. No City Subsidy
Proposer shall demonstrate its ability to undertake the Project without any financial subsidy from the City.
v. As a Party to this Agreement, City is solely acting in its proprietary capacity; no waiver of City’s police powers
City, in entering into this Agreement, is acting and shall be deemed to be acting solely in its proprietary capacity for all purposes and in all respects, and nothing in this Agreement shall be deemed, directly or indirectly, to restrict, impair or relieve in any manner or respect whatsoever any of the City’s governmental and regulatory powers or rights or the exercise thereof by City.
The Parties contemplate that Proposer is and will be obligated to comply with all such requirements as may be validly imposed by any governmental agency or authority of the City having or exercising jurisdiction over the Project Site, including, without limitation, the City’s departments and the California Coastal Commission.
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) vi. Parking
The parking spaces in the parking lot adjacent to and surrounding the Project Site are unreserved public spaces. City makes no representation or warranty as to the sufficiency of parking for the Project and its associated uses.
vii. Site Boundaries
Boundaries of the portion of the Site containing the Project Site are unknown, but are to include portions of Parking Lot 4 South and Crescent Bay Park. viii. Coastal Development Permit
Proposer understands, acknowledges, and agrees that the Site is located within the Coastal Zone and Proposer may be required to obtain a Coastal Development Permit (“CDP”), pursuant to the California Coastal Act (Public Resources Code sections 30000 et seq.). Proposer is solely responsible for obtaining a CDP, if required; provided, however, that City will cooperate in good faith to assist Proposer in obtaining a CDP, if required.
D. Identification of Proposer’s Representatives.
The Proposer's authorized and designated representatives to negotiate the License Agreement with the City is Bernd Loidl. The Proposer shall notify the City in writing of any changes to the designated representative. The Proposer shall disclose to the City all material information reasonably related to the ownership, control, and financial capacity of the development entity that is proposed to serve as Proposer under the License Agreement, including, but not limited to, the members of the Proposer's project team.
E. Identification of City’s Representatives.
The City's authorized and designated representatives to negotiate the License Agreement with the Proposer are Susan Cline, Aaron Orozco, Melissa Spagnuolo, and Jennifer Taylor. The City shall notify the Proposer in writing of any changes to the designated representatives.
2. Duration of this Agreement
A. Term. This Agreement shall commence on the Effective Date and shall terminate one hundred eighty (180) calendar days thereafter (the “Term”). Notwithstanding the foregoing, if (i) the Parties have not executed and delivered the License Agreement within such period and (ii) substantial progress has been made toward fulfillment of the requirements of this Agreement, the Parties may determine, in mutual agreement, to extend the Term for a maximum of two (2) consecutive ninety (90) day periods. The City Manager, or his, her, or their designee, will be authorized to execute any Term extensions entered into pursuant to this Section 2.A.
3. ENA Deposit
Proposer shall, upon execution of this Agreement, deposit Fifty Thousand Dollars ($50,000) via wire transfer or Automated Clearing House electronic funds transfer as directed by City in writing (the “Deposit”), which Deposit shall cover the City’s costs to evaluate the Project and negotiation of the potential License Agreement and other related agreements ("License Agreement Expenses"). The License Agreement Expenses shall include, without limitation, the actual cost of in-house staff time (including City overhead and administrative costs but excluding in-house costs incurred by the City Attorney and City project managers) and third party consultation fees (including, but not limited to, consultants, engineers, architects, outside legal counsel and advisors) for the performance of surveying, legal consultation, financial analyses, design review (including reviewing Proposer’s plans and specifications for the Project and engineering and other reports related to the Project), negotiations, appraisals, document
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) preparation and other reasonable services related to the Project and the License Agreement. City shall provide documentation of License Agreement Expenses to Proposer, provided that the form of documentation will be such that is available to City and the City and in its possession, in City's sole good faith determination. Proposer’s deposit schedule shall be as follows:
In the event that this Agreement terminates or is terminated, the Deposit will become nonrefundable to the extent necessary to pay License Agreement Expenses incurred or contractually committed to be paid as of the date of termination, and City shall return to Proposer any portion of the Deposit that is not needed to pay such License Agreement Expenses. The Parties agree that City (a) has no obligation to pay interest on the Deposit to Proposer, and (b) is not required to deposit the Deposit in an interest-bearing account. However, interest, if any, earned on the Deposit, may remain in the Deposit account and may be added to the amount of the Deposit and treated as part of the Deposit.
4. Agreements to be Negotiated
A. License Agreement. The City and Proposer shall work in good faith to negotiate and jointly prepare the License Agreement. The License Agreement shall include, without limitation, the proposed ground license, provisions relating to the design and development of the Project, listing of sources and uses, and, more generally, the Parties’ obligations during the term of the License Agreement.
B. Other Agreements. If the License Agreement will involve other agreements, each of those agreements shall be addressed in the License Agreement and negotiated in accordance with applicable City policies and procedures and the Council’s authority.
5. City Responsibilities
A. Exclusive Negotiations. So long as Proposer is negotiating in good faith and is not otherwise in Breach (as defined in Section 11.B) of its obligations under this Agreement, the City shall negotiate exclusively and in good faith with Proposer, as set forth in Section 1.A.
B. City Discretion. The City is not approving, committing to, or agreeing to undertake: (i) the Project or any development; (ii) disposition, sale of land to Proposer; or (iii) any other acts or activities requiring the subsequent independent exercise of discretion by the City.
C. Funding. The City has not agreed to fund, subsidize or otherwise financially contribute in any manner toward the Project.
D. Other Covenants. The City shall perform such other covenants and obligations required of the City as explicitly set forth in this Agreement.
6. Proposer’s Responsibilities
Without limiting any other provision of this Agreement, during the Term, Proposer, at its sole cost and expense, shall prepare and submit the following information and documents and perform the following acts, all in furtherance of the negotiation process, unless otherwise modified during the Term as agreed between the Parties through written notice.
A. Project Information. The City, together with all other agencies having regulatory jurisdiction over the Project (each an “Entitling Agency”), will require planning and design approval and all necessary permits and entitlements for the Project.
Proposer shall meet with representatives of the City and/or Entitling Agency to
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) review and come to a clear understanding of the planning and design requirements of Entitling Agency and other agencies, as may be required, for the Project.
B. Notice of Governmental Meetings. Proposer shall provide at least two (2) weeks’ prior written notice to the City of any substantive meetings with governmental officials other than the City (including staff) relating to the Project and provide the City a reasonable opportunity to attend such meetings, at the City’s sole discretion.
Proposer shall keep the City informed during the Term regarding all material matters and meetings affecting the Project.
C. Further Information. The City reserves the right, at any time, to request from Proposer, and Proposer shall provide in a timely manner, additional or updated non-legally privileged information about Proposer or the Project as requested by the City.
D. Design Review Process. Proposer shall engage and coordinate with the City on the design of the Project, and the design shall be subject to the City’s review and approval (as well as that of any other agency having jurisdiction) as set forth in the proposed License Agreement. Proposer shall provide at least two (2) weeks' prior written notice to the City of all design meetings.
E. Community Input Process. At Proposer’s sole cost and expense, the Proposer agrees to facilitate community input consistent the City’s requirements, should the City deem a community engagement process to be necessary. The main purpose of the community engagement process is to elicit community input and facilitate consensus-building with regard to the impacts of the Project. Key Proposer principals will be expected to be active in the process, drawing on the resources of the Proposer project team.
The Proposer and its project team shall work with City staff to structure and refine the community input process for the Project, and, at Proposer’s sole cost and expense, Proposer agrees to facilitate and implement the community input process as refined.
F. Other Covenants. Proposer shall perform such other covenants and obligations required of Proposer as explicitly set forth in this Agreement.
7. Inspections
During the Term, Proposer may conduct such inspections, tests, surveys, and other analyses (“Inspections”) as Proposer may deem reasonably necessary to determine the condition of the Site or the feasibility of the Project and shall complete such inspections as promptly as reasonably possible within the Term.
8. Plans, Reports, Studies, and Entitlements
City Information. The City shall make available to Proposer, upon Proposer’s written request, existing information and plans within the City’s possession and/or control regarding the Site and the Project.
9. Indemnity and Insurance
Proposer shall indemnify, defend (with counsel reasonably approved by the City) and hold harmless City and its respective subsidiaries, members, shareholders, beneficiaries, attorneys, agents, trustees, successors, assigns, and any individual (employee, officer, partner, director, member, commissioner or board member) employed by or acting on behalf of any of the above entities (collectively, the “City Parties”), from any liability, claims, losses, costs, expenses, or
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) damages (including, without limitation, reasonable attorneys’ fees and costs) (collectively, “Claims”), to the extent arising out of acts or omissions related to the following, and without requirement that the City first pay such Claims: (i) any acts or omissions of any Proposer Party (as defined below) that constitute (a) a material breach of any Proposer obligation under this Agreement, (b) negligence by a Proposer Party that arises out of or is related to this Agreement or the Site, or (c) willful misconduct by a Proposer Party that arises out of or is related to this Agreement or the Site, including Claims that accrue or are discovered before or after termination of this Agreement; (i) any dispute among the Proposer Parties that arises out of or is related to this Agreement or the Site; (ii) damage to property or bodily injury or death of any person caused by any Proposer Party entry on the Site; (iii) any entry upon the Site by any Proposer Party; (iv) any Inspection made by any Proposer Party; or (v) the planning and preparation of, or challenge to any report or document (including the cost of such reports or documents) related to the Project, except to the extent such Claims arise from the gross negligence or willful misconduct of any City Party. The term “Proposer Party” means, for purposes of indemnification only, Proposer, its employees, agents, representatives, consultants, service providers, and contractors. The obligations contained in this Section 9. A shall survive the termination, expiration or revocation of this Agreement.
10. Insurance
Prior to any entry by any Proposer Party on the Site, Proposer shall provide the City with evidence of insurance in the form and subject to the requirements set forth in Exhibit C.
11. Failure to Reach Agreement
This Agreement is an agreement to enter into exclusive negotiations with respect to the License Agreement. Each Party expressly reserves the right to decline to enter into any other agreement, if the Parties working in good faith fail to agree to terms satisfactory to all Parties with respect to the License Agreement. Except as expressly provided in this Agreement, neither of the Parties shall have any obligation, duty or liability hereunder in the event the Parties fail to timely agree upon and execute the License Agreement. If the Parties have not executed the License Agreement prior to the expiration or termination of this Agreement, then upon expiration or termination of this Agreement, any rights or interest that Proposer may have under this Agreement shall cease without requiring any notice from the City, and the City shall have the right thereafter to use, develop (alone or with any other entity) or license the Site as the City shall determine appropriate in its sole and absolute discretion.
12. Termination, Default and Remedies
A. Right to Terminate. In addition to any other right of termination set forth in this Agreement, either Party may terminate this Agreement upon thirty (30) days prior written notice to the other Party, if such terminating Party in good faith determines any of the following: (i) a successful consummation of the License Agreement is not likely or (ii) the Project is not feasible. Neither Party shall terminate this Agreement pursuant to this Section 12.A without meeting and conferring with the other Party in good faith and providing the other Party with a reasonable opportunity to address concerns of the terminating Party.
B. Breach. The occurrence of any one or more of the following events shall constitute a breach under this Agreement (each a “Breach”):
i. The failure of a Party to perform any obligation, or to comply with any covenant, restriction, term, or condition of this Agreement which failure is not cured within thirty (30) days of written notice thereof;
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Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) ii. Any material representation or warranty made by a Party proves to be false or misleading in any material respect at the time made.
C. Remedies. The Proposer specifically agrees that it shall have no right to obtain monetary damages against the City, its officers, boards and commissions, and employees, including for reimbursement, lost costs and/or fees, lost profit or consequential damages, with respect to the ENA, Proposer’s Proposal, this Agreement, and/or the License Agreement, and no right to specifically enforce this Agreement or any provision hereof and expressly waives any right it may have to file a notice of lis pendens against the Site, or any part thereof.
D. Waiver of Rights under Civil Code section 1542. Proposer waives any rights it may have against the City pursuant to California Civil Code section 1542 for claims arising from or related to the ENA, Proposer’s Proposal, this Agreement, and/or the License Agreement. Civil Code section 1542 reads as follows:
A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or release party.
E. No City Liability for Costs. The Proposer acknowledges and agrees that the City shall not have any responsibility to pay or reimburse Proposer for costs and expenses incurred by the Proposer in connection with the ENA, Proposer’s Proposal, this Agreement, or the License Agreement; design, development, construction, and operation of the Project; the compliance by Proposer with its obligations under this Agreement or otherwise unless the City expressly assumes any such specific responsibility in the fully executed License Agreement, but this Section shall not preclude Proposer from allocating these costs as Project costs for pro forma purposes. Proposer specifically agrees that it shall have no right to obtain monetary damages, including for reimbursement, lost costs and/or fees, lost profit, or consequential damages, with respect to this Agreement.
F. Upon Termination of Agreement. Upon termination of this Agreement, (1) any rights or interest that Proposer may have hereunder shall cease and the City shall have the right thereafter to use or develop (alone or with any other entity) as the City shall determine appropriate in their sole and absolute discretion; and (2) any rights or interest that the City may have hereunder shall cease.
13. Entire Agreement; Amendments
This Agreement, including all exhibits, constitutes the entire understanding among the Parties and supersedes all other agreements, oral or written, with respect to the subject matter herein. Additionally, this Agreement may not be amended except in writing signed by all of the Parties.
14. Covenant Against Discrimination
Proposer shall not discriminate against, nor segregate, in employment or the development, construction, sale, license, sublicense, transfer, use, occupancy, tenure, or enjoyment of all or portions of the Site, nor deny the benefits of or exclude from participation in, the Project and all activities of Proposer in connection with the Site, any person, or group of persons, on account of race, color, religion, creed, national origin, ancestry, sex, sexual preference/orientation, marital status, age, disability, medical condition, Acquired Immune Deficiency Syndrome (AIDS), acquired or perceived, or retaliation for having filed a discrimination complaint.
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15. Confidentiality
A. Proprietary Documents. The Parties anticipate that during the Term each shall from time to time disclose and provide to the other certain proprietary reports, correspondence and other information related to the Project. Unless otherwise required by law, no Party shall disclose (except to its own and to the other Party’s employees, officers, directors, agents, advisors, existing and prospective lenders, investors, counsel, and consultants) information regarding or related to the Project which is not already public, and which has been delivered to such Party pursuant to the terms hereof.
B. Public Disclosure. Notwithstanding the foregoing Section 15.A, Proposer acknowledges and agrees that City, as a government agency, (i) is subject to broad disclosure obligations under applicable law, including the Public Records Act, and (ii) holds City Council meetings which are open to the public and at which information concerning the Project may be disclosed including reports to the City Council describing the Project, and including any documents to be approved by the City Council. Nothing in this Agreement shall prohibit any disclosure required by law.
16. Compliance with Laws
During the Term, Proposer, at its expense, shall comply with all applicable federal, state, and local laws, ordinances, regulations, rules and orders with respect to the subject matter of this Agreement.
17. Notices
All notices shall be in writing and either (a) personally served at the appropriate address (including by means of professional messenger service or recognized overnight delivery service, provided that any such delivery is confirmed by written receipts signed on behalf of the receiving Party or by adequate proof of service) or (b) deposited in the United States mail, postage prepaid, certified or registered mail, return receipt requested, addressed to the appropriate addressee and shall be deemed received and effective on the day such notice is actually received if received before 5:00 p.m. on a regular business day, or on the following business day if received at any other time. All addresses of the Parties for receipt of any notice to be given pursuant to this Project are as follows:
To the City: Office of the City Manager
1685 Main Street
Santa Monica, CA 90401
Attn: Elaine Polachek
Email: [email protected]
With a copy to: City Attorney’s Office
1685 Main Street
Santa Monica, CA 90401
Attention: Susan Cola
Email: [email protected]
To the Proposer: LOIDL LLC
Attn. Bernd Loidl
Römerweg 28 A
6372 Oberndorf in Tyrol
Austria/ Europe
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Packet Pg. 101 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) Email: [email protected]
With a copy to: LOIDL LLC
Attn. Werner Wally
Römerweg 28 A
6372 Oberndorf in Tyrol
Austria/ Europe
Email: [email protected]
18. Interpretation
A. Construction. This Agreement shall be construed in accordance with its fair meaning, and not strictly for or against either Party.
B. Gender. When the context of this Agreement requires, (i) the neutral gender includes the masculine and feminine and any entity, and (ii) the singular includes the plural.
C. Section Headings. The headings of the Sections of this Agreement are inserted solely for convenience of reference and are not intended to govern, limit or aid in the construction of any term or provision hereof. Unless otherwise explicitly provided, all references to “Sections” are respectively to articles or sections of this Agreement.
D. Interpretation. The word “including” shall be construed as though the words “but not limited to” were, in each case, appended thereafter, and shall not be deemed to create a limitation to the list that follows “including.” E. Incorporation of Recitals. The Recitals of this Agreement are incorporated herein by reference.
F. Exhibits. All references in this Agreement to exhibits shall be construed as though the words “hereby made a part hereof and incorporated herein by this reference” were, in each case, appended thereto. In the event of a conflict between this Agreement and any of the exhibits attached hereto, the terms of this Agreement shall govern.
G. No Third-Party Beneficiaries. No parties other than the City and Proposer shall be beneficiaries of the rights conferred in this Agreement, and no other party shall be deemed a third-party beneficiary of such rights.
H. Severability. If (i) any provision of this Agreement is held by a court of competent jurisdiction as to be invalid, void or unenforceable and (ii) the invalidity or unenforceability of such a provision does not deny a Party the material benefit of this Agreement, then the remainder of this Agreement which can be given effect without the invalid provision shall continue in full force and effect and shall in no way be impaired or invalidated.
I. No Partnership. Nothing in this Agreement shall be deemed or construed as creating a partnership, joint venture, or association between the Parties, or cause either Party to be responsible in any way for the debts or obligations of the other Party.
J. No Assignment by Proposer. The Parties acknowledge and agree that the City has entered into this Agreement in reliance on Proposer’s unique abilities to develop the Project; consequently, Proposer shall have no right to assign its rights or duties under this Agreement.
K. Prevailing Party. In the event that either Party to this Agreement brings an action to enforce the terms of this Agreement or declare the Party’s rights under this Agreement, each Party shall bear its own costs and expenses, including attorneys’ fees.
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Packet Pg. 102 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) L. Business License. Proposer shall apply for and pay the business tax and registration tax for a business license, in accordance with the City’s Municipal Code.
M. Venue. Los Angeles County shall be the site and have jurisdiction for the resolution of all actions.
N. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California.
19. Execution Counterparts
This Agreement may be executed in one or more counterparts, each of which shall be deemed original, but all of which together shall constitute one and the same instrument. The delivery of a signed counterpart of this Agreement by email shall have the same legal effect as delivery of an original signed counterpart by hand. This Agreement shall only be effective as a binding legal agreement among the Parties after signed counterparts have been exchanged among Parties. The submission of a draft of this Agreement to a Party is not intended as an offer.
The Parties may terminate negotiation at any time prior to the exchange of signed counterparts among the Parties and no duty of good faith or fair dealing shall apply to the negotiation among the Parties prior to the exchange of signed counterparts among the Parties IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the Effective Date.
ATTEST: CITY OF SANTA MONICA
a municipal corporation
_____________________ _____________________
APPROVED AS TO FORM:
By: _____________________
PROPOSER:
Loidl LLC - Hochsitz
By: _____________________
Name: Bernd Loidl
Title: General Manager Loidl LLC
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EXHIBIT A
Site Map
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EXHIBIT
B
Proposal
[behind this page]
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CRESCENT BAY PARK SITE
Proposal for Satellite Broadcast Center, NOC Center, and IOC Partner Houses
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Broadcast Studio
NOC Related Location
IOC Related Location
LA28
CRESCENT
BAY PARK
PROPOSAL
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28 SITE
01 The Crescent Bay Park site has been identified as a potential satellite broadcast studio for official rights broadcasting partners.
This studio space would be a close replica to the broadcast studio that was erected in Arpoador Rock for the Rio de Janeiro Olympics in 2016.
BROADCAST STUDIO IN SANTA MONICA
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Packet Pg. 108 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) Minimum Area Requested
Approximately 20m x 30m
Duration of Occupancy
Start: July 1, 2028
End: August 11, 2028
See next slides for similar build used in
Rio 2016
LA28
01 BROADCAST STUDIO
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Packet Pg. 111 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) LA
28 SITE
02 The Crescent Bay Park site has been identified as a potential location for a National Olympic Committee House.
The National Olympic Committee House is a close replica of the Lagoa House erected for the Rio de Janeiro Olympics in 2016.
BROADCAST STUDIO AND NOC HOUSE IN
SANTA MONICA
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Packet Pg. 112 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) Minimum Area Requested
Approximately 20m x 30m + for the broadcast
component and any enlargement
of the original requested broadcast space to
include the NOC House of Switzerland.
Duration of Occupancy
Start: July 26, 2028
End: August 16, 2028
See next slides for similar build of NOC used
in Rio 2016
LA28
02 BROADCAST STUDIO & HOUSE
OF SWITZERLAND
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28 SITE
03 The Crescent Bay Park site has been identified as a potential location for the IOC Partner Houses.
The International Olympic Committee Houses would be a close replica of the Nation’s Village erected for the PyeongChang Olympics in 2018.
BROADCAST STUDIO, NOC HOUSE, AND IOC
PARTNER HOUSES IN SANTA MONICA
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Packet Pg. 117 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) Minimum Area Requested
Approximately 20m x 30m + for the broadcast
component and any enlargement
of the original requested broadcast space to
include the NOC House & IOC Houses
Duration of Occupancy
Start: June 19, 2028
End: August 18, 2028
See next slides for similar build of Nation’s
Village used in PyeongChang in 2018
LA28
03 BROADCAST STUDIO, NOC
HOUSE, & IOC PARTNER HOUSES
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Packet Pg. 120 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) WHAT
WE
DO
EVENT DESIGN &
PLANNING
EVENT MANAGEMENT
ON SITE
EXECUTION
& STAFFING
PRECISION MAPPING &
PHOTO REAL RENDERINGS
CAD/CONSTRUCTION
DOCUMENTATION
FABRICATION &
CUSTOM DESIGNS
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Packet Pg. 121 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) ABOUT
SILVERBACK
Our event production services include comprehensive event design, procurement, permitting, budget management and event execution to ensure every detail is flawlessly executed. From build site renderings to on-site coordination and staffing, we handle every aspect for a seamless and memorable event experience.
SAN FRANCISCO CHICAGO BERMUDA
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Packet Pg. 122 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) 3755 Balboa Street
San Francisco, CA 94121
KYLE MEYERS, CEO & CO-FOUNDER
[email protected]
(773) 457-0653
ADDRESS
[email protected]
(727) 492-2874
MICHAEL BUSH, HEAD OF
BUSINESS OPERATIONS
[email protected]
(415) 370-2731
ANGELA MELCHIORI, EVENT
PRODUCTION, SR. DIRECTOR
4.A.a
Packet Pg. 123 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA)
4.A.a
Packet Pg. 124 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA)
EXHIBIT C
Insurance Requirements
Licensee and its Consultants shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Licensee and its Consultants and their respective agents, representatives, employees or subcontractors.
Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering GCL on an “occurrence” basis, including products 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 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 the Licensee has no owned autos, Code 8 (hired) and Code 9 (nonowned), 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.
4. Professional Liability: Insurance appropriate to the Consultant’s profession with a limit of no less than $1,000,000 each occurrence/$2,000,000 in the annual aggregate.
5. Pollution Legal Liability: Insurance for environmental hazards with limits of no less than $1,000,000 each occurrence/$2,000,000 in the annual aggregate.
If the Licensee maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Licensee. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.
Other Insurance Provisions
1. The 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 Licensee including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Licensee’s insurance at least as broad as Insurance Services Office Form CG 20 10 11 85. Licensee will also name the City of Santa Monica, its officers, officials, employees and volunteers as an additional insured on the Pollution Legal Liability policy. Should the Licensee use a Subconsultant to provide evidence of Pollution Legal Liability Insurance, the Licensee will require the Subconsultant to name the Licensee and the City of Santa Monica, its officers,
4.A.a
Packet Pg. 125 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) officials, employees and volunteers as an additional insured on the Pollution Legal Liability policy.
b. Primary Coverage: For any claims related to this contract, the Licensee’s insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Licensee’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: Licensee hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Licensee may acquire against the City of Santa Monica by virtue of payment of any loss. Licensee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by the Licensee, its employees, agents and subcontractors.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Licensee 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.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.
Claims Made Policies
1. If the Professional Liability or Pollution Legal Liability policy provides “claims made” coverage:
a. The Retroactive Date must be shown and must be before the start of work.
b. The insurance must be maintained, and evidence of insurance must be provided for a maximum of 1 year 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 Licensee must purchase “extended reporting” coverage for a maximum of 1 year after completion of work.
Verification of Coverage
Licensee shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Licensee’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.
4.A.a
Packet Pg. 126 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) Failure to Maintain Insurance Coverage
If Licensee, for any reason, fails to maintain or cause to be maintained 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 Licensee 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 Licensee, the City may deduct from sums due to the Licensee any premium costs advanced by the City for such insurance.
Subcontractors
Licensee 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.
4.A.a
Packet Pg. 127 Attachment: Exclusive Negotiation Agreement - LOIDL LLC (Draft) (7102 : Hochsitz ENA) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.B
1 of 4
To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Approval of Modification of Agreement with PACIFIC HARBOR MEDICAL GROUP INC. for Occupational Medical Testing Program Services Recommended Action
Staff recommends that the City Council
1. Adopt a finding of no significant effect pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines;
2. Authorize the City Manager to negotiate and execute a first modification to agreement #3940 in the amount of $136,850 with Pacific Harbor Medical Group Inc. for occupational medical testing services for the Human Resources Department. This will result in 17-month amended agreement with a new total amount not to exceed $231,850, with future year funding contingent on Council budget approval.
4.B
Packet Pg. 128
2 of 4
Executive Summary
Pacific Harbor Medical Group Inc. provides Occupational Medical Testing Program (OMTP) services for employees and new hires. Staff recommends extending the contract for an additional six months through December 31, 2025, to allow for additional time to complete an RFP process and award contracts for future OMTP services.
Background
Pacific Harbor Medical Group Inc. provides Occupational Medical Testing Program (OMTP) services to protect employees from on-the-job health and safety risks through physicals, testing, and preventative health measures.
The Human Resources Department manages the OMTP with assistance from operating departments and relies on private medical providers to carry out the testing required by the program. To comply with state and federal regulations, the City is required to provide employees in certain classifications with the following services: commercial driver medical examinations, POST (Peace Officer Standards and Training Program) medical examinations, hazmat physicals, tuberculosis screenings, respirator medical clearance, and various vaccinations. In addition, as part of the OMTP program, all job candidates offered employment in physically demanding positions undergo a preemployment physical exam.
In June 2023, the City entered a five-year contract with Westchester Medical Group following the administration of an RFP process. Westchester Medical Group had been the City’s OMTP provider since 2009. Westchester Medical Group shuttered its operations in February 2024 without providing the City with sufficient advanced notification which required the City to quickly retain services from another provider. On June 3, 2024, the Human Resources Department received authority approval for an exception to the competitive bidding process and awarded Pacific Harbor Medical Group Inc. a contract to provide critical preemployment OMTP services for an amount not to exceed $95,000. The City reached the $95,000 limit earlier than anticipated due to an unforeseen increase in the need for such services.
4.B
Packet Pg. 129
3 of 4
Discussion
The Human Resources Department recommends a modification to the agreement #3940 in the amount not to exceed $231,850 which provides for an additional $136,850 in funds to be used through the end of the calendar year. The estimated additional expenditure is based on past monthly cost experience with the highest monthly spend at $17,000 and adding a 15% contingency. The proposed amendment would result in a new total contract amount not to exceed $231,850 and would extend the contract term for six months through December 31, 2025, to allow for additional time to complete RFP process and award associated contracts.
Past Council Actions:
There are no past council items.
Environmental Review
The agreement for ongoing occupational medical testing program services is exempt pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines, which states that CEQA does not apply, where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. The agreement would provide medical examination services and would not result in physical effects. Therefore, it can be seen with certainty that the contract would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the 74800002.552010 account number to increase the amount of the contract with Pacific Harbor Medical Group.
FY 2025-26 Contract Modification Request
4.B
Packet Pg. 130
4 of 4
Agreement
#
Current
Authorized
Amount
Modified
Request Amount
Future
Year
Modified
Request
Amount
Dept Account # Total
Revised
Contract
Amount
3940 $95,000 $136,850 $0 74800002.552010 $231,850
Future year funding is contingent on Council budget approval.
Prepared By: Sasha Sargent, Executive Administrative Assistant Approved Forwarded to Council
Attachments:
A. SM Oaks Initiative 2025
B. SM Levine Act Disclosure 2025
C. FY24-25 Living Wage
4.B
Packet Pg. 131
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
Sonto Monico's voters odopted o City Chorter omendment commonly known os the Ooks Initiotive. The Ooks Initiotive requires the City to provide this notice ond informotion obout the Initiotive's requirements. You moy obtoin o full copy of the Initiotive's text f rom the Citv Clerk.
This informotion is required by City Chorter Article XXll-Toxpoyer Protection.
It prohibits o public officiol from receiving, ond o person or entity from conferring, specified personol benefits or compoign odvontoges from o person or entity ofter the officiol votes, or otherwise tokes off iciol oction, to oword o 'public benef it" to thot person or entity. The prohibition opplies within ond outside of the geogrophicol boundories of Sonto Monico.
All persons or entities opplying or receiving public benefits from the City of Sonto Monico sholl provide the nomes of trustees, directors, portners, ond officers, ond nomes of persons with more thon o 10% equity, porticipotion or revenue interest. An exception exists for persons serving in those copocities os volunteers, without compensotion, for orgonizotions exempt from income toxes under Section 501(c)(3), (a), or (6), of the Internol Revenue Code. However, this exception does not opply if the orgonizotion is o politicol committee or controls politicol committees.
Exomples of o "public benefit" include public controcts to provide goods or services worth more thon $25,000 or o lond use opprovol worth more thon $25,000 over o 12- month period.
In order to focilitote complionce with the requirements of the Ooks Initiotive, the City compiles ond mointoins certoin informotion. Thot informotion includes the nome of ony person or persons who is seeking o 'public benefit." lf the "public benefit" is sought by on entity, rother thon on individuol person, the informotion includes the nomeof everyperson who is: (o) trustee, (b) director, (c) portner, (d) officer, or hos (e) more thon o ten percent interest in the entity. Therefore, if you ore seeking o "public benefit" covered by the Ooks Initiotive, you must supply thot informotion on the Ooks Initiotive Disclosure Form. This informotion must be updoted ond supplied every 12 months.
4.B.a
Packet Pg. 132 Attachment: SM Oaks Initiative 2025 (7141 : Approval of Modification of Agreement for OMTP)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to focilitote complionce with the requirements of the ooks Initiotive, the City compiles ond mointoins certoin informotion. Thot informotion includes the nome of ony person or persons who is seeking o "public benefit." lf the'public benefit" is sought by on entity, rother thon on individuol person, the informotion includes the nome of every person who is: (o) trustee, (b) director, (c) portner, (d) officer, or hos (e) more thon o ten percent interest in the entity' Public benef its include:
1. Personol services controcts in excess of $25,000 over ony 12-month period;
2. Sole of moteriol, equipment or supplies to the City in excess of $25,000 over o 12- month period;
3. Purchose, sole or leose of reol property to or from the City in excess of $25,000 over o 12- month period;
4. Non-competitive fronchise owords with gross revenue of $50,000 or more inony 12-month period;
5. Lond use vorionce, speciol use permit, or other exception to on estoblished lond use plon, where the decision hos o volue in excess of $25,000;
6. Tox "obotement, exception, or benefit' of o volue in excess of $5,000 in ony 12- month period; or
7. Poyment of 'cosh or specie" of o net volue to the recipient of $10,000 in ony 12- month oeriod.
Nome(s) of persons or entities receiving public benef it:
Pacific Harbor Medical Group
Nome(s) of trustees, directors, portners, ond officers:
Peter Mikhail, D.O.
Satish Patel. M.D.
Peter Mikhail, D.O.
Satish Patel, M.D.
Joseph Mikhail, M.D.
Paz Eilat. M.D.
Joseph Mikhail, M.D.
Paz Eilat. M.D.
Nome(s) of persons with more thon o 10% equity, porticipotion, or revenue interest:
Prepored by: Satish Patel M.D. Title: Physician/Partner Signoture: 1,,,{
Phone: 310-642-1911
Dote, Jung l !, ?9?!
4.B.a
Packet Pg. 133 Attachment: SM Oaks Initiative 2025 (7141 : Approval of Modification of Agreement for OMTP) Cit!. ol
Sonto
Monico
CITY OF SANTA MONICA
CALIFORNIA LEVINE ACT DISCLOSURE
The Levine Act prohibits City Officers from participating in any action related to a contract, license, permit, or entitlement if such Offlcer received campaign contributions totaling more than $500 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 oosition:
(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 respecl to the proceeding involving a license, Dermit. or other entitlement for use and is also a candidate for elected ofiice 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. httos://www.smqov.net/deoartments/council/
https://wwwsantamonica.oov/deoartments/rent-control
httos://wwwsmqov.net/boards/
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City Officer in the twelve months preceding the date of the submission of your application or proposal? L-l veslglrvo
Name of Councilmember or Citv Officer:
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 campalgn contributions.
Citv of Santa Monica Levine Act Disclosure Form
4.B.b
Packet Pg. 134 Attachment: SM Levine Act Disclosure 2025 (7141 : Approval of Modification of Agreement for OMTP) ia Sioned: )<+-,,
print Name: Satish Patel, M.D.
Clty ot
Sdnto
Monicq
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. lt 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 CALIFORNIATHAT THE FOREGOING IS TRUEAND CORRECT.
e"1"' June 16,2025
t,,,". Physician/Partner
Company: Pacific Harbor Medical Group
Additional Disclosures:
Please note this form is a public record and subject to a California Public Records Act requestCitv of Santa Monica Levine Act Disclosure Form
4.B.b
Packet Pg. 135 Attachment: SM Levine Act Disclosure 2025 (7141 : Approval of Modification of Agreement for OMTP)
CITY OF SANTA MONICA
LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 per hour for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1685 Main Street, Mail Stop 09
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at [email protected] or by phone 310-458-8281.
4.B.c
Packet Pg. 136 Attachment: FY24-25 Living Wage (7141 : Approval of Modification of Agreement for OMTP)
CITY OF SANTA MONICA
LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2024 through June 30, 2025
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $20.32 per hour
Please read, complete, and sign the following:
THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE ☐ THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE ☐ If this contract is not subject to the Living Wage Ordinance requirements, please note the reason below and attach supporting documentation for exemption. For example, in order to be exempt pursuant to a collective bargaining agreement, a signed collective bargaining agreement must be attached. (a) contractor is a government agency and is exempt
(b) contractor is a City grantee and is exempt
(c) contractor is a non-profit corporation and is exempt (d) contractor is an employer whose employees are covered by a bona fide collective bargaining agreement where the waiver is explicitly set forth in an agreement in clear and unambiguous terms
(e) contractor is a corporation providing banking services The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Santa Monica’s Living Wage Ordinance (LWO), and the applicability of the LWO, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa Monica Municipal Code, Chapter 4.65. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract, which shall be grounds for termination. City shall have the right to examine all books and records of the Contractor as they relate to compliance with the LWO.
Payroll records shall at a minimum include the full name of each employee performing labor or providing services under the contract, job classification, and rate of pay.
These statements are made under penalty of perjury under the laws of the State of California.
Printed Name: Title:
Signature: Date:
Contractor: Bid Number (if applicable):
Service Description:
4.B.c
Packet Pg. 137 Attachment: FY24-25 Living Wage (7141 : Approval of Modification of Agreement for OMTP) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.C
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 Prohibiting Sale and Use of Algorithmic Devices to Set Residential Rental Prices
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
Executive Summary
At its meeting on May 27, 2025, the City Council introduced for first reading an Ordinance prohibiting the sale and use of algorithmic devices to set residential rental prices. The ordinance is now presented to the City Council for adoption.
Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:
A. ORD-Chapter 4.58 Price Fixing Software 2d
B. Written Comments
4.C
Packet Pg. 138
1 City Council Meeting: June 24, 2025 Santa Monica, California ORDINANCE NUMBER _____ (CCS)
(City Council Series)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
PROHIBITING THE SALE AND USE OF RENTAL PRICE-FIXING ALGORITHIMIC
SOFTWARE
WHEREAS, Santa Monica faces a housing affordability crisis, with approximately
41.5% of households paying more than 30% of income toward rent, 20.6% of households paying more than 50% of income toward rent, and median initial rent-controlled rents increasing each year since 2022; and
WHEREAS, the January 2025 Los Angeles County fires displaced thousands of residents, which has increased the demand for rental housing in Santa Monica; and WHEREAS, in recent years, algorithmic rental pricing software programs have been developed to help landlords maximize revenues by recommending how much rent to charge for a unit and whether to leave a unit vacant, based on nonpublic data from competing landlords; and
WHEREAS, such algorithmic rental pricing software can facilitate price coordination or price fixing among competing landlords, driving up rental prices; and WHEREAS, the White House Council of Economic Advisors found that algorithmic rental pricing software cost tenants whose landlords who used the software $70 per month on average nationally, and $34 per month—or $408 per year—on average in the Los Angeles metropolitan area; and
WHEREAS, the White House Council on Economic Advisors also found that even tenants of landlords who do not use algorithmic rental pricing software are likely to
4.C.a
Packet Pg. 139 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 2 experience higher rents because demand for those lower priced units increase as other landlords in the same market use the software; and
WHEREAS, algorithmic rental pricing software can also lead to greater displacement when tenants cannot sustain the rental rates the algorithms recommend and when algorithms favor maximizing revenue over maximizing occupancy; and WHEREAS, anti-competitive coordination, typically among larger corporate landlords, also harms those landlords that play by the rules and do not attempt to coordinate prices with competitors; and
WHEREAS, over 35 class action lawsuits have been filed related to algorithmic rental pricing software, including against software providers and landlords that use the software; and
WHEREAS, in August 2024, the US Department of Justice and eight state attorneys general filed an antitrust lawsuit against the leading provider of algorithmic rental pricing software, RealPage, which lawsuit was amended in January 2025 to also include as defendants six of the country’s largest corporate landlords who use RealPage’s revenue management software; and
WHEREAS, three of the defendants named in the Department of Justice lawsuit manage multi-family units in Santa Monica, as do other large corporate landlords; and WHEREAS, the pending litigation may take months or years to resolve, and in the meantime renters are disadvantaged if landlords continue to use such software to make coordinated pricing and leasing decisions; and
WHEREAS, the City wishes to protect against anti-competitive behavior that harms consumers by banning the sale and use of algorithmic rental pricing software that
4.C.a
Packet Pg. 140 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 3 recommends to landlords rental prices and occupancy rates based on nonpublic rental data.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Chapter 4.58 of the Santa Monica Municipal Code is hereby added to read as follows:
Chapter 4.58 Algorithmic Rental Price Fixing
§ 4.58.010 Definitions.
The following words and phrases as used in this chapter shall have the following meanings.
Algorithmic device. A software or product that uses or incorporates one or more algorithms to perform calculations of nonpublic competitor data concerning local or statewide rental prices or occupancy levels to advise a landlord on, or recommend to a landlord, rent to charge for a rental housing unit, or whether to leave a rental housing unit vacant. “Algorithmic device” does not include either of the following: (a) A software or product used by a person to generate or publish reports regarding existing residential rental rates or residential rental occupancy levels in an aggregated manner but does not recommend rent prices or fees for future residential tenancies or occupancy levels for rental housing units; (b) A software or product used by a person to establish residential rental rates or income limits in accordance with any local, state, or federal affordable housing program requirement.
Rental housing unit. A housing unit in the City that constitutes either a controlled rental unit pursuant to City Charter Section 1800 et seq., (including a room in a single-family
4.C.a
Packet Pg. 141 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 4 home, hotel or motel, rooming house or apartment, single-family home, mobile home or mobile home space, trailer or trailer space); or a rental unit pursuant to City Charter Section 2300 et seq.
Landlord. An owner, lessor, sublessor, or any other person entitled to receive rent for the use and occupancy of any rental housing unit, or an agent, representative or successor of any of the foregoing.
Nonpublic competitor data. Information that is not available to the general public about actual residential rental rates, residential rental rate changes, residential rental property supply levels, occupancy levels, or lease start and end dates, whether the information is attributable to a specific competitor or anonymized or whether the information is derived from or otherwise provided by another person that competes in the same market or a related market.
§ 4.58.020 Prohibition on Sale and Use of Algorithmic Device (a) It shall be unlawful to sell, license, or otherwise provide to any landlord of any rental housing unit in the City any algorithmic device that sets, recommends, or advises on rental rates, rates for non-rent fees, or occupancy levels that may be achieved for rental housing units in the City.
(b) It shall be unlawful for a landlord to use an algorithmic device when setting rents or occupancy levels for rental housing units in the City. Each separate month that a landlord charges rent at an amount set in violation of this subsection, and each separate residential rental housing unit for which the landlord used the algorithmic device, shall constitute a separate and distinct violation.
§ 4.58.030 Civil Remedies.
4.C.a
Packet Pg. 142 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 5 (a) Civil Action. Any person aggrieved by a violation of this Chapter, including the City, may enforce the provisions of this Chapter by means of a civil action. The burden of proof in such cases shall be preponderance of the evidence. A violation of this Chapter may be asserted as an affirmative defense in an unlawful detainer action against a tenant whose rent was set after the effective date of this ordinance by the landlord’s use of an algorithmic device in violation of Section 4.58.020(b). (b) Injunction. Any person who commits an act, proposes to commit an act, or engages in any pattern and practice which violates Section 4.58.020 may be enjoined therefor by any court of competent jurisdiction. An action for injunction under this subsection may be brought by any aggrieved person, by the City Attorney, or by any person or entity who will fairly and adequately represent the interest of the protected class. (c) Penalties and Other Monetary Awards. Any person who violates or aids or incites another person to violate the provisions of this Chapter is liable for each and every such offense for the actual damages suffered by an aggrieved party or for statutory damages of one thousand dollars per violation, whichever is greater, and shall be liable for such attorneys' fees and costs as may be determined by the court in addition thereto.
A lease provision that limits a prevailing tenant from obtaining attorneys’ fees shall not be enforceable against a tenant’s claim for attorneys’ fees that arises under this subsection. (d) Nonexclusive Remedies and Penalties. The remedies provided in this Chapter are not exclusive, and nothing in this Chapter shall preclude any person from seeking any other remedies, penalties, or procedures 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
4.C.a
Packet Pg. 143 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 6 inconsistencies and no further, is 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 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. This Ordinance shall become effective 30 days from its adoption.
APPROVED AS TO FORM:
_________________________
Douglas Sloan, City Attorney
4.C.a
Packet Pg. 144 Attachment: ORD-Chapter 4.58 Price Fixing Software 2d (7133 : Prohibition Price Fixing Software - Second Reading) 1 David Yakobson
From: Fred Sutton <[email protected]>
Sent: Monday, June 23, 2025 1:07 PM
To: councilmtgitems
Subject: Item C: Oppose
Attachments: Algorithmic Pricing Opposition Letter_ItemC.pdf
EXTERNAL
Hello Honorable City Council,
Attached, please find a letter of opposition to item C on tomorrow’s agenda. We encourage the council to conduct more study and feedback on this item.
Thank you for your review.
Fred Sutton ▪Senior Vice President of Public Affairs
California Apartment Association
[email protected] ▪ (424) 307-1378
CAA is your partner in the rental housing industry.
Find out how we're working for you.
Item 4-C
June 24, 2025
Item 4-C
June 24, 2025
4.C.b
Packet Pg. 145 Attachment: Written Comments (7133 : Prohibition Price Fixing Software - Second Reading) June 23, 2025
Santa Monica City Council
1685 Main Street, Room 209
Santa Monica, CA 90401
RE: Item C: Prohibition of Algorithmic Devices
Dear Honorable Members of the Santa Monica City Council, The California Apartment Association (CAA) represents local housing providers, operators and suppliers along with business owners and real estate industry experts who are involved with a range of rental properties from those that offer single-family residences to large apartment communities. We are committed to promoting fair and equitable housing policies throughout LA County.
We respectfully oppose the ordinance before you for the following reasons:
1. Premature Local Action:
New state and/or federal regulation in this policy area may preempt local regulation and there are numerous proposals in the State Legislature on this matter, including SB 52. In addition, over twenty lawsuits have been filed nationwide against the use of these tools.
The city would be better served waiting to see the action that may occur by the State Legislature and/or the courts before taking action that could be duplicative to or conflict with a local law thus only creating confusion for housing providers and residents.
2. Undefined and Overbroad Definitions:
More work is needed to clearly define what constitutes “algorithmic pricing software.” As currently written, the ordinance is too broad to provide meaningful guidance to housing providers or to ensure consistent enforcement. A one-size-fits-all local approach is illsuited for a nuanced and technically complex issue like this one.
3. Understand Emerging Technologies
Technology is rapidly advancing in every field. The council should first understand new technologies, their capabilities and limitations before banning them. More study is prudent.
These technologies are not the source of the region’s housing crises, but rather the lack of supply and an overly regulated environment is.
Item 4-C
June 24, 2025
Item 4-C
June 24, 2025
4.C.b
Packet Pg. 146 Attachment: Written Comments (7133 : Prohibition Price Fixing Software - Second Reading) We urge the City of Santa Monica to pause local efforts, allow the state legislative process to continue, and focus all local energy on the development of more affordable housing. This issue deserves a comprehensive, thoughtful, and statewide approach that incorporates input from all stakeholders.
Thank you for your consideration.
Sincerely,
Fred Sutton
California Apartment Association
Item 4-C
June 24, 2025
Item 4-C
June 24, 2025
4.C.b
Packet Pg. 147 Attachment: Written Comments (7133 : Prohibition Price Fixing Software - Second Reading) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.D
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 Amending Santa Monica Municipal Code Section 3.12.675 to Allow Bicycles and Other Devices in Transit-Only Lanes
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
Executive Summary
At its meeting on June 10, 2025, the City Council introduced for first reading an Ordinance amending Santa Monica Municipal Code Section 3.12.675 to allow bicycles and other devices in transit-only lanes. The ordinance is now presented to the City Council for adoption.
Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:
A. ORD-Buses Bikes and Scooters in Transit Only Lanes 2d
4.D
Packet Pg. 148
1 City Council Meeting: June 24, 2025 Santa Monica, California ORDINANCE NUMBER _________ (CCS)
(City Council Series)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AMENDING SANTA MONICA MUNICIPAL CODE SECTION 3.12.675
TO ALLOW BICYCLES AND OTHER DEVICES IN TRANSIT-ONLY LANES AND TO
AUTHORIZE THE DIRECTOR OF THE DEPARTMENT OF TRANSPORTATION TO
ADMINISTRATIVELY DESIGNATE TRANSIT-ONLY LANES
WHEREAS, since adopting the Bike Action Plan in 2011 and the Bike Action Plan Amendment in 2020, the City of Santa Monica (“City”) has made significant progress in building a safe and comfortable citywide cycling network, however, key corridors without bike lanes remain, leaving cyclists and other device operators without comfortable options on some routes; and
WHEREAS, under Santa Monica Municipal Code Section 3.12.675, transit-only lanes may only be used by buses and other limited mobility services as designated by the Traffic and Parking Engineer and approved by Council; and WHEREAS, currently, Santa Monica Municipal Code Section 3.12.675 does not permit the operation of bicycles and other devices in traffic lanes designated as transitonly lanes; and WHEREAS, authorizing the Director of the Department of Transportation to designate bicycle and other device inclusive transit-only lanes would help prevent cyclists and other device operators from being cited for traveling in a lane with a higher degree of riding comfort and practicality; and
4.D.a
Packet Pg. 149 Attachment: ORD-Buses Bikes and Scooters in Transit Only Lanes 2d [Revision 1] (7137 : Bicycles in Transit Lanes - Second Reading) 2 WHEREAS, the City of Los Angeles, which surrounds the City on three sides, currently permits the operation of bicycles and other devices in designated transit-only lanes, and permitting the same in Santa Monica will assist in creating a multijurisdictional network; and
WHEREAS, City staff will develop additional training for Big Blue Bus (“BBB”) Motor Coach Operators to better promote safety for cyclists and other device operators; as well as provide safety outreach to cyclists and other device operators; and WHEREAS, amending the Municipal Code to allow the Director of the Department of Transportation the ability to administratively designate future transit-only lanes will enable the City to swiftly respond to changes in transit demand, specifically as those demands may arise from upcoming regional mega-events.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Section 3.12.675 of the Santa Monica Municipal Code is hereby amended as follows:
3.12.675 Transit Lanes
The Director of the Department of Transportation, in consultation with the Traffic Engineer, may designate specified lanes of traffic for transit service. A person may operate a bicycle, or a mobility device, in designated lanes of traffic for transit service. Designated lanes of traffic for transit service are as follows:
(a) Lanes on Santa Monica Boulevard and Broadway between Ocean Avenue and Fifth Street may be designated for use by public transit buses only.
4.D.a
Packet Pg. 150 Attachment: ORD-Buses Bikes and Scooters in Transit Only Lanes 2d [Revision 1] (7137 : Bicycles in Transit Lanes - Second Reading) 3 (b) Parking on Lincoln Boulevard may be restricted to create transit lanes for use by: (1) public transit buses; (2) dial-a-ride vans; and (3) charter party carriers and passenger stages operating pursuant to State licenses or permits. However, diala-ride vans, charter party carriers and passenger stages may only use transit lanes if they have at least two passengers on board and may not make passenger stops within the transit lane.
(c) The Director of Transportation, in consultation with the Traffic Engineer, may designate lanes of traffic for transit services other than lanes listed in sections (a) and (b) above. The Director of the Transportation shall make available to the public a list of designated lanes of traffic for transit services.
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, is 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 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
4.D.a
Packet Pg. 151 Attachment: ORD-Buses Bikes and Scooters in Transit Only Lanes 2d [Revision 1] (7137 : Bicycles in Transit Lanes - Second Reading) 4 newspaper within 15 days after its adoption. This Ordinance shall become effective thirty days after adoption.
APPROVED AS TO FORM:
_________________________
Douglas Sloan, City Attorney
4.D.a
Packet Pg. 152 Attachment: ORD-Buses Bikes and Scooters in Transit Only Lanes 2d [Revision 1] (7137 : Bicycles in Transit Lanes - Second Reading) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.E
1 of 2
To: Mayor and City Council
From: Douglas Sloan, City Attorney, City Attorney's Office, Administration Subject: Second Reading and Adoption of an Ordinance to add chapter 8.46 to the Santa Monica Municipal Code to designate Fire Hazard Severity Zones as pursuant to California Government Code Section 51178
Recommended Action
Staff recommends that the City Council adopt the attached Ordinance.
Executive Summary
At its meeting on June 10, 2025, the City Council introduced for first reading an Ordinance to add chapter 8.46 to the Santa Monica Municipal Code to designate Fire Hazard Severity Zones as pursuant to California Government Code Section 51178. The ordinance is now presented to the City Council for adoption.
Prepared By: Bradley Michaud, Principal Legal Analyst
Approved Forwarded to Council
Attachments:
A. ORD-Fire Map Ordinance 2d
B. Local-responsibility-area-fire-hazard-severity-zones (Web Link)
4.E
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2 of 2
C. Local Responsibility Area Fire Hazard Severity Zone Website (PDF Version of Weblink)
4.E
Packet Pg. 154
1 City Council Meeting: June 24, 2025 Santa Monica, California ORDINANCE NUMBER _________ (CCS)
(City Council Series)
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AMENDING THE SANTA MONICA MUNICIPAL CODE TO ADD CHAPTER 8.46, DESIGNATING FIRE HAZARD SEVERITY ZONES
WHEREAS, under Government Code Section 51178, the State Fire Marshal shall identify areas in the state as Moderate, High, and Very High Fire Severity Zones (FHSZ) based on the severity of fire hazard that is expected to prevail in those areas; and WHEREAS, Moderate, High, and Very High FHSZ shall be based on fuel loading, slope, fire weather, and other relevant factors, including areas where winds have been identified by the Office of the State Fire Marshal as a major cause of wildfire spread; and WHEREAS, on March 24, 2025, the California Department of Forestry and Fire Protection (CAL FIRE) released updated FHSZ maps for Local Responsibility Areas (LRA), including new designations within the City of Santa Monica; and WHEREAS, these maps, mandated by Government Code Sections 51178 and 51179, classify areas based on wildfire likelihood and intensity using a science-based model that factors in historical fire data, topography, weather, vegetation, and ember exposure potential; and
WHEREAS, this is the first time Santa Monica has been included in the FHSZ maps, and areas within the city are now designated as Moderate, High, and Very High fire hazard zones;
4.E.a
Packet Pg. 155 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) 2 WHEREAS, these designations do not impose restrictions on existing structures but will require certain wildfire safety standards for new construction and substantial remodels, including compliance with the California Building Code Chapter 7A, Fire Safe Regulations, and defensible space requirements under Government Code Section 51182; and
WHEREAS, pursuant to Government Code Sections 51178.5 and 51179, the City is required to make the information available for public review within 30 days and adopt the map by ordinance within 120 days of receiving a transmittal from the State Fire Marshal; and
WHEREAS, the City may, at its discretion, include areas within its jurisdiction not identified as very high fire hazard severity zones by the State Fire Marshal, as very high fire hazard severity zones if it determines that certain requirements are necessary for effective fire protection within the area; and
WHEREAS, the City cannot decrease the level of fire hazard severity zone as identified by the State Fire Marshal for any area within its jurisdiction, and, in exercising its discretion noted above, may only increase the level of fire hazard severity zone as identified by the State Fire Marshal for any area within its jurisdiction; and WHEREAS, pursuant to Government Code Section 51178.5, the City made the FHSZ map information available for public review on April 14, 2025, by posting on the City’s website, available at https://www.santamonica.gov/local-responsibility-area-firehazard-severity-zones; and
4.E.a
Packet Pg. 156 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) 3 WHEREAS, the City has reviewed the data associated with the mapped areas and does not propose increasing any areas within the City beyond that designated by the State Fire Marshal.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. The City of Santa Monica hereby designates the Fire Hazard Severity Zones as recommended by the California Department of Forestry and Fire Protection pursuant to Government Code Section 51178. The map showing the fire zone designations, attached hereto as Attachment A, is hereby approved by the City Council of the City of Santa Monica, incorporated by reference, and entitled “City of Santa Monica Fire Hazard Severity Zones.” The official map is also located electronically on the following website: https://www.santamonica.gov/local-responsibility-area-fire-hazardseverity-zones SECTION 2. Chapter 8.46 is hereby added to the Santa Monica Municipal Code to read as follows:
Chapter 8.46 FIRE SEVERITY HAZARD ZONES
8.46.010 Designation
The City of Santa Monica hereby designates the Fire Hazard Severity Zones as recommended by the California Department of Forestry and Fire Protection pursuant to Government Code Section 51178. The map, approved by the City, is hereby incorporated by reference, and entitled, “City of Santa Monica Fire Hazard Severity Zones.”
8.46.020 Map
4.E.a
Packet Pg. 157 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) 4 The City of Santa Monica Fire Hazard Severity Zones map shall be retained on file with the Office of the City Clerk.
8.46.030 Notice to County
The City shall post a notice at the Office of the Los Angeles County recorder, Los Angeles County Assessor, and Los Angeles County Planning Department identifying the location of the City of Santa Monica Fire Hazard Severity Zones map adopted pursuant to this chapter.
SECTION 3. 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, is hereby repealed or modified to that extent necessary to effect the provisions of this Ordinance.
SECTION 4. 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 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 5. 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. This Ordinance shall become effective 30 days from its adoption.
4.E.a
Packet Pg. 158 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) 5 APPROVED AS TO FORM:
_________________________
Douglas Sloan, City Attorney
4.E.a
Packet Pg. 159 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) 6 Attachment A
Fire Hazard Severity Zone Map
4.E.a
Packet Pg. 160 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading) City and County boundaries as of 10/22/24 (CA Board of Equalization) CAL FIRE State Responsibility Areas (SRA25_1)
CAL FIRE Fire Hazard Severity Zones (FHSZSRA23_3, FHSZLRA_25_1) Data Sources:
Daniel Berlant, State Fire Marshal, CA Department of Forestry and Fire Protection Joe Tyler, Director/Fire Chief, CA Department of Forestry and Fire Protection Wade Crowfoot, Secretary for Natural Resources, CA Natural Resources Agency The State of California and the Department of Forestry and Fire Gavin Newsom, Governor, State of California Protection make no representations or warranties regarding the accuracy of data or maps. Neither the State nor the Department shall be liable under any circumstances for any direct, special, incidental, or consequential damages with respect to any claim by any user or third party on account of, or arising from, the use of data or maps. and other relevant factors including areas where winds
have been identified by the Office of the State Fire Marshal as a major cause of wildfire spread.
statewide criteria and based on the severity of fire hazard that is expected to prevail in those areas. Moderate, high, and very high fire hazard severity zones shall be based on fuel loading, slope, fire weather, Government Code section 51178 requires the State Fire
Marshal to identify areas in the state as moderate, high, and very high fire hazard severity zones based on consistent Unzoned LRA
Incorporated City
Projection: NAD 83 California Teale Albers
Scale: 1:29,000 at 11" x 17"
Km 0 1 2
Fire Hazard Severity Zones (FHSZ) in Local Responsibility Mi 0 1 Area (LRA), as Identified by the State Fire Marshal
Santa Monica
10 Ocean Park Blvd
Neilson Way
Harvard St
Ashland Ave
7th St
Arizona Ave
Ocean Ave
Montana Ave
Montana Ave
5th St
20th St
Pier Ave
Pico Blvd
Wilshire Blvd
17th St
The Promenade
Cloverfield Blvd
Yale St
6th St
2nd St
3rd St
Berkeley St
Stanford St
Virginia Ave
Franklin St
28th St
Pearl St
26th St
4th St
Barnard Way
11th St
14th St
Princeton St
Georgina Ave
San
Vicente
Blvd
Olympic Blvd
4th St
la Mesa Dr
11th St
17th St
Colorado Ave
16th St
Main St
Delaware Ave Washington Ave
Lincoln Blvd
2nd St
Ashland Ave
Euclid St
Maple St
14th St
23rd St
Chelsea Ave
16th St
Grant St
23rd St
Pacific St
Oak St
5th St
California Ave
10th St
21st St
15th St
4th St
Hill St
Broadway
22nd St
4th St
21st Pl
3rd St
Harvard St
Alta Ave
Marguerita Ave
Idaho Ave
Michigan Ave
Carlyle Ave
Georgina
Ave
7th St
21st St
9th St
10th St
Ocean Park Pl S
18th St
Lincoln Ct
12th St
Hill Pl N
Ashland Pl N
Euclid St
24th St
23rd St
25th St
21st St
20th St
19th St
18th St
19th St
15th St
Donald Douglas
Loop N
Palisades Beach Rd
Palisades Beach Rd
Pacific Coast Hwy
2 1
UNINCORPORATED
LOS ANGELES CO.
CULVER CITY
LOS ANGELES
LOS ANGELES
LOS ANGELES
L O S A N G E L E S C O .
March 26, 2025
As Identified by the
State Fire Marshal
Local Responsibility Area
Fire Hazard Severity Zones
CITY OF SANTA MONICA – LOS ANGELES COUNTY
Very High High Moderate
4.E.a
Packet Pg. 161 Attachment: ORD-Fire Map Ordinance 2d (7138 : Fire Hazard Severity Zones - Second Reading)
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Packet Pg. 163 Attachment: Local Responsibility Area Fire Hazard Severity Zone Website (PDF Version of Weblink) (7138 : Fire Hazard Severity Zones - City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.F
1 of 3
To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Adoption of a Resolution Accepting the Tentative Agreement and Authorizing the City Manager to Execute Memoranda of Understanding with AFSCME Local 4819 - Management Team Association (AFSCME-MTA)
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;
2. Adopt the proposed Resolution (Attachment A) accepting the Tentative Agreement (TA) and authorizing the City Manager to execute Memoranda of Understanding (MOU) with AFSCME Local 4819- Management Team Association (AFSCME-MTA);
3. Adopt the salary schedule (Attachment B); and
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.
Summary
In February 2025, the City Council instructed the City’s labor negotiators to engage in labor negotiations with its recognized employee bargaining units in accordance with the Meyers-Milias-Brown Act (MMBA), as each unit’s current Memorandum of Understanding (MOU) is set to expire on June 30, 2025. Negotiations were conducted in good faith over the past several months between designated City representatives and representatives of each of the bargaining units. Negotiations between the City and AFSCME-MTA have resulted in a tentative agreement (TA) regarding a successor MOU. AFSCME-MTA has finalized the ratification voting process approving the terms of their TA.
4.F
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2 of 3
City staff recommend that the Council approve the ratified TA to enter into a successor MOU between the City and AFSCME-MTA.
Discussion
Under the Meyers-Milias-Brown Act (MMBA) in California, local public agencies negotiate with exclusively recognized employee organizations on wages, hours, and working conditions. The City currently has approved TAs with three bargaining units, and is still in negotiations with six other employee organizations (often referred to as bargaining groups or unions) whose contracts with the City expire on June 30, 2025.
These TAs reflect a collaborative effort to balance fair compensation for employees with the City’s fiscal responsibility and long-term sustainability.
The main substantive terms in this TA reached with AFSCME-MTA are outlined below:
AFSCME Local 4819, Management Team Association (AFSCME-MTA) AFSCME-MTA represents 44 exempt management staff in various departments within the City.
• Term of Agreement: July 1, 2025, through June 30, 2030 • Cost of Living Adjustments: 2% effective July 1, 2025, and July 1, 2026; 3% effective July 1, 2027; 4% effective July 1, 2028, and 3.5% effective July 1, 2029 • Suspension of compensation study language for term of agreement • Increase eligibility (use of sick leave days allowed) by one day • $23.08 bi-weekly Bilingual Skill Pay
• Addition of three non-cashable and one cashable MOU/Personal days • Addition of Operational Emergency Pay - Straight time overtime • Add Veteran’s Day as paid holiday
• Ability to cash out 25% of Sick Leave Upon Retirement Environmental Review
The changes to staff wages are categorically exempt pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines. Class 24 consists of actions taken by regulatory agencies to
4.F
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regulate employee wages, hours of work, or working conditions where there will be no demonstrable physical changes outside the place of work.
Financial Impacts and Budget Actions
The total cost of the negotiated changes contained in the tentative agreement presented in this report is approximately $0.27 million for FY 2025-26. The full impact of these changes will be incorporated in the FY 2025-26 through FY 2029-30 Five-Year Financial Forecast for the General Fund. If the changes are approved, staff will appropriate the FY 2025-26 changes in Non-Departmental for the General Fund and all other funds as listed in the table below. The funds will be transferred to the relevant funds and department accounts along with the FY 2025-26 Midyear Budget.
Fund # Fund Name FY 2025-26
Total
01 General Fund $ 202,805
50 Water Fund $ 7,551
54 Resource Recovery & Recycling Fund $ 7,226
60 Big Blue Bus Fund $ 50,520
75 Risk Management Administration
Fund
$ 6,389
Total all funds $ 274,491
Prepared By: Doris Mejia, Senior Human Resources Analyst Approved Forwarded to Council
Attachments:
A. Resolution_AFSCME
B. FY25-26 AFSCME MTA Salary Schedule
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Packet Pg. 166
1 City Council Meeting: June 24, 2025 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MONICA ACCEPTING THE
TENTATIVE AGREEMENT AND AUTHORIZING THE CITY MANAGER
TO EXECUTE A MEMORANDUM OF UNDERSTANDING WITH AFSCME LOCAL 4819, MANAGEMENT TEAM ASSOCIATION (AFSCME-MTA)
WHEREAS, authorized representatives of the City administration and AFSCME Local 4819, Management Team Association (AFSCME-MTA), have met and conferred in accordance with the Meyers-Millias Brown Act (“MMBA”), codified at Government Code Section 3500 et seq., and have reached agreement on wages, hours, and other terms and conditions of employment; and
WHEREAS, in accordance with Government Code Section 3505.1, on June 24, 2025, the tentative agreement reached between authorized representatives of the City administration and AFSCME-MTA, was presented to the City Council of the City of Santa Monica for consideration; and
WHEREAS, Government Code Section 3505.1 requires preparation of a written Memorandum of Understanding between the City and the employee organization if a tentative agreement is reached and adopted by the City Council; and
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Packet Pg. 167 Attachment: Resolution_AFSCME (7139 : AFSCME-MTA) 2 WHEREAS, the purpose of the Memorandum of Understanding is to promote and provide harmonious relations, cooperation, and understanding between the City and AFSCME-MTA;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1.The City Council of the City of Santa Monica hereby accepts and approves the tentative agreement that has been reached between authorized representatives of the City administration and the AFSCME Local 4819, Management Team Association (AFSCME-MTA), and authorizes the City Manager to execute a Memorandum of Understanding with AFSCME-MTA (FY2025-30) in accordance with this agreement.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.
APPROVED AS TO FORM:
_________________________
DOUGLAS SLOAN
City Attorney
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Packet Pg. 168 Attachment: Resolution_AFSCME (7139 : AFSCME-MTA) Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 151 1 74.07 12,838.00 154,056.00 5,925.23
151 2 77.72 13,472.00 161,664.00 6,217.85
151 3 82.29 14,264.00 171,168.00 6,583.38
151 4 86.87 15,057.00 180,684.00 6,949.38
151 5 91.44 15,849.00 190,188.00 7,314.92
940 1 86.93 15,067.00 180,804.00 6,954.00
940 2 91.22 15,811.00 189,732.00 7,297.38
940 3 96.58 16,741.00 200,892.00 7,726.62
940 4 101.95 17,671.00 212,052.00 8,155.85
940 5 107.31 18,601.00 223,212.00 8,585.08
970 1 104.97 18,194.00 218,328.00 8,397.23
970 2 110.15 19,093.00 229,116.00 8,812.15
970 3 116.63 20,216.00 242,592.00 9,330.46
970 4 123.11 21,339.00 256,068.00 9,848.77
970 5 129.59 22,462.00 269,544.00 10,367.08
960 1 99.03 17,166.00 205,992.00 7,922.77
960 2 103.92 18,013.00 216,156.00 8,313.69
960 3 110.04 19,073.00 228,876.00 8,802.92
960 4 116.15 20,132.00 241,584.00 9,291.69
960 5 122.26 21,192.00 254,304.00 9,780.92
925 1 85.74 14,862.00 178,344.00 6,859.38
925 2 89.98 15,596.00 187,152.00 7,198.15
925 3 95.27 16,513.00 198,156.00 7,621.38
925 4 100.56 17,431.00 209,172.00 8,045.08
925 5 105.85 18,348.00 220,176.00 8,468.31
940 1 86.93 15,067.00 180,804.00 6,954.00
940 2 91.22 15,811.00 189,732.00 7,297.38
940 3 96.58 16,741.00 200,892.00 7,726.62
940 4 101.95 17,671.00 212,052.00 8,155.85
940 5 107.31 18,601.00 223,212.00 8,585.08
415 1 78.74 13,649.00 163,788.00 6,299.54
415 2 82.63 14,323.00 171,876.00 6,610.62
415 3 87.50 15,166.00 181,992.00 6,999.69
415 4 92.35 16,008.00 192,096.00 7,388.31
415 5 97.22 16,851.00 202,212.00 7,777.38
415 1 78.74 13,649.00 163,788.00 6,299.54
415 2 82.63 14,323.00 171,876.00 6,610.62
415 3 87.50 15,166.00 181,992.00 6,999.69
415 4 92.35 16,008.00 192,096.00 7,388.31
415 5 97.22 16,851.00 202,212.00 7,777.38
ASST DIR-RECORDS & ELECTION 7010 MTA
9091 MTA
ASST DIR-CDD/CHIEF MOBILITY 7077 MTA
ASST DIR-COMMUNITY SVCS 7078 MTA
ASST DIR OF PUBLIC WORKS 7009 MTA
ASST DIR OF TRANSPORTATION 7081 MTA
City of Santa Monica AFSCME LOCAL 4819, MANAGEMENT TEAM ASSOCIATION Salary Schedule for June 24, 2025 City Council Meeting
Class Title
ASST CITY LIBRARIAN 7005 MTA
ASST DIR OF HOUSING & HUMAN SV 7086 MTA
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Packet Pg. 169 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 700 1 81.91 14,198.00 170,376.00 6,552.92
700 2 85.96 14,899.00 178,788.00 6,876.46
700 3 91.01 15,775.00 189,300.00 7,280.77
700 4 96.07 16,652.00 199,824.00 7,685.54
700 5 101.12 17,528.00 210,336.00 8,089.85
700 1 81.91 14,198.00 170,376.00 6,552.92
700 2 85.96 14,899.00 178,788.00 6,876.46
700 3 91.01 15,775.00 189,300.00 7,280.77
700 4 96.07 16,652.00 199,824.00 7,685.54
700 5 101.12 17,528.00 210,336.00 8,089.85
158 1 71.68 12,425.00 149,100.00 5,734.62
158 2 75.23 13,039.00 156,468.00 6,018.00
158 3 79.65 13,806.00 165,672.00 6,372.00
158 4 84.08 14,573.00 174,876.00 6,726.00
158 5 88.50 15,340.00 184,080.00 7,080.00
875 1 84.09 14,575.00 174,900.00 6,726.92
875 2 88.24 15,295.00 183,540.00 7,059.23
875 3 93.43 16,195.00 194,340.00 7,474.62
875 4 98.62 17,094.00 205,128.00 7,889.54
875 5 103.81 17,994.00 215,928.00 8,304.92
920 1 92.73 16,073.00 192,876.00 7,418.31
920 2 97.31 16,867.00 202,404.00 7,784.77
920 3 103.03 17,859.00 214,308.00 8,242.62
920 4 108.76 18,851.00 226,212.00 8,700.46
920 5 114.48 19,843.00 238,116.00 9,158.31
965 1 90.03 15,605.00 187,260.00 7,202.31
965 2 94.47 16,375.00 196,500.00 7,557.69
965 3 100.03 17,339.00 208,068.00 8,002.62
965 4 105.59 18,302.00 219,624.00 8,447.08
965 5 111.14 19,265.00 231,180.00 8,891.54
965 1 90.03 15,605.00 187,260.00 7,202.31
965 2 94.47 16,375.00 196,500.00 7,557.69
965 3 100.03 17,339.00 208,068.00 8,002.62
965 4 105.59 18,302.00 219,624.00 8,447.08
965 5 111.14 19,265.00 231,180.00 8,891.54
148 1 70.79 12,270.00 147,240.00 5,663.08
148 2 74.28 12,876.00 154,512.00 5,942.77
148 3 78.65 13,633.00 163,596.00 6,292.15
148 4 83.03 14,391.00 172,692.00 6,642.00
148 5 87.39 15,148.00 181,776.00 6,991.38
152 1 72.70 12,601.00 151,212.00 5,815.85
152 2 76.29 13,223.00 158,676.00 6,102.92
152 3 80.78 14,001.00 168,012.00 6,462.00
152 4 85.26 14,779.00 177,348.00 6,821.08
152 5 89.75 15,557.00 186,684.00 7,180.15
CHIEF RESILIENCE OFFICER 7015 MTA
CHIEF SUSTAINABILITY OFFICER 7016 MTA
CHIEF OPERATIONS OFFICER 7014 MTA
CHIEF PLANNING OFFICER 7088 MTA
CAPITAL PROGRAM MANAGER 7073 MTA
CHIEF OPERATIONS OFF-AIRPT DIR 7074 MTA
BUILDING OFFICIAL 7087 MTA
BUSINESS & REVENUE OPER MGR 7063 MTA
BUILDING & SAFETY MANAGER 7060 MTA
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Packet Pg. 170 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 850 1 85.43 14,807.00 177,684.00 6,834.00
850 2 89.64 15,538.00 186,456.00 7,171.38
850 3 94.92 16,452.00 197,424.00 7,593.23
850 4 100.19 17,366.00 208,392.00 8,015.08
850 5 105.46 18,280.00 219,360.00 8,436.92
258 1 76.50 13,260.00 159,120.00 6,120.00
258 2 80.28 13,915.00 166,980.00 6,422.31
258 3 85.00 14,733.00 176,796.00 6,799.85
258 4 89.72 15,552.00 186,624.00 7,177.85
258 5 94.44 16,370.00 196,440.00 7,555.38
203 1 75.23 13,040.00 156,480.00 6,018.46
203 2 78.95 13,684.00 164,208.00 6,315.69
203 3 83.59 14,489.00 173,868.00 6,687.23
203 4 88.23 15,294.00 183,528.00 7,058.77
203 5 92.88 16,099.00 193,188.00 7,430.31
150 1 70.87 12,284.00 147,408.00 5,669.54
150 2 74.37 12,890.00 154,680.00 5,949.23
150 3 78.74 13,649.00 163,788.00 6,299.54
150 4 83.12 14,407.00 172,884.00 6,649.38
150 5 87.49 15,165.00 181,980.00 6,999.23
247 1 76.22 13,211.00 158,532.00 6,097.38
247 2 79.98 13,864.00 166,368.00 6,398.77
247 3 84.69 14,679.00 176,148.00 6,774.92
247 4 89.39 15,495.00 185,940.00 7,151.54
247 5 94.10 16,310.00 195,720.00 7,527.69
132 1 69.51 12,048.00 144,576.00 5,560.62
132 2 72.94 12,643.00 151,716.00 5,835.23
132 3 77.23 13,387.00 160,644.00 6,178.62
132 4 81.52 14,130.00 169,560.00 6,521.54
132 5 85.81 14,874.00 178,488.00 6,864.92
105 1 66.87 11,591.00 139,092.00 5,349.69
105 2 70.18 12,164.00 145,968.00 5,614.15
105 3 74.30 12,879.00 154,548.00 5,944.15
105 4 78.43 13,595.00 163,140.00 6,274.62
105 5 82.56 14,310.00 171,720.00 6,604.62
174 1 73.00 12,653.00 151,836.00 5,839.85
174 2 76.60 13,278.00 159,336.00 6,128.31
174 3 81.11 14,059.00 168,708.00 6,488.77
174 4 85.62 14,840.00 178,080.00 6,849.23
174 5 90.12 15,621.00 187,452.00 7,209.69
174 1 73.00 12,653.00 151,836.00 5,839.85
174 2 76.60 13,278.00 159,336.00 6,128.31
174 3 81.11 14,059.00 168,708.00 6,488.77
174 4 85.62 14,840.00 178,080.00 6,849.23
174 5 90.12 15,621.00 187,452.00 7,209.69
COMMUNITY PARTNERSHIPS MANAGER 7084 MTA
COMMUNITY RECREATION MGR 7022 MTA
9111 MTA
COMMUNITY BROADBAND MANAGER 7021 MTA
COMMUNITY ENGAGE & CUST EXP MG 7052 MTA
CODE ENFORCEMENT MANAGER 7020 MTA
COMMUNICATIONS & PUB INFO MGR 7083 MTA
CITY ENGINEER 7018 MTA
CITY TRAFFIC ENGINEER 7019 MTA
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Packet Pg. 171 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 211 1 75.40 13,069.00 156,828.00 6,031.85
211 2 79.13 13,715.00 164,580.00 6,330.00
211 3 83.78 14,522.00 174,264.00 6,702.46
211 4 88.43 15,328.00 183,936.00 7,074.46
211 5 93.09 16,135.00 193,620.00 7,446.92
477 1 80.03 13,871.00 166,452.00 6,402.00
477 2 83.98 14,556.00 174,672.00 6,718.15
477 3 88.92 15,413.00 184,956.00 7,113.69
477 4 93.86 16,269.00 195,228.00 7,508.77
477 5 98.80 17,125.00 205,500.00 7,903.85
300 1 77.43 13,421.00 161,052.00 6,194.31
300 2 81.25 14,084.00 169,008.00 6,500.31
300 3 86.03 14,912.00 178,944.00 6,882.46
300 4 90.81 15,741.00 188,892.00 7,265.08
300 5 95.59 16,569.00 198,828.00 7,647.23
153 1 80.03 13,871.00 166,452.00 6,402.00
153 2 83.98 14,556.00 174,672.00 6,718.15
153 3 88.92 15,413.00 184,956.00 7,113.69
153 4 93.86 16,269.00 195,228.00 7,508.77
153 5 98.80 17,125.00 205,500.00 7,903.85
129 1 68.34 11,845.00 142,140.00 5,466.92
129 2 71.71 12,430.00 149,160.00 5,736.92
129 3 75.93 13,162.00 157,944.00 6,074.77
129 4 80.15 13,893.00 166,716.00 6,412.15
129 5 84.37 14,624.00 175,488.00 6,749.54
192 1 72.95 12,645.00 151,740.00 5,836.15
192 2 76.55 13,269.00 159,228.00 6,124.15
192 3 81.06 14,050.00 168,600.00 6,484.62
192 4 85.56 14,830.00 177,960.00 6,844.62
192 5 90.06 15,611.00 187,332.00 7,205.08
405 1 78.63 13,629.00 163,548.00 6,290.31
405 2 82.51 14,302.00 171,624.00 6,600.92
405 3 87.36 15,143.00 181,716.00 6,989.08
405 4 92.22 15,985.00 191,820.00 7,377.69
405 5 97.07 16,826.00 201,912.00 7,765.85
300 1 77.43 13,421.00 161,052.00 6,194.31
300 2 81.25 14,084.00 169,008.00 6,500.31
300 3 86.03 14,912.00 178,944.00 6,882.46
300 4 90.81 15,741.00 188,892.00 7,265.08
300 5 95.59 16,569.00 198,828.00 7,647.23
780 1 82.84 14,359.00 172,308.00 6,627.23
780 2 86.93 15,068.00 180,816.00 6,954.46
780 3 92.04 15,954.00 191,448.00 7,363.38
780 4 97.16 16,841.00 202,092.00 7,772.77
780 5 102.27 17,727.00 212,724.00 8,181.69
HOUSING AND HUMAN SERVICES MGR 7079 MTA
FINANCIAL OPERATIONS MANAGER 7027 MTA
HOMELESS PREV & INTERV MGR 7091 MTA
EQUITY & INCLUSION MANAGER 7082 MTA
FACILITIES MAINTENANCE MANAGER 7026 MTA
ECONOMIC DEVELOPMENT MANAGER 7024 MTA
ENTERPRISE ARCH & DIG DEV MGR 7076 MTA
CULTURAL AFFAIRS MANAGER 7023 MTA
CUSTOMER EXPERIENCE & SUPP MGR 7059 MTA
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Packet Pg. 172 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 300 1 77.43 13,421.00 161,052.00 6,194.31
300 2 81.25 14,084.00 169,008.00 6,500.31
300 3 86.03 14,912.00 178,944.00 6,882.46
300 4 90.81 15,741.00 188,892.00 7,265.08
300 5 95.59 16,569.00 198,828.00 7,647.23
300 1 77.43 13,421.00 161,052.00 6,194.31
300 2 81.25 14,084.00 169,008.00 6,500.31
300 3 86.03 14,912.00 178,944.00 6,882.46
300 4 90.81 15,741.00 188,892.00 7,265.08
300 5 95.59 16,569.00 198,828.00 7,647.23
247 1 76.22 13,211.00 158,532.00 6,097.38
247 2 79.98 13,864.00 166,368.00 6,398.77
247 3 84.69 14,679.00 176,148.00 6,774.92
247 4 89.39 15,495.00 185,940.00 7,151.54
247 5 94.10 16,310.00 195,720.00 7,527.69
477 1 80.03 13,871.00 166,452.00 6,402.00
477 2 83.98 14,556.00 174,672.00 6,718.15
477 3 88.92 15,413.00 184,956.00 7,113.69
477 4 93.86 16,269.00 195,228.00 7,508.77
477 5 98.80 17,125.00 205,500.00 7,903.85
557 1 80.31 13,921.00 167,052.00 6,425.08
557 2 84.28 14,609.00 175,308.00 6,742.62
557 3 89.24 15,468.00 185,616.00 7,139.08
557 4 94.20 16,328.00 195,936.00 7,536.00
557 5 99.16 17,187.00 206,244.00 7,932.46
638 1 78.35 13,580.00 162,960.00 6,267.69
638 2 82.22 14,251.00 171,012.00 6,577.38
638 3 87.05 15,089.00 181,068.00 6,964.15
638 4 91.89 15,928.00 191,136.00 7,351.38
638 5 96.73 16,766.00 201,192.00 7,738.15
700 1 81.91 14,198.00 170,376.00 6,552.92
700 2 85.96 14,899.00 178,788.00 6,876.46
700 3 91.01 15,775.00 189,300.00 7,280.77
700 4 96.07 16,652.00 199,824.00 7,685.54
700 5 101.12 17,528.00 210,336.00 8,089.85
087 1 68.52 11,877.00 142,524.00 5,481.69
087 2 71.91 12,464.00 149,568.00 5,752.62
087 3 76.14 13,197.00 158,364.00 6,090.92
087 4 80.37 13,930.00 167,160.00 6,429.23
087 5 84.59 14,663.00 175,956.00 6,767.54
087 1 68.52 11,877.00 142,524.00 5,481.69
087 2 71.91 12,464.00 149,568.00 5,752.62
087 3 76.14 13,197.00 158,364.00 6,090.92
087 4 80.37 13,930.00 167,160.00 6,429.23
087 5 84.59 14,663.00 175,956.00 6,767.54
PR LIBRARIAN-BRANCH &NEIGH SVS 7089 MTA
PR LIBRARIAN-CMTY ENGAGE &PROG 7085 MTA
PARKING MANAGER 7032 MTA
PLANNING MANAGER 7034 MTA
INFRASTRUCTURE & CLOUD SVS MGR 7057 MTA
MOBILITY MANAGER 7031 MTA
HUMAN SERVICES MANAGER 7029 MTA
INFORMATION SECURITY OFFICER 7058 MTA
HOUSING MANAGER 7028 MTA
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Packet Pg. 173 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 087 1 68.52 11,877.00 142,524.00 5,481.69
087 2 71.91 12,464.00 149,568.00 5,752.62
087 3 76.14 13,197.00 158,364.00 6,090.92
087 4 80.37 13,930.00 167,160.00 6,429.23
087 5 84.59 14,663.00 175,956.00 6,767.54
086 1 65.26 11,311.00 135,732.00 5,220.46
086 2 68.48 11,869.00 142,428.00 5,478.00
086 3 72.51 12,568.00 150,816.00 5,800.62
086 4 76.53 13,266.00 159,192.00 6,122.77
086 5 80.56 13,964.00 167,568.00 6,444.92
086 1 65.26 11,311.00 135,732.00 5,220.46
086 2 68.48 11,869.00 142,428.00 5,478.00
086 3 72.51 12,568.00 150,816.00 5,800.62
086 4 76.53 13,266.00 159,192.00 6,122.77
086 5 80.56 13,964.00 167,568.00 6,444.92
086 1 65.26 11,311.00 135,732.00 5,220.46
086 2 68.48 11,869.00 142,428.00 5,478.00
086 3 72.51 12,568.00 150,816.00 5,800.62
086 4 76.53 13,266.00 159,192.00 6,122.77
086 5 80.56 13,964.00 167,568.00 6,444.92
086 1 65.26 11,311.00 135,732.00 5,220.46
086 2 68.48 11,869.00 142,428.00 5,478.00
086 3 72.51 12,568.00 150,816.00 5,800.62
086 4 76.53 13,266.00 159,192.00 6,122.77
086 5 80.56 13,964.00 167,568.00 6,444.92
158 1 71.68 12,425.00 149,100.00 5,734.62
158 2 75.23 13,039.00 156,468.00 6,018.00
158 3 79.65 13,806.00 165,672.00 6,372.00
158 4 84.08 14,573.00 174,876.00 6,726.00
158 5 88.50 15,340.00 184,080.00 7,080.00
640 1 81.84 14,186.00 170,232.00 6,547.38
640 2 85.88 14,886.00 178,632.00 6,870.46
640 3 90.93 15,762.00 189,144.00 7,274.77
640 4 95.98 16,637.00 199,644.00 7,678.62
640 5 101.04 17,513.00 210,156.00 8,082.92
200 1 79.39 13,761.00 165,132.00 6,351.23
200 2 83.31 14,441.00 173,292.00 6,665.08
200 3 88.21 15,290.00 183,480.00 7,056.92
200 4 93.12 16,140.00 193,680.00 7,449.23
200 5 98.01 16,989.00 203,868.00 7,841.08
405 1 78.63 13,629.00 163,548.00 6,290.31
405 2 82.51 14,302.00 171,624.00 6,600.92
405 3 87.36 15,143.00 181,716.00 6,989.08
405 4 92.22 15,985.00 191,820.00 7,377.69
405 5 97.07 16,826.00 201,912.00 7,765.85
RESOURCE REC AND RECYC MANAGER 7040 MTA
RISK MANAGER 7042 MTA
PROCUREMENT MANAGER 7071 MTA
PUBLIC LANDSCAPE MANAGER 7039 MTA
PR LIBRARIAN-PUBL & BRANCH SVS 7037 MTA
PR LIBRARIAN-REFERENCE SVS 7038 MTA
PR LIBRARIAN-COLL TECH&PAT SVS 7090 MTA
PR LIBRARIAN-INFORMATION MGMT 7036 MTA
9092 MTA
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Packet Pg. 174 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) Class Title Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 192 1 72.95 12,645.00 151,740.00 5,836.15
192 2 76.55 13,269.00 159,228.00 6,124.15
192 3 81.06 14,050.00 168,600.00 6,484.62
192 4 85.56 14,830.00 177,960.00 6,844.62
192 5 90.06 15,611.00 187,332.00 7,205.08
800 1 83.08 14,401.00 172,812.00 6,646.62
800 2 87.18 15,112.00 181,344.00 6,974.77
800 3 92.31 16,001.00 192,012.00 7,385.08
800 4 97.44 16,890.00 202,680.00 7,795.38
800 5 102.57 17,779.00 213,348.00 8,205.69
132 1 69.51 12,048.00 144,576.00 5,560.62
132 2 72.94 12,643.00 151,716.00 5,835.23
132 3 77.23 13,387.00 160,644.00 6,178.62
132 4 81.52 14,130.00 169,560.00 6,521.54
132 5 85.81 14,874.00 178,488.00 6,864.92
192 1 72.95 12,645.00 151,740.00 5,836.15
192 2 76.55 13,269.00 159,228.00 6,124.15
192 3 81.06 14,050.00 168,600.00 6,484.62
192 4 85.56 14,830.00 177,960.00 6,844.62
192 5 90.06 15,611.00 187,332.00 7,205.08
192 1 72.95 12,645.00 151,740.00 5,836.15
192 2 76.55 13,269.00 159,228.00 6,124.15
192 3 81.06 14,050.00 168,600.00 6,484.62
192 4 85.56 14,830.00 177,960.00 6,844.62
192 5 90.06 15,611.00 187,332.00 7,205.08
170 1 72.80 12,618.00 151,416.00 5,823.69
170 2 76.39 13,241.00 158,892.00 6,111.23
170 3 80.88 14,020.00 168,240.00 6,470.77
170 4 85.38 14,799.00 177,588.00 6,830.31
170 5 89.87 15,578.00 186,936.00 7,189.85
144 1 70.55 12,228.00 146,736.00 5,643.69
144 2 74.03 12,832.00 153,984.00 5,922.46
144 3 78.38 13,586.00 163,032.00 6,270.46
144 4 82.74 14,341.00 172,092.00 6,618.92
144 5 87.09 15,096.00 181,152.00 6,967.38
855 1 95.42 16,540.00 198,480.00 7,633.85
855 2 100.14 17,357.00 208,284.00 8,010.92
855 3 106.03 18,378.00 220,536.00 8,482.15
855 4 111.92 19,399.00 232,788.00 8,953.38
855 5 117.81 20,420.00 245,040.00 9,424.62
TRANSIT SAFETY & TRAINING MGR 7053 MTA
WATER UTILITIES MANAGER 7054 MTA
TRANSIT OPERATIONS MANAGER 7065 MTA
TRANSIT PLANNING & PERFORM MGR 7056 MTA
TRANSIT FINANCE AND GRANTS MGR 7050 MTA
TRANSIT MAINTENANCE MANAGER 7051 MTA
STREET AND FLEET SERVICES MGR 7044 MTA
TRANSIT CHIEF ADMIN OFFICER 7049 MTA
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Packet Pg. 175 Attachment: FY25-26 AFSCME MTA Salary Schedule (7139 : AFSCME-MTA) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.G
1 of 4
To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Adoption of a Resolution Accepting the Tentative Agreements and Authorizing the City Manager to Execute Memoranda of Understanding with The International Association of Sheet Metal, Air, Rail and Transportation Workers - Transportation Division, Local 1785 (SMART-TD) Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of categorical exemption pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines;
2. Adopt the proposed Resolution (Attachment A) accepting the Tentative Agreements (TA) and authorizing the City Manager to execute Memoranda of Understanding (MOU) with The International Association of Sheet Metal, Air, Rail and Transportation Workers - Transportation Division, Local 1785 (SMART-TD);
3. Adopt the salary schedule (Attachment B); and
4. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report.
Summary
In February 2025, the City Council instructed the City’s labor negotiators to engage in labor negotiations with its recognized employee bargaining units in accordance with the Meyers-Milias-Brown Act (MMBA), as each unit’s current Memorandum of Understanding (MOU) is set to expire on June 30, 2025. Negotiations were conducted in good faith over the past several months between designated City representatives and representatives of each of the bargaining units. Negotiations between the City and SMART-TD have resulted in a tentative agreement (TA) regarding a successor MOU.
SMART-TD has finalized the ratification voting process approving the terms of their TA.
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City staff recommend that the Council approve the ratified TA to enter into a successor MOU between the City and SMART-TD.
Discussion
Under the Meyers-Milias-Brown Act (MMBA) in California, local public agencies negotiate with exclusively recognized employee organizations on wages, hours, and working conditions. The City currently has approved TAs with three bargaining units, and is still in negotiations with six other employee organizations (often referred to as bargaining groups or unions) whose contracts with the City expire on June 30, 2025.
These TAs reflect a collaborative effort to balance fair compensation for employees with the City’s fiscal responsibility and long-term sustainability.
The main substantive terms in this TA reached with SMART-TD are outlined below:
The International Association of Sheet Metal, Air, Rail and Transportation Workers - Transportation Division, Local 1785 (SMART-TD) SMART-TD represents 285 non-exempt Motor Coach Operator staff within the Department of Transportation.
To address recruitment for and retention in this classification, the TA includes an agreement for an equity adjustment in year one and year two of the contract. • Term of Agreement: July 1, 2025, through June 30, 2030 • Cost of Living Adjustments: 2% effective July 1, 2025, and July 1, 2026; 3% effective July 1, 2027; 4% effective July 1, 2028, and July 1, 2029 • 4% equity adjustment effective July 1, 2025
• 1% equity adjustment effective July 1, 2026
• Equity Study effective July 1, 2029
• One-time bonus of $1,500 effective July 1, 2025
• Uniform Allowance increase to $680 per year
• Deferred Compensation increase bi-weekly contribution to $37.50 effective July 1, 2026
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• Addition of one non-cashable floating holiday
• Accident Report Time pay increase to $18 per report
Environmental Review
The changes to staff wages are categorically exempt pursuant to Section 15324 (Class 24 Regulations of Working Conditions) of the California Environmental Quality Act (CEQA) Guidelines. Class 24 consists of actions taken by regulatory agencies to regulate employee wages, hours of work, or working conditions where there will be no demonstrable physical changes outside the place of work.
Financial Impacts and Budget Actions
The total cost of the negotiated changes contained in the tentative agreements presented in this report is approximately $2.4 million for FY 2025-26. The full impact of these changes will be incorporated in the FY 2025-26 through FY 2029-30 Five-Year Financial Forecast for the Big Blue Bus Fund. It is projected that the Fund has sufficient funding to cover this impact and remain solvent.
If the changes are approved, staff will appropriate the FY 2025-26 changes in NonDepartmental for the Big Blue Bus Fund. The funds will be transferred to the department accounts along with the FY 2025-26 Midyear Budget.
Fund # Fund Name FY 2025-26
Total
60 Big Blue Bus Fund $ 2,365,330
Total all funds $ 2,365,330
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Prepared By: Doris Mejia, Senior Human Resources Analyst Approved Forwarded to Council
Attachments:
A. Resolution_SMARTTD
B. FY25-26 SMART-TD Salary Schedule
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1 City Council Meeting: June 24, 2025 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MONICA ACCEPTING THE
TENTATIVE AGREEMENT AND AUTHORIZING THE CITY MANAGER
TO EXECUTE A MEMORANDUM OF UNDERSTANDING WITH THE
INTERNATIONAL ASSOCIATION OF SHEET METAL, AIR, RAIL AND TRANSPORTATION WORKERS - TRANSPORTATION DIVISION, LOCAL 1785 (SMART-TD)
WHEREAS, authorized representatives of the City administration and the International Association Of Sheet Metal, Air, Rail And Transportation Workers - Transportation Division, Local 1785 (SMART-TD) have met and conferred in accordance with the Meyers-Millias Brown Act (“MMBA”), codified at Government Code Section 3500 et seq., and have reached agreement on wages, hours, and other terms and conditions of employment; and
WHEREAS, in accordance with Government Code Section 3505.1, on June 24, 2025, the tentative agreement reached between authorized representatives of the City administration and SMART-TD was presented to the City Council of the City of Santa Monica for consideration; and
WHEREAS, Government Code Section 3505.1 requires preparation of a written Memorandum of Understanding between the City and the employee organization if a tentative agreement is reached and adopted by the City Council; and
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Packet Pg. 180 Attachment: Resolution_SMARTTD (7147 : SMART-TD) 2 WHEREAS, the purpose of the Memorandum of Understanding is to promote and provide harmonious relations, cooperation, and understanding between the City and SMART-TD;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council of the City of Santa Monica hereby accepts and approves the tentative agreement that has been reached between authorized representatives of the City administration and the International Association Of Sheet Metal, Air, Rail And Transportation Workers - Transportation Division, Local 1785 (SMART-TD), and authorizes the City Manager to execute a Memorandum of Understanding with SMART-TD (FY2025-30) in accordance with this agreement.
SECTION 2.The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.
APPROVED AS TO FORM:
_________________________
DOUGLAS SLOAN
City Attorney
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Packet Pg. 181 Attachment: Resolution_SMARTTD (7147 : SMART-TD) Class Code BU Grade Step Hourly Rate Monthly Rate Annual Rate Bi weekly Rate 010 1 26.78 4,641.87 55,702.40 2,142.40
010 2 28.69 4,972.93 59,675.20 2,295.20
010 3 30.60 5,304.00 63,648.00 2,448.00
010 4 32.51 5,635.07 67,620.80 2,600.80
010 5 34.43 5,967.87 71,614.40 2,754.40
010 6 38.25 6,630.00 79,560.00 3,060.00
010 1 26.78 4,641.87 55,702.40 2,142.40
010 2 28.69 4,972.93 59,675.20 2,295.20
010 3 30.60 5,304.00 63,648.00 2,448.00
010 4 32.51 5,635.07 67,620.80 2,600.80
010 5 34.43 5,967.87 71,614.40 2,754.40
010 6 38.25 6,630.00 79,560.00 3,060.00
010 1 26.78 4,641.87 55,702.40 2,142.40
010 2 28.69 4,972.93 59,675.20 2,295.20
010 3 30.60 5,304.00 63,648.00 2,448.00
010 4 32.51 5,635.07 67,620.80 2,600.80
010 5 34.43 5,967.87 71,614.40 2,754.40
010 6 38.25 6,630.00 79,560.00 3,060.00
MOTOR COACH OPERATOR 0010 SMT
9185 SMT
City of Santa Monica
THE INTERNATIONAL ASSOCIATION OF SHEET METAL, AIR, RAIL AND TRANSPORTATION WORKERS – TRANSPORTATION DIVISION, LOCAL 1785 Salary Schedule for June 24, 2025 City Council Meeting
Class Title
MOTOR COACH OPER (LATERAL TRN) 0011 SMT
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Packet Pg. 182 Attachment: FY25-26 SMART-TD Salary Schedule (7147 : SMART-TD) City Council
Report
City Council Meeting: June 24, 2025
Agenda Item: 4.H
1 of 3
To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Approval of Eighth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an eighth modification to Agreement 9784 (CCS) in the amount of $25,000 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 13-year amended agreement with a new total amount not to exceed $282,550, with future year funding contingent on Council budget approval; and
2. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines.
Executive Summary
In 2013, the City entered into a Professional Services Agreement with Carahsoft/IQM2 for an agenda management software system to support City staff’s process of preparing City Council items, agendas and meeting packets. The current contract expires on July 1, 2025, and staff recommends that Council authorize the City Manager to negotiate and execute an eighth modification to Agreement 9784 (CCS) for 6-months, for a total modification amount of $25,000. This will result in a contract not to exceed the amount of $282,550. Extending this contract will maintain services while staff completes implementation of a new and upgraded system in 2025.
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Discussion
At its August 13, 2013 meeting, the Council authorized the City Manager to negotiate and execute a five-year Professional Services Agreement with Carahsoft/IQM2 for an agenda management system following a competitive procurement process. On May 6, 2014, the contract was modified administratively to revise the Scope of Services to customize templates. During the term of the contract, IQM2 was acquired by Accela in June 2014, and then Accela sold its system to Granicus in March 2018. The second modification with Carahsoft/Granicus continued service for one year, with three oneyear renewal options. The third modification exercised the third one-year renewal option. The fourth and fifth modifications extended the contract while staff conducted an RFP to replace the current agenda management system. The sixth and seventh modification extended the contract while staff implemented and transitioned to the new system and began data migration of legislative files. Delays with implementation involved the release of a new version of the system that would revise and streamline the City’s staff report review process. This eighth modification and extension would allow time to complete staff training on the new system and data migration. The new implementation date is anticipated to be October 2025.
Environmental Review
The proposed contract modification is exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exemption). The proposal is covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The modification would not result in any adverse physical environmental effects as it encompasses software systems and services. Therefore, the modification to the agreement is exempt from CEQA and no further environmental review under CEQA is required.
Past Council Actions
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Meeting Date Description
08/13/13
(attachment A)
Original bid and agreement electronic agenda management Services
12/27/24
(attachment B)
Seventh Modification to Agreement #9784
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to increase the amount of the agreement with Carahsoft/Granicus for a 6-month software renewal of an agenda management system. Funds are included in the FY 2025-27 Proposed Biennial Budget.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Modified Request
Amount
Future Years
Modified
Request
Amount
Account # Total Revised
Contract Amount
9784 $257,550 $25,000 $0 01110001.552010 $282,550
Future year funding is contingent on Council budget approval.
Prepared By: Maria Dacanay-Wisner, Assistant City Clerk Approved Forwarded to Council
Attachments:
A. Contract 9784, Original
B. Contract 9784, Seventh Modification
C. Oaks Initiative Form
D. Levine Act Form
E. Updated Oaks Initiative Form
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I.
Contract No.q7i!j (CCS)
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement ("Agreement"), entered into as of tfJd · 1, 2013 ("Execution Date"), by and between the City of Santa Monica ("City") and IQM2/Carahsoft ("Consultant"), is made with reference to the following:
RECITALS
A. TI1e City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.
B. Consultant is qualified to do business, and is doing business, in the State of California. Consultant represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Agreement.
C. The City and Consultant now desire to enter into an agreement for Consultant to provide software, professional services and web hosting services to the City for an agenda management system.
Now, therefore, the parties agree as follows:
TERMS AND CONDITIONS
1. Term. This Agreement begins on the Execution Date and terminates on June 30, 2018.
2. Consultant Services. Consultant will perform all of the services ("Services") described in the City's Request for Proposal (RFP), Exhibit A, Consultant's Proposal (Proposal), Exhibit B, and Consultant's Terms (Exhibit C).
3. City Services. The City agrees to:
3.1. Make available to Consultant any currently existing documents, business process data or information required for the performance of the Services.
3.2. Designate a representative authorized to act on behalf of City.
3.3. Promptly review, test and render findings on all system configuration parame, ters submitted for City staff's review by Consultant.
4. License Grant. In consideration of the City's promises contained in this Agreement, Consultant grants to City, and City accepts, subject to the terms and conditions set forth in this Agreement, a perpetual, non-exclusive and non-transferable license to use the Licensed Products indicated in the Terms attached hereto as Exhibit C. Specifically, City is licensed to install and use the Client Software on an unlimited number of workstations. Consultant represents that it possesses all rights and interest in the Software Product to enter into this Agreement.
1 4.H.a
Packet Pg. 186 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
5. Compensation. The City will compensate Consultant for the Services in an amount not to exceed $85,357, as set forth in Exhibit B.
6. Invoices. Consultant will invoice the City monthly for the Services and the City will pay any undisputed amount within 30 days of receipt.
7. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
7 .1. All notices, demands, requests or approvals to the City:
City of Santa Monica
1685 Main Street, Room 105
Santa Monica, California 90401
Attention: Jory Wolf
7 .2. All notices, demands, requ.ests or approvals to Consultant:
IQM2, Inc.
100 Comae Street
Ronkonkoma, NY 11779
Attention: Doug Eden
8. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, e1nployees, partners, or joint venturers of one another.
Neither the City nor its officers or employees will have any control over the conduct of Consultant or any of Consultant's agents, employees, or subConsultants, except as otherwise provided in this Agreement.
9. Integrated Contact. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature arc merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement.
This Agreement may be modified only by written agreement signed by City and Consultant, and approved as to form by the City Attorney.
10. Insurance. Prior to co1n1nencing work, Consultant rnust procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Consultant or Consultant's agents, representatives, employees or subConsultants for the duration of this Agreement. Consultant 1nust obtain insurance that, at a tninhnum, meets the re, quirements for insurance set forth in Exhibit D, Insurance Requirements and Verifications.
11. Cost of Litigation. If any legal action is necessary to enforce any provision of this Agreement or for damages by reason of any alleged breach of any provision of this Agreement, the prevailing party is entitled to receive from the losing party all reasona2
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Packet Pg. 187 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) ble litigation costs, disbursements and expenses, and such amount as the court may adjudge to be reasonable attorney's fees.
12. Defense and Indemnification.
12.1. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees against any or all loss, damages, liability, clailns, suits, costs, expenses, and judgments, whatsoever, including rca~ so nab le attorney's fees, arising from the negligent or willful acts, errors or omissions of Consultant or Consultant's officers, agents, employees or subConsultants, in the pcrfonnancc of services, activities or work conducted pursuant to this Agreement.
12.2. Consultant agrees to defend and indemnify City, its City Council, boards and commissions, officers, agents and employees, from and against any and all claims and losses whatsoever, including reasonable attorney's fees occurring to or resulting from any and all persons, firms, or corporations employed or contracted by Consultant or Consultant's subConsultants in connection with Consultant's services under this Agreetnent.
13. Prohibition against Transfers.
13.1. Consultant may not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City's consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer.
13.2. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant or of any general partner or joint venturer or syndicate member of Consultant, if a partnership or joint venture or syndicate exists, which results in changing the control of Consultant, will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
14, Permits and Licenses. Consultant, at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.
15. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.
16. Default and Termination.
16.1. If Consultant fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City's written 3 4.H.a
Packet Pg. 188 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) notice of default specifying the nature of the default, City may immediately terminate this Agreement by written notice to Consultant.
16.2. The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days' written notice to Consultant. Upon termination of this Agreement, City will pay Consultant any compensation earned and unpaid up to the effective date of termination.
17, Compliance with Law. Consultant must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.
18. Discrimination. Consultant may not discriminate in the provision of services hereunder because of race, color 1 religion, national origin, ancestry, sex, age, sexual orien, ration, marital status, AIDS or disability.
19. Nuisance. Consultant 111ay not 1naintain, comn1it, or permit the 1naintenance or co1n1nission of any nuisance in connection with the perforrnance of services under this Agreement.
20. Standard of Care. Consultant agrees to provide all Services, including services performed by any subConsultant, in a manner consistent with the level of care and skill ordinarily exercised by members of Consultant's profession currently practicing in the same locality under similar conditions.
21. SubConsultants.
21.1. If Consultant proposes to have any subConsultant perform any part of the Services, Consultant must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subConsultant, and the total price or hourly rates used in preparing an estimated cost for the subConsultant's services. The City, in its sole discretion, may grant or deny the request.
21.2. Consultant will be responsible for the quality of any subConsultant's work. Every subcontract or agreement of any kind entered into between Consultant and any subConsultant (or between any subConsultant and others) must contain the following provision:
This agreement is consistent with all terms and conditions of the Agreement No. ______ (CCS) entered into between the City of Santa Monica and Consultant on _________ .
22. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.
23. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature 1nust be exercised after termination of this Agreetnent, will survive tennination 4 4.H.a
Packet Pg. 189 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) and remain effective for a reasonable time. Any obligation that accrued prior to ter, mination of this Agreement will survive termination of this Agreement.
24. Confidentiality. Each party shall hold in confidence and shall not disclose (except on a confidential basis to its employees, contractors and Consultants who need to know and who agree to preserve the confidentiality thereof) all confidential information re, ceived from the other party in the same manner and to the same extent as it holds in confidence its own confidential information, and shall not use any such confidential information except for purposes contemplated by this Agreement. Notwithstanding the foregoing, confidential information shall not include any information which: (i) is or becomes part of the public domain through no act or omission on the part of the receiving party, (ii) is in the receiving party's possession, as evidenced by a writing, without an obligation of confidentiality with respect thereto, at or prior to the time of disclosure under this Agreement, (iii) is released from confidential treatment by writ· ten consent of the disclosing party; (iv) is disclosed to the receiving party by a third party with the legal right to do so; or (v) is required to be disclosed pursuant to any le, gal, regulatory, or other governmental proceedings.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed the day and year first above written.
ATTEST:
SARAH P. GORMAN
City Clerk
5 CITY OF SANTA MONICA,
a 1nunicipal corporation
By:~
ROD GOULD -----
City Manager
IQM2, INC.
~m:9~~"'
Title: Gou
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Packet Pg. 190 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
EXHIBIT A
Request for Proposal (See Attached)
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Packet Pg. 191 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
The City of Santa Monica is seeking an agenda management software system to assist with the development of public policy presented to the City Council.
The primary purpose is to assist City staff in the development of staff reports for City Council meetings.
April 1
2013
e
···-~
®
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Packet Pg. 192 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
Table of Contents
1.0 Goals and Objectives ................................................................................................................................. - 2 -
2.0 Background ................................................................................................................................................ - 2 -
3.0 Scope of Work ........................................................................................................................................... - 3 -
4.0 Specifications and Requirements .............................................................................................................. - 4 -
5.0 RFP REVIEW CRITERIA ...................................................................................................................................... - 8 -
6.0 VENDOR RESPONSE .......•................................................................................................................................. - 9 -
1. INTRODUCTION ............................................................................................................................................. - 9 -
2. EXPERIENCE ................................................................................................................................................... - 9 -
3. QUESTIONS .................................................................................................................................................... - 9 -
4. SCHEDULE .................................................................................................................................................... - 10 -
5. COSTS ........................................................................................................................................................... - 11-
6. REFERENCES ................................................................................................................................................. - 11 -
7. EQUIPMENT SPECIFICATIONS ...................................................................................................................... - 11-
7.0 RFP SUBMITTAL ............................................................................................................................................. - 12 -
8.0 RFP SCHEDULE ............................................................................................................................................... - 13 -
9.0 INFORMATION AND INQUIRIES ..................................................................................................................... -13 - ATTACHMENT A- BUSINESS LICENSE ................................................................................................................. • 14 - ATTACHMENT B- INSURANCE REQUIREMENTS ................................................................................................. -16 - ATTACHMENT C - NON COLLUSION AFFIDAVIT TO ACCOMPANY ...................................................................... · 18 · ATTACHMENT D -OAKS INITIATIVE NOTICE ....................................................................................................... - 20 - ATTACHMENT E -CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS .................................................... • 22 - ATTACHMENT F - LIVING WAGE ORDINANCE ......................................................................................................... 25 ATTACHMENT G - PERSONNEL BENEFITS ............................................................................................................... 29 . 1-
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Packet Pg. 193 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
1.0 Goals and Objectives
The City of Santa Monica is seeking to implement an agenda management software system to assist with the development of public policy presented to the City Council. The primary purpose of the agenda management system is to assist City staff in the development of staff reports for City Council meetings over a long-range period of time. The system will also be used to prepare agendas for other City boards and commissions.
The following Request for Proposal (RFP) is seeking qualified companies to submit detailed proposals covering system functionality, experience, and abilities in implementing and maintaining an agenda management system.
2.0 Background
The City of Santa Monica is an international tourist destination coastal city located in the western portion of Los Angeles County. The City serves a diverse population of roughly 90,000 residents and 15,000 businesses in approximately 8.3 square miles. The City is a full-service Charter city, providing a wide array of services including City-owned and operated transit services, solid waste services, a cemetery, general aviation airport and public safety. The City is bordered by the City of Los Angeles on the north, south and east.
The Santa Monica City Council meets the second and fourth Tuesday of every month to adopt legislation, provide direction to City administration and to promote the best interests of the community locally and with other governmental agencies. The Council receives research and recommendations from City staff via staff reports. A staff report is information presented to Council in support of a recommended policy decision. They include analysis, alternatives and costs; serve as the official record of an issue and are the basis for Council's decision-making.
The current process to develop a staff report for City Council is paper-driven and requires extensive coordination and staff time. Once approved by the originator's supervisor, reports are sent from the originating department to three reviewing departments. Reviewing departments have a week to simultaneously edit the report and attachments. Originating departments receive feedback in three different formats - email, hand written comments and comments in an excel spreadsheet. After three business days, signed hard copies of revised final staff reports are delivered to the City Manager's Office. Five business days are allotted before all final staff reports are approved. The City Clerk receives the final packet of staff reports from the City Manager's office, makes 22 paper copies, delivers the packets to City Council members and posts the agenda with all staff reports online.
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Figure 1.1
• Originator: Author of a staff report.
• Department Shepherd: A point person who reviews, collects and submits staff reports and attachments. • CAO: City Attorney's Office.
• CMO: City Manager's Office.
The City seeks a single web-based agenda management system to:
1. Manage the generation of staff reports and respective attachments.
2. Move staff reports throughout the organization via a workflow process.
3. Generate a meeting agenda and agenda packet including staff reports and all attachments.
An institutionalized and systematic process would allow for new internal efficiencies and more effective resource management. It must deliver high quality staff reports the City Council has come to expect from City staff. This system would also be used by the 19 City task forces, boards and commissions.
3.0 Scope of Work
The City of Santa Monica, herein after referred to as the City, has the right, at its sole discretion, to add, delete, or change any specifications or requirements to meet its needs.
The City intends to acquire/use a web-based, enterprise-class software application to manage the City's agenda management system. The software should provide tools for planning and managing all aspects of the staff report development process, including but not limited to tracking all aspects of each Council meeting packet, various staff reports and attachments; staff report preparation, review, and final submission via workflow; electronic delivery of meeting packets; automated archiving of these public documents into the City's Laserfiche repository; and tracking of Council actions, managing public speakers and taking minutes during Council meetings.
The City is seeking to implement an agenda management system that generates a forward-looking report of all Council meeting agendas and staff report items for a six month period of time.
The system should allow multiple users in various departments to use a workflow process to track and manage reports, attachments, edits etc. as they move through the organization . • 3 -
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The system should allow for staff report approvers to automatically delegate a colleague whens/he is away.
The system should have definable workflow capabilities to automate the staff report approval process. It should also enable staff to customize report templates with standard formatting and language based on policy action to assist writers and ensure recommendations correctly correspond with budget impacts.
The system should have interface capabilities to retrieve and/or store data from/into disparate systems i.e. send final documents to the City's Laserfiche repository.
The system should generate a single bookmarked .pdf document of a completed meeting packet with attachments for public use. The system should also generate that meeting packet with attachments in an HTML based form available for public use.
The system should have the ability to export finalized agenda packets, inclusive of all elements (i.e. staff reports, attachments, etc.) to the City's website in a manner consistent with the City's existing content policies. All items should be machine-readable, and optimized for both desktop and print, including an "Offline" version of the entire packet which allows users to downloa.d and review the full contents of a given agenda packet without the need for an active Internet connection.
The interested and eligible vendor shall provide the City with a fully functional agenda management system with customization requirements to meet the set of performance features described in Section 4.0 of this Request for Proposal.
Measurable project objectives
• Automate the routing and approval of staff reports
• Automate the creation and posting of Council agenda and meeting packets • Remote access to draft, edit and approve staff reports and meeting packets
4.0 Specifications and Requirements
Responses must clearly show compliance with the specifications outlined below. The City reserves the right to reject without further consideration those responses that are not clearly responsive to the following agenda management system specifications:
4.1 Agenda Management System
• Must support creation of agenda packet documents according to meeting date and agenda type.
• Must provide ability for user to publish the agenda to the web with associated links to supporting documents.
• Must allow creation of draft staff reports that can be edited by reviewers. • Must have an audit log to track edits and comments from staff report reviewers. • Must have the ability to insert images, charts tables and other graphics into the body of a staff report.
• Must allow for staff report authors to enter an estimated time the item will take to be heard during the Council meeting for their item and revise the estimate as the meeting approaches. - 4 -
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• Must allow staff report reviewers and approvers to review and approve staff reports off-site. • Must allow for changing items from one meeting date to another. • Must be the primary location for long range agenda management. • Must create links to supporting materials to agenda item document. • Must allow for unique staff report, agenda, and minutes format used by the City of Santa Monica.
• Must provide interface that allows a user to download the agenda and all supporting materials. • Must provide automatic notification when a document is revised. • Must allow sequential revision from three departments on a single draft version of the staff report.
• Must allow process steps of agenda and agenda items such as draft, revision, and final. • Must have ability to show where. an agenda item is within the workflow process and its status (approved, disapproved), being drafted, final, etc.
• Must have the ability to integrate electronic signature for Department Heads and City Manager upon approval of final reports.
• Must have ability to accept different types of attachments (docx, xlsx, jpg, gif, tiff, and .pdf) to support and link to agenda items, such as text, graphics, word processing applications, spreadsheets, photos, etc.
• Must have ability to automatically convert the Council agenda, staff reports and all attachments used to support staff reports to a single bookmarked .pdf document for printing and on line distribution.
• Must allow an unlimited number of meeting dates to be added and managed by the system. • Must have ability to track ordinances which require two readings, such as two Council meetings, for approval.
• Must allow users to review, edit and revise attachments similar to how a staff report is reviewed, edited and revised.
• Must have ability to incorporate scanned documents as attachments to a staff report. • Must have ability to print entire agenda and all attachments, including correspondence letters from the public, with configurable numbering.
4.2 Security & Administrative Functions
• The proposed system must provide administrative, group and user security. • Must have a Systems Administrator function that can manage security and provide overall system help to users.
• Must have ability to assign user rights based on a users role in the agenda process. • Must have ability to configure system based upon security rights. • Must have dashboard customization options to track agenda items in the agenda process for multiple meetings.
• Discuss common Customizations former clients implemented. • Must have ability to manage multiple boards and commissions. • Must have ability to support simultaneous multiple-user access to all components of the agendas.
• Must secure access to different sections of the system to be defined as read-only, read and - 5 -
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write, or no access.
• Must allow electronic agenda distribution to Elected Officials. • Must allow for unlimited number of users and administrators.
4.4 Public Access
• Must integrate directly with the City's current Granicus Council meeting media system (web and audio streaming).
• Must provide a method to download the agenda and all associated attachments as a single PDF. e Must integrate with future public interfaces that allow public comment, rating of staff reports, and public user registration to facilitate online civic engagement regarding local policy development.
• Must have the ability to integrate software that sends push notifications to the public when specific agenda items are being heard by the City Council. • Must be able to send final documents to the City's Laserfiche document management system
4.5 City's Virtual Computing Environment
The City of Santa Monica features a robust Information Technology infrastructure featuring hardware virtualization, high performance/high availability storage attached network, multiple data centers, single forest/single domain Windows 2008 Active Directory structure, and an enterprise-wide licensing agreement for Microsoft products.
The City's database architecture utilizes Microsoft SQL Server 2008, and is powered via physical and virtual servers running Windows 2008 R2. The city's database servers utilize network storage via a Storage Attached Network for optimum performance, uptime, and scalability. All hardware is server class hardware is provided by Hewlett-Packard Company.
SERVERS:
• Hewlett Packard Proliant BL 460c G7 (Server Blade)
• 2 CPU's, Intel Xeon 6 Core 2667 MHz.
• 96 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emulex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.
Hewlett Packard Proliant BL 460c G6 (Server Blade)
• Intel Xeon Quad Core 2533 MHz.
• 48 GB of RAM.
• 25 Tera Byte of storage.
• Fiber Emu lex LPe 1205 HP 8 GB Fiber Channel HBA.
• CommVault Backup.
Operating System:
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• VMware Vsphere Cluster version 4.1 or 5
• VMware hypervisor ESXi version 4.1 or 5
• VMware Site Recover Manager (SRM} for Disaster Recovery.
4.6 Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above}. • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.
The City currently operates desktop computers running Windows 7 and Windows 8 Enterprise.
The City operates Windows 2003, Windows 2008 SR2 servers and Windows 2012 servers running Microsoft SQL 2003 r2, Microsoft SQL 2008 R2 and Microsoft SQL 2012. • The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses. • The software must fully comply with the American National Standards Institute (ANSI} and SQL standards.
• File Management - Must allow for a system Administrator to easily manage the system, including the creation of individual user accounts.
• Provide a minimum of one hundred and eighty (180} days of software support consisting of telephone support via an 800 toll free number. Ongoing software support for subsequent years must also be available through a software maintenance agreement available on a set fee basis.
Technical Requirements
• All servers should preferably run within a VMware ESX environment. • All tiers of each layer such as the application layer (including the database} and presentation layer must provide secure encryption through the network. • If physical servers are required, the physical servers that comprise the system must be rack - 7 -
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mounted with a size of lu blade.
• All servers should preferably support SAN storage.
• Database server must run on a Microsoft SQL Server (MS SQL 2005 and above). • All thin client portals must be compatible with all browsers which includes but not limited to IE 8, IE9, Firefox v 3.6, Chrome and Safari v 5.
• The City prefers an all-thin client environment. If a thick client must be deployed, it must support MSI for ease of deployment.
• The system must fully implement the Microsoft Windows graphical user interface standards.
The City currently operates desktop computers running Windows 7 and Windows XP Professional. The City operates Windows 2003 and Windows 2008 SR2 servers running Microsoft SQL 2003 r2 and Microsoft SQL 2008 R2.
• The system must have database administration capabilities that will allow the system administrator to manage user access and provide for the development of user accounts and provide for password protection. Multiple levels of user security must be available that provides for read-only, read-write, update, and full-control access. Database administration functions should provide the ability to selectively "lock" certain database tables/records. • The system must be under client-server architecture and multi-user functionality. • The system must provide user-friendly and flexible reports. All reports must be customizable to the City's particular needs.
• The City prefers a site/enterprise licensing model that allows for unlimited client licenses.
5.0 RFP REVIEW CRITERIA
Proposals should be submitted in the RFP Response Format as specified in Section 6.0 and should meet the Scope of Work, specifications and requirements in sections 4.0 and 5.0 as defined in this Request for Proposal. An Evaluation Committee comprised of staff from various Departments within the City will review submitted proposals. The Evaluation Committee will compare, rate, and rank the submitted proposals based on, but not necessarily limited to, the following criteria:
• Understanding of the project and responsiveness to project requirements, • Knowledge of and experience providing similar systems for other cities, • Project costs, and
• Project References.
The Evaluation Committee will schedule interviews with the most qualified firms to provide an opportunity for product demonstrations. In addition to scheduled product demonstrations, the City may request access to an active demonstration cqpy of the product software so that City staff can test the product's capabilities.
Following the evaluation process, a recommendation will be made to the City Manager or the City Council to select the Bidder that submitted the best and most responsive proposal as determined by the Evaluation Committee.
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6.0 VENDOR RESPONSE
The following Request for Proposal response format is required and has been designed to facilitate comparison among proposals submitted:
1. INTRODUCTION
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.
2. EXPERIENCE
Provide a summary of the Bidder's qualifications and experience with Agenda Management Systems. Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably located in California.
The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.
3. QUESTIONS
Please provide complete responses to the following:
Agenda Management System
1. Describe the proposed agenda management system.
2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.
3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.
4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.
5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)
6. Discuss possible conversion/migration process of old agendas, minutes and reports.
7. Please walk through the process, from generation of a staff report to the creation of a public document.
8. Explain the system's reporting functionality, specifically, how to generate a forward-looking report of all council meeting agendas and staff report items for a six month period of time.
9. Explain how a staff report approver will delegate a colleague whens/he is away.
10. Explain how a staff report approver can edit a staff report.
11. Demonstrate with screen shots how the end user portal will exist on the City's website:
http://www.smgov.net/departments/clerk/agendas.aspx.
12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system while they are being added? - 9 -
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13. What are the costs for adding additional templates? Additional users?
14. Do you provide integration with Laserfiche? If so, what are estimated costs and functionality options?
15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?
16. Explain any minutes preparation functionality available with your system or as an add-on module.
Hardware and Software
17. What web browsers/versions does your system support?
18. What is the suggested hardware server configuration and operating system?
19. What are the complete hardware specifications?
20. What are the requirements for the workstations that use this hardware or software?
21. What are the minimum PC requirements to operate software?
22. If proposed system is not Saas, what are the recommended server and database requirements?
23. How are workflow/notifications handled? What ancillary systems are used to support the product (i.e. Microsoft Exchange? What version?).
Security and Administrative Functions
24. Explain version control with your proposed system.
25. Explain archiving of revision history of information.
26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).
27. Describe backup and restore features.
28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reports (both formal and adhoc) and agendas.
29. What is the maximum file size for individual attachments (ensuring no latency occurs)?
30. What is the maximum storage size for all information/data?
31. Provide an architecture diagram of the hardware and/or software systems.
32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.
33. Discuss the process for configuration including the various roles required for implementation and support.
Public Access
34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.
4. SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance. Explain how much City staff time is required in each phase oft he project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates. - 10 -
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Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.
5. COSTS
The Bidder must provide detailed costs for the system delineating any configuration, setup, and implementation costs from system usage costs. The City prefers a plan that offers unlimited utilization of the system.
The vendor must provide a detailed itemized cost breakdown of the following categories:
1. Software licensing and annual renewals
2. Professional services for installation/configuration, travel costs to be included
3. On-site training (specify costs for system administrator training and end-user training)
4. Rates for additional trainings
5. Fee schedules for trainers and hourly rates for customization of product
6. Annual service and maintenance for five years
7. All other miscellaneous costs not listed above
The City reserves the right to select any or all of the components above, or that are included in the proposal.
6. REFERENCES
The following outline is a record of the bidder's relevant experience in work of a type similar in magnitude and character to that contemplated under this request for proposals. Please submit at least three (3) references for whom you have provided similar services in size and nature. Additional numbered pages·outlining this portion of the proposal may be attached to this page.
7. EQUIPMENT SPECIFICATIONS
If the Bidder proposes a system that includes or requires any on-premise hardware, the Bidder must provide detailed specifications of all of the equipment listed in their proposal. The Bidder must include cut sheets of all equipment proposed.
Within fifteen (15) calendar days after award of Contract by the City, the proposer to whom the Contract is to be awarded will be notified of the award by telephone or electronic mail. The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements.
The award of the Contract, if it is awarded, will be to the responsible Bidder complying with the instructions contained in this Request for Proposal. The City, however, reserves the right to select the schedules under which the proposals are to be compared, to reject any and all proposals, and to waive any irregularity in proposals received.
The City and vendor shall then work together to negotiate and execute Purchase and Maintenance Agreements. Shortly thereafter, a Notice of Award will be mailed, including the negotiated Contract for - 11-
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execution.
A copy of a professional services agreement, maintenance agreement, licensing agreement and other required documentation is contained in Attachment C. Completion of forms and agreements are finalized in the negotiation process.
7.0 RFP SUBMITIAL
Submit five (5) signed copies of your proposal and one (1) electronic copy in Microsoft Word format or Adobe PDF format in a sealed envelope by 5:00 pm (PST) on Tuesday April 30, 2013. The envelope must be marked in the upper left hand corner with the name and address of the proposer. Proposals shall be sent to:
City of Santa Monica, City Clerk's Office
Attention: Sarah'Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
A proposal will not be accepted after the date and time designated above. It is the sole responsibility of the Bidder to see that the proposal is delivered and received in proper time. Any proposal received after said designated date and time shall be returned to the proposer unopened.
By submitting a response to this Request for Proposal, the Bidder waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal. The City reserves the right to select any number of qualified finalists. In addition, the City reserves the right to issue written notice to all Bidders of any changes in the proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. Acceptance of any proposal submitted pursuant to this Request for Proposal shall not constitute any implied intent to enter into a Contract for execution. The City reserves the right to reject any and all proposals. The vendor selected will be under contract to the City of Santa Monica.
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8.0 RFP SCHEDULE
RFP Release April 1, 2013
Vendor Inquiries Due April 15, 2013 by 5:00 pm (PST)
City Response to Inquiries April 22, 2013
Proposals Due April 30, 2013 by 5:00 pm (PST)
9.0 INFORMATION AND INQUIRIES
All inquiries are due by Monday, April 15, 2013 by 5:00 pm (PST), and must be submitted via electronic mail to Sarah Gorman, City Clerk, at [email protected]. Inquiries will be acknowledged via electronic mail, upon receipt. City responses to questions will be compiled and posted in writing on PlanetBids and emailed to a vendor list used to notify potential vendors of the RFP.
For further information, please contact:
Sarah Gorman, City Clerk
Telephone: (310) 458-8211
E-mail: [email protected]
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ATIACHMENT A-BUSINESS LICENSE
CITY OF SANTA MONICA
BUSINESS LICENSE
WHO NEEDS A BUSINESS LICENSE?
The City of Santa Monica Municipal Code requires all businesses operating or located in Santa Monica to obtain a business license. A separate business license is required for each location and for each business activity operated in Santa Monica. The license period is July 1st through June 301h of each year.
· Check where applicable:
1. Do you come into the City of Santa Monica to conduct business? Yes No -.,..-,,,---- ----- 2. Do you deliver parts and/or products in your own company vehicle? Yes No -----
If you checked "yes" to either question, please refer to the information below for business license & insurance requirements.
• If you come into the City of Santa Monica to conduct business, you will be required to have a City of Santa Monica business license AND insurance (see below for descriptions). • If you deliver parts and/or products in your own company vehicle and do not perform any service except delivery, you will be required to have a City of Santa Monica delivery license ONLY.
BUSINESS/DELIVERY LICENSE
Please call 310-458-8745 or visit our website for further information at:
BUSINESS LICENSE APPLICATION
APPLY ON-LINE
DOWNLOAD FORMS TO MAIL IN OR APPLY IN PERSON
• If your business is located at a commercial location in Santa Monica, download and complete the COMMERCIAL BUSINESS LICENSE APPLICATION.
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• If your business is operated from your residence in Santa Monica, download and complete the RESIDENTIAL BUSINESS LICENSE APPLICATION.
• If your business is located outside of Santa Monica and you come into the City to perform work or provide services, download and complete the OUT-OF-CITY BUSINESS LICENSE APPLICATION.
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ATIACHMENT 8- INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.
Minimum Scope/Limits of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering GCL on an "occurrence" basis, including products-completed operations and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2. Workers' Compensation and Employer's Liability: Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease.
If the Consultant maintains higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to coverage for the higher limits maintained by the Consultant.
Other Insurance Provisions
1. The policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status (CGL policy): The City of Santa· Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Consultant including materials, parts or equipment furnished in connection with such work or operations.
The additional insured status can be provided in the form of an endorsement at least as broad as Insurance Services Office Form CG 20 10 11 85 or both CG 20 10 and CG 20 37. b. Primary Coverage (all policies): For any claims related to this contract, the Consultant's insurance shall be primary as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Notice of Cancellation (all policies): Each insurance policy required herein shall state that coverage shall not be cancelled, except after 30 days prior written notice (10 days for nonpayment) has been given to the City of Santa Monica. d. Waiver of Subrogation (CGL policy): Consultant hereby grants to the City of Santa Monica a - 16 -
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waiver of any right of subrogation which any insurer of said Consultant may acquire against the City of Santa Monica by virtue of payment of any loss. Consultant agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received the a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Consultant to reduce or eliminate the deductible or retention applicable to the contracted work or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.
Verification of Coverage
Consultant shall furnish the City of Santa Monica with original certificates and amendatory endorsements or copies of the applicable policy language providing the insurance coverage required herein. All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.
Failure to Maintain Insurance Coverage
If Consultant, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of Agreement. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Consultant resulting from said breach. Alternatively, City of Santa Monica may purchase such coverage {but has no special obligation to do so), and without further notice to the Consultant, the City may deduct from sums due to the Consultant any premium costs advanced by the City for such insurance.
Subconsultants
Consultant shall require and verify that all subconsultants maintain insurance meeting all the requirements stated herein.
Special Risk or Circumstances
The City of Santa Monica reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. - 17 -
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Packet Pg. 209 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS
ATIACHMENT C- NON COLLUSION AFFIDAVIT TO ACCOMPANY
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES }
PROPOSALS OR BIDS
-------------~being first duly sworn, deposes, and says: that She/He is:
(Insert "Sole Owner," "A Partner", "President," "Secretary," or other proper title) of __________________________________ _
(Insert name of bidder)
Who submits herewith to the City of Santa Monica the attached proposal; that He, She, It, or They is (are) the person(s) whose name(s) is (are) (strike out words not appropriate) signed to the hereto attached proposal; that said proposal is genuine; that the same is not sham or collusive; that all statements of fact therein are true; that such proposal was not made in the interest or on behalf of any person, partnership, company, association, organization or corporation not therein named or disclosed.
Affiant further deposes and says: that the bidder has not directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interests of the public body which is to award the contract or of any other bidder, or anyone else interested in the proposed contract; that the bidder has not in any manner sought by collusion to secure for himself, herself, itself, or themselves, an advantage over any other bidder. (strike out words not appropriate)
Affiant further deposes and says that prior to the public opening and reading of bids the said bidder:
(a) Did not, directly or indirectly, induce or solicit anyone else to submit a false or sham bid; (b) Did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid, or that anyone should refrain from bidding or withdraw his bid;
(c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix any overhead, profit or cost element of his, her, its, their price, or of that of anyone else; and
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Packet Pg. 210 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
(d) Did not, directly or indirectly, submit his, her, its, or their bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid, depository, or to any member or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership or other financial interest with said bidder in his, her, its, or their business. (strike out words not appropriate) I declare under penalty of perjury that the foregoing is true and correct.
Signature Name of Bidder
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Packet Pg. 211 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
ATIACHMENT D- OAKS INITIATIVE NOTICE
CITY OF SANT A MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER
BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica's voters adopted a City Charter amendment commonly known as the Oaks Initiative. It prohibits a public official from receiving specified personal benefits from a person or entity after the official votes, or otherwise takes official action, to award a "public benefit" to that person or entity. Examples of a "public benefit" include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000.
The Oaks Initiative requires the City to provide this note and information about the Initiative's requirements. An information sheet on the Oaks Initiative is attached. You may obtain a full copy of the Initiative's text from the City Clerk.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person who is seeking a "public benefit." If the "public benefit" is sought by an entity, rather than an individual person, the information includes the name of every: (a) trustee, (b) director, (c) partner, (d) officer, or (e) ten percent interest in the entity. Therefore, if you are seeking a "public benefit" covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form.
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Packet Pg. 212 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS
CITY OF SANTA MONICA (ity d
S~nH.a ,Uonhrn:I) OAKS INITIATIVE DISCLOSURE FORM
All persons or entities receiving public benefits defined below from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of those with more than a 10% equity, participation or revenue interest. This information is required by City Charter Article XXIITaxpayer Protection.
Name of Entity:--------------------
Name( s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of those with more than a 10% equity, participation, or revenue interest:
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- . month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;
5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;
6. Tax "abatement, exception, or benefit" of a value in excess of $5,000 in any 12-month period; or
7. Payment of "cash or specie" of a net value to the recipient of $10,000 in any 12-month period.
Prepared by:. __________ _ Signature:. _______________ _ Date:. _____________ _ Title:. ______________ _
FOR CITY USE ONLY:
Bid/PO/Contract# --------- Permit# ____________ _
• 21 -
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Packet Pg. 213 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
ATIACHMENT E- CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS
CITY OF SANTA MONICA
CITY POLICY ON DOING BUSINESS WITH ARIZONA FIRMS
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING TO DO
BUSINESS WITH THE CITY OF SANTA MONICA
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DENOUNCING ARIZONA'S ANTI-IMMIGRATION, LAW SUSPENDING OFFICIAL
TRAVEL TO THE STATE OF ARIZONA AND DEVELOPING ADDITIONAL FINANCIAL
SANCTIONS UNTIL SUCH TIME AS THE NEW LAW IS REVOKED
The City Council of the City of Santa Monica adopted Resolution No. 10479 (CCS) on May 25, 2010, which requires a review of all current and likely future agreements and contracts with Arizona-based businesses to examine the feasibility of acquiring such products and services elsewhere while the Arizona law remains in effect.
Additionally, vendors offering goods or services to the City of Santa Monica must complete and sign the attached disclosure form; this applies to all solicitations, including but not limited to, bids and proposals. Please review, sign and submit the form with your bid packet prior to the closing date of bid.
Contractors that do not have headquarters in the State of Arizona and those that will not be working with Arizona-headquartered subcontractors to provide goods and/or services as specified in this solicitation will take priority in the bidding process.
NOTE: Headquarter location or residency may not be considered as a factor if prohibited by applicable law.
Failure to return this form or inability to certify as to its provisions will render your bid or proposal non-responsive.
State of Arizona Disclosure Form - see next page.
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Packet Pg. 214 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) CITY OF SANT A MONICA {lty ~f
Sabta .llonlen''
STATE OF ARIZONA DISCLOSURE FORM
TO BE COMPLETED BY ALL VENDORS PROVIDING GOODS AND SERVICES TO
THE CITY OF SANT A MONICA
Headquarter location or residency may not be considered as a factor if prohibited by applicable law.
Please check the appropriate boxes below.
Our company's headquarters are located in the State of Arizona.
D Yes D No
Goods or services pertaining to this solicitation will be provided by a subcontractor whose business is headquartered in the State of Arizona.
D Yes D No
If the response to the statement above was "yes", please list any and all subcontractors headquartered in the State of Arizona that may be providing goods or services (pertaining to this solicitation) to the City of Santa Monica.
If more than one, attach a list of additional subcontractors, including the physical address of each location.
Name of Subcontractor: ----------------------
Street Address:. _________________________ _
City:------------State:. ______ Zip Code:. ___ _
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Packet Pg. 215 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) *** PORTION BELOW TO BE COMPLETED BY ALL VENDORS ***
**************************************************************************************************** I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Signed: -~-------------------Date: _______ _
Printed name: _________________ Title: _______ _
Name of Company:-------------------------
Street Address of Headquarters: ____________________ _
City: ___ ...:..... ________ State: ______ Zip Code:. _____ _ Telephone# (including area code): ______ _
FOR CITY USE ONLY
NOTES:
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Email:----------
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Packet Pg. 216 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
ATTACHMENT F - LIVING WAGE ORDINANCE
CITY OF SANT A MONICA
LIVING WAGE ORDINANCE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING
TO DO BUSINESS WITH THE CITY OF SANTA MONICA
THIS BID IS SUBJECT TO COMPLIANCE WITH THE
CITY OF SANTA MONICA LIVING WAGE ORDINANCE (SEE BELOW).
The City of Santa Monica has adopted a Living Wage Ordinance, Chapter
4.65, which requires the payment of a specified minimum wage for work done pursuant to a services contract with the City where the contract amount is $54,200 or more and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses. This Living Wage Ordinance applies to services provided by employees who do not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. The minimum wage is $14.09 an hour for the period commencing from July 1, 2013, up through June 30, 2014. This minimum wage rate is adjusted annually each July 1. Questions concerning the Living Wage Ordinance may be directed to the City Finance Department at (310) 458-8281.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Forms. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.
Please note that the Living Wage Ordinance sets the Minimum Wage at $14.09 per hour and provides for an annual adjustment each July 1st, by an amount corresponding to the previous calendar year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers in Los Angeles, Riverside and Orange Counties. It has been determined that the minimum wage is $14.09 an hour for the period commencing from July 1, 2013 through June 30, 2014.
25 4.H.a
Packet Pg. 217 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
CITY OF SANTA MONICA
LIVING WAGE ORDINANCE
Certification for Providers of Services to the
City of Santa Monica
(Fiscal Year 13/14-July 1, 2013 through June 30, 2014)
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $14.09 per hour1 for certain employees of contractors providing" services to the City where services exceed $54,200 and requires that contractors also provide the same health care and other benefits to employees' same sex spouses and domestic partners as are provided to other employees' spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license. Contractors with collective bargaining agreements covering those employees assigned to contract are exempt from the wage requirements of the Living Wage Ordinance only if the waiver is explicitly set forth in such agreement in clear and unambiguous terms.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions and send the completed, signed Certification to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1717 4th Street, Suite 250
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at [email protected] or by phone 310-458-8281.
1 Adjusted annually each July 1 by an amount corresponding to the previous year's change (January to January) in the Consumer Price Index for Urban Wage Earners and Clerical Workers 1982-84=100 for Los Angeles-Riverside-Orange County, California
26 4.H.a
Packet Pg. 218 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
CITY OF SANT A MONICA
LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2013, through June 30, 2014
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $14.09 per hour
Please read, complete, and sign the following:
THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE 0 THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE 0 If this contract is not subject to the Living Wage Ordinance requirements, please note the reason below and attach supporting documentation for exemption. For example, in order to be exempt pursuant to a collective bargaining agreement, a signed collective bargaining agreement must be attached.
(a) __ _
(b) __ _
(c) __ _
contractor is a government agency and is exempt
contractor is a City grantee and is exempt
contractor is a non-profit corporation and is exempt
(d) __ _ contractor is an employer whose employees are covered by a bona fide collective bargaining agreement where the waiver is explicitly set forth in an agreement in clear and unambiguous terms
(e) __ _ contractor is a corporation providing banking services The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Santa Monica's Living Wage Ordinance (LWO), and the applicability of the LWO, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all terms of the LWO, as mandated in all sections of Santa Monica Municipal Code, Chapter 4.65. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the Director of Finance in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract, which shall 27 4.H.a
Packet Pg. 219 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Sarita Monica
Agenda Management System RFP
be grounds for termination. City shall have the right to examine all books and records of the Contractor as they relate to compliance with the LWO. Payroll records shall at a minimum include the full name of each employee performing labor or providing services under the ·contract, job classification, and rate of pay.
These statements are made under penalty of perjury under the laws of the State of California.
Printed Name: _____________ Title:--------------
Signature: _________________ Date:------------
Contractor:
Bid Number (if applicable):
Service Description:
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Packet Pg. 220 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
ATIACHMENT G - PERSONNEL BENEFITS
CITY OF SANTA MONICA
PERSONNEL & BENEFITS INFORMATION
Bidders are required to provide the following personnel and benefits information, which will be used by City staff as a tool to conduct bid evaluation and cost analysis for in-house versus outsourced services. Please use a separate sheet of paper if the spaces below are not sufficient.
1. Please indicate the number of supervisors/managers assigned to this work: ___ _
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
# of Annual
Title Hours Hourly Rate
1. $
2. $
3. $
4. $
5. $
6. $
2. Please indicate the number of full-time employees assigned to this work:
• Please provide the requested information below for these employees. • List multiple employees in the same job classification separately. • Attach additional pages if necessary.
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Packet Pg. 221 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
# of Annual
Title Hours Hourly Rate
1. $
2. $
3. $
4. $
5. $
6. $
NUMBER OF EMPLOYEES AFFECTED BY LIVING WAGE: ----
3. Do your employees receive paid vacations? If so, how many days per year.
4. Do your employees receive paid sick days? If so, how many days per year.
5. Please list all paid holidays, if any.
6. Do your employees receive paid medical benefits (e.g., health, dental, vision)? If yes, do they contribute to their medical, dental, and/or vision insurances or are they fully covered by the company?
7. Do your employees receive life insurance? If yes, do they contribute to their life insurance or are they fully covered by the company?
8. Do your employees receive any type of pension (e.g., 401k) or just social security? If you do offer 401k, does the company match the employees' contribution to the program?
30 .
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Packet Pg. 222 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) City of Santa Monica
Agenda Management System RFP
9. Does your company provide any safety equipment (e.g., back brace, uniforms, working boots, goggles, etc.) to your employees? If so, please list all items.
Does your company issue an employee handout [i.e. a booklet or documents that state the benefits (e.g., health insurance, retirement programs, etc.) to new hires]?
D Yes, for full time employees only
D Yes, for full time and part time employees only.
If yes for either full time or part time employees, please submit a copy of this document with the other information requested.
D No, please state the benefits offered to employees of your company below (attach additional sheets if necessary).
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Packet Pg. 223 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
EXHIBITB
Proposal (See Attached)
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Packet Pg. 224 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)
CARAHSOFT'S RESPONSE TO THE
ity of Santa Monica, CA
EQUEST FOR PROPOSAL
Agenda Management System
T u
May
e s d a y
7, 2013
SOLUTION PROVIDED BY
INTELLIGENT MEETING
MANAGEMENT
CARAHSOFT TECHNOLOGY CORP.
12369 SUNRISE VALLEY DRIVE
RESTON, VA 20191
888.66 CARAH [ WWW.CARAHSOFT COM
Primary Contact:
Katie Dyer
7 o 3 8 8 9. 9 7 o l / [email protected]
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Packet Pg. 225 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) May 7, 2013
City of Santa Monica, City Clerk's Office
Attention: Sarah Gorman, City Clerk
1685 Main Street, Room 102
Santa Monica, California 90401
carahsoft
technology corp
Re: Carahsoft's Response to the City of Santa Monica's Request for Proposal for Agenda Management System
Ms. Gorman,
Carahsoft Technology Corp. appreciates the opportunity to respond to the City of Santa Monica's Request for Proposal for an Agenda Management System.
Carahsoft is submitting as the IT Schedule 70 GSA Contract holder (GS-35F-0119Y) for IQM2 Inc. As a top ranked GSA Schedule holder, Carahsoft has delivered best value solutions to our government clients for over eight years including many local California governments for exactly the same requirements denoted in this RFP. Additionally, IQM2 has conducted some mutual discovery through a demonstration overview with members of the City of Santa Monica staff. As a result of these exercises, IQM2 believes that our Legislative Management platform is uniquely suited to ensure program success and swift user adoption for the City.
Carahsoft is in receipt of Amendments 1 and 2.
Please feel free to contact me directly at 703.889.9701/[email protected] or Craig Abad 703.871.8501/[email protected] with any questions or communications that will assist the City of Santa Monica in the evaluation of our response. This proposal is valid for 90 days from the date of submission.
Thank you for your time and consideration.
Sincerely,
Katie Dyer
Government Account Representative
703.889.9701
[email protected]
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Packet Pg. 226 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to tho of Santa Monica
LEO CONTENTS
Introduction .................................................................. 1 Prime Contractor: Carahsoft Technology Corp .............................................................. 3 Solution Partner: IQM2 Inc ............................................................................................ 4 Experience .................................................................... 5 <:lLJ~stions; ..................................................................... ., Schedule ....................................................................... 18 Costs ............................................................................. 19 References ......................................... u •••••••••••••••••••••••••• 21 Equipment Specifications ........................................... 23 In Summary .................................................................. 24 Attachments···············································~················· 25 carahsott IQJ~tl..;z
l<s;'f.«Hll>Sl '"'"''''"' "'~""·~''''
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Packet Pg. 227 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
I
Provide a summary of the proposal and demonstrate that the company understands the project, including a general approach responding to the City's requirements. This should also include an introduction to the Bidder as well as the name of a contact person.
Through prior demonstrations and process discovery with some City stakeholders, IQM2 understands the nature of this project and can truly and confidently say that not only is IQM2 capable of quickly meeting these requirements and expectations. IQM2 fully believes the proposed solution will exceed the expectations, from both a functionality and swift user adoption standpoint. IQM2 dimensioned areas of the City of Santa Monica's current processes that were not mentioned as requirements which enhanced IQM2 functionality would deliver incredible efficiency and time savings returns.
Furthermore IQM2 is providing innovation for governments across the country that is typically not seen with the simple, limited solutions that have traditionally been used. There is a large delta between IQM2's functionality and basic application structure of the other providers, particularly for larger governments or those concerned with true governing board automation work flow that allows for unlimited, chronological and simultaneous work flow and tracking. Cities the size of Santa Monica need the more robust and innovative functionality IQM2 provides. The simple posting of shells, simple browser-based, basic workflow or trying to make disparate platforms stemming from acquisition or multi-vendor solutions work together is not enough. Please see below for some distinctive and unique differentiators:
• PDF Agendas - In addition to standard web and e-agendas, IQM2 generates full PDF agenda packets with page numbering and watermarking. The PDF packets can be easily printed, if desired, and saved for offline viewing. Other solutions rely entirely on a web agenda and generating and printing a full PDF packet is not possible. It is very important to think about the large ramifications of this across the City of Santa Monica in regards to use and technology. • IQM2 Works Offline - If the internet goes down, IQM2's software continues to work offline, which is an impressive for people who understand decision making points. In addition to web functionality, IQM2 provides a product that is critical to ensuring that if the internet goes down or is slow, it does not stop a meeting or create confusion and citizen problems. The minutes, voting and time-stamping can still be recorded during the meeting and the board members can still view their PDF agendas. This proves to be a big point for larger cities who deal with more complex topics and issues that come with their size.
• IQM2 Streaming Future Scalability- MediaTraq contains live and on-demand streaming of the City of Santa Monica's meetings with agenda item linking and search capability, as well as automated Minutes Maker module. Other solutions use unrefined inserts which can be unsophisticated and creates a manual and time consuming process or are video streaming focused and use disparate agenda management programs they purchased and are trying to integrate.
IQM2 has made a special offering to the City to migrate their current video streaming processes and will save the City quite a bit of money while greatly improving their streaming services. For example, IQM2 offers innovative streaming functionality that does not exist with any other government streaming company. A couple examples of these improvements would be HD live and on demand streaming for cross platform, as well as DVR capabilities with great utility for this in government meetings.
carahsoft 1
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Packet Pg. 228 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monka
• IQM2 Search - IQM2 searches all documents and content. This allows any user to search for keywords inside a supporting document. IQM2 also offers Federated Search which will allow the City of Santa Monica to search all other clients' public websites in one search. • Free Historical Data - IQM2 will migrate over the City of Santa Monica's historical meeting information to compile a complete legislative and searchable database for the City. • IQM2 PDF Printer - The built-in PDF printer allows any user to easily attach information to agenda items from any application just like printing to paper. The PDF's are searchable and optimized for smaller file sizes. No other solutions contain such functionality and rely heavily on the users to manually export or convert their attachments.
• Full Microsoft Word Integration - The proposed solution will allow the City of Santa Monica to easily use MS Word for editing and entering documents. Because of this, IQM2 can copy and paste without losing formatting. This is viewed as an incredible difference by larger counties with more agenda items and attachments.
• Integrated Board Member Profiles - All board member attendance and voting history can be indexed, viewable and searched through the web portal.
• Approvals & Signatures - IQM2 has a completely customizable approval and chronological and simultaneous workflow system. IT includes sophisticated e-Signatures for signing documents. All other solutions contain has a simple approval process but cannot support the level of complex workflow IQM2 can. Full e-signatures are offered for either now or in the future. • E-Boardroom & IQM2 Minutes Maker- lQM2's Electronic & Touch Voting gives public guidance through the meeting, Automatic Page Turning, Sticky Notes and internet independent. • IQM2 Free On-going Training & Template/Workflow Configuration - IQM2 provides free ongoing web-based training. This is very useful for bringing on new employees or using more functionality in the software.
• Customized Dashboards - Dashboards are easy to use and basic Board Member views are shown as opposed to the back office functionality that while unequivocally separate us, may not have been important to the Board Members.
• IQM2 Letter Factory - The proposed solution can automatically notify staff members, departments, citizens, State Agencies or any other recipients when agenda items are approved or discussed at meetings with a simple click using the City of Santa Monica's own personal template language and verbiage.
• IQM2 Work Planning - IQM2 includes a true work planning utility to assign, track and report on follow up task resulting from decisions made at meetings. carahsoft 2
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Packet Pg. 229 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
IQM2 unequivocally believes that there are no solutions will be able to truly support the back office workflow process the City of Santa Monica is defining while delivering the innovative public and staff facing innovation we know is important to the City of Santa Monica's goals .. With efficiency and meeting effectiveness in mind, IQM2 can configure the Board or user Dashboards to make navigations simple and easy. That being said, the collaboration, workflow, tracking and reporting is absolutely imperative for an agency of the City of Santa Monica's size, IQM2's back office scalability tools will allow the City of Santa Monica to add on existing functionality as it so chooses. Due to IQM2's robust functionality, the system is known for being flexible and it does not make the City of Santa Monica conform to the process; IQM2 configures to the City of Santa Monica's. This is a monumental difference between IQM2 and the other applications in this market.
Prime Contractor: Carahsoft Technology Corp.
Incorporated in Maryland and located in Reston, Virginia, Carahsoft Technology Corp. is the trusted Government IT solutions provider, combining technological expertise with a thorough understanding of the government procurement process to help federal, state and local government agencies select and implement the best solution at the best possible value. As a topranked GSA Schedule Contract holder, Carahsoft is IQM2's largest government partner and serves as the master government aggregator for many of its best-of-breed software vendors.
VENDOR RELATIONSHIPS - Carahsoft has a unique business model focusing on providing superior sales and marketing execution, a track record of success, high integrity and a focus on strategic vendor relationships of which IQM2 is an important part. Carahsoft's contract vehicles carry over 160 vendors.
PROVEN EXECUTION - With 330 employees, Carahsoft has leveraged its vast contracting experience and extended it to quoting and order management.
Carahsoft seamlessly generates thousands of quotes a year worth hundreds of millions of dollars.
GROWTH & STABILITY - Carahsoft has continued to show impressive growth year after year, turning annual revenue from $3.4 million in our first year in 2004 to $606 million in 2009, $840 million in 2010 and $1.065 billion in 2011. We are a stable, conservative and profitable company and have received numerous accolades including, for the third consecutive year, being named to the Washington SmartCEO magazine's 2010 Future 50 list which recognizes the metro area's fastest growing companies. • 4th largest GSA Schedule 70 Contract holder
• 281h on the CRN Fast Growth 100
• 31'' in the VAR Business 500
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Packet Pg. 230 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
Solution Partner: IQM2 Inc.
IQM2 is the market leader in furnishing end-to-end public sector meeting software solutions through its award-winning Open Meeting Management and Citizen Awareness Platform consisting of MinuteTraq (agenda/minutes automation), MediaTraq (Live/On-Demand Video Streaming) and EBoardroom (electronic voting).
IQM2 was founded by Daryl Blowes with the launch of the M2 Suite of Open Meeting and Legislative Process software solutions. By assisting government and the public sector, officials become more efficient in the way they work together, have meetings, make decisions, follow through with actions, and share information. Together with its employees, IQM2 is revolutionizing how the public sector collaborates with their stakeholders and the public.
IQM2's Legislative Management Platform has been constantly added and developed using best practices for over 7 years. Over the last 2 years, IQM2's client base has grown by 80% each year. IQM2 staff is always testing on the newest hardware platforms with the most up-to-date software tools available. IQM2 hosting services are at Tier II, level security with redundant data centers in separate locations across the country in case of any catastrophic event. IQM2's server capacity allows for unlimited Data Storage in the Legislative Management System for all clients, while backup procedure is daily with almost real time mirroring. IQM2's uptime 99.99% because IQM2 has never been down due to hardware or software issues. Service is only ever down due to Sunday early morning server updates, and technical and user support is 24/7/365, with 90% of calls being answered live with the rest being returned within 20 minutes. Since IQM2 software is Saas, clients pay through subscriptions with no up-front cost. This allows for all clients to be on the same platform of security and data integrity.
IQM2's role as an industry innovator was recognized in 2010 when the national software industry acknowledged its innovation as it was awarded the prestigious 2010 SIIA's CODiE Award for Best Emerging Software Company. Shortly thereafter IQM2 was awarded LISA Award for Software Excellence. Since 2006, advancement has been rapid for IQM2 having experienced year-over-year growth exceeding 100% with many of its clients migrating from older legacy solutions. IQM2 along with Carahsoft Technology Corp. urges the District to see what all the industry excitement is about. carahsoft 4
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Packet Pg. 231 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monka
EXPE IENC
Provide a summary of the Bidder's qualifications and experience with Agenda Management Sys/ems.
Include specifics regarding qualification and experience in similar projects. Demonstrate the Bidder's acceptance and industry expertise by providing three valid references of similar-sized local governments using the products specified in this Request for Proposal, preferably localed in California.
The Bidder should be able to demonstrate their product and its capabilities and functionality of interfaces.
IQM2 specializes solely in Legislative Management for governments from coast to coast with a large and rapidly growing roster of local California governments clients As a result, the specific requirements denoted in this RFP are exactly the same requirements IQM2 furnishes every day. Because IQM2 is derived from a single platform built from the ground up, the platform offers unique flexibility. All other solutions were cobbled together from acquisition, multi-vendor product or retrofitted from other purposes. This allows IQM2 to remain true to its business philosophy that its job is to conform to the business processes, not the other way around. IQM2 is often relied upon for Legislative Management consulting and always pleased to share the best practices it sees across the country and make recommendations, if desired.
The requirements specified in this RFP by the City of Santa Monica are basic, standard functionality components and there will be no system customization required. IQM2 already has defined functionality in its system that is not requested.
Please see below for IQM2 references.
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Packet Pg. 232 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica
Contact's .
Name/Title
cAddress
Phone
Email
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Packet Pg. 233 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) of Santa Monica
Qu
Please provide complete responses to the following:
Agenda Management System
1. Describe the proposed agenda management system.
MinuteTraq is the Legislative and Agenda Management framework of IQM2's Government Meeting Platform. Please refer to the product overview below for more information on the proposed system.
MinuteTrnq™
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MinuteTraq is the framework of IQM2's Open Meeting Platform. It provides complete functionality for managing all meeting documents, reviewing processes and procedures, creating agenda packet, creating minutes, compiling and distributing post-meeting letters, and web publishing and search functions. It is a powerful software module that will allow the City of Palatine to facilitate all of its meeting needs, from premeeting scheduling to post-meeting publishing and to all the information-gathering steps in between. It offers a simple yet customizable set of functions that will make the Village's meeting workflow process more efficient.
The MinuteTraq smart-client is built on the most up-to-date Microsoft .NET technology. The program requires Microsoft .NET Framework 3.5 installation on the PC. This framework is installed by default on Windows XP or if you are installing the automatic Microsoft Windows Updates.
Recommended Specifications: 1 GHz Pentium or Better, 2 GB of RAM or Better, 1 GB Storage Space, Windows XP or Higher, .NET Framework 3.5, MS Word 2003 or higher.
The following key components and processes will benefit the City in cost and time savings:
Centralized Document Database: Will consolidate the City information processes into one location, vastly reducing time on information management, search and retrieval.
Workflow, Routing, and Review Process: Incredibly simple but sophisticated tool for driving efficiency and managing expectations. The program's wizard-based interface allows for department members to monitor processes, maintaining accountability of information.
Attachments and Importing: Program cross-references all related documents and allows the City to collect all information of a given topic from the internal system quickly and easily without printing and scanning.
PDF Printer: MinuteTraq includes an integrated PDF Printer that allows users to retrieve information and reports from any computer system throughout the organization as long as it can print regardless of file type.
The PDF Printer allows users to print from any program to this virtual printer named "MinuteTraq" instead of printing to paper. The built-in PDF printer simplifies attaching information from other programs, just click Print, choose the "MinuteTraq" printer and the output is automatically converted to PDF format and imported into MinuteTraq as an attachment. The City can easily mark the attachment as public, and it will also be published on the web portal when the agenda is created which means no more scanning and printing.
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Packet Pg. 234 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoffs to the of Santa Monica
Document Generation: Produces all meeting-related documents in one step, eliminating time consuming redundancy such as cutting and pasting. It creates meeting packets customizable to the City's needs with agendas, agenda summaries, schedules and all other associated attachments, all with a consistent heading for professional look.
Fast Re-Generation Technology'": MinuteTraq has built-in Fast Regeneration Technology, so the documents generated from MinuteTraq can be easily modified and regenerated. An agenda packet that needs to be regenerated after adding or removing a couple items can be compiled in seconds. Other products without IQM2's unique Fast Regeneration Technology TM can take hours to build packets even after small changes are made.
History Tracking and Audit Trail: MinuteTraq will keep a complete history of all meeting topics from the moment they a.re prepared, submitted, reviewed, added to an agenda, voted on, tabled to other meetings, passed through committees for review and more. Each meeting topic or attachment will allow for comments to be added to the history. The meeting topic history screen will provide a complete history of the topic itself along with all of the attachments. The meeting history will track each agenda item and the exact page number where it appears in the minutes with the comments and action or vote record at the meeting.
The audit trail allows all the changes that are made to the document to be tracked in a log. Each user that makes a change can indicate the reason for changing it and add a comment. Users can trigger actions like sending an email notice, resetting the approval process or creating a new revision of the topic or document.
Revision Tracking and Comparing: MinuteTraq tracks changes to meeting topics and documents and will allow the City to compare what has been altered and shows the user who made changes. All changes will be highlighted with bubbles specifying the changes.
Information Sharing and Delivery: Communicates key information to the intended recipients effectively allowing meeting decisions and tasks to take action. Email-based communication and online postings are notified to proper channels in a way that is easily tracked and automated for accountability.
Meeting Capture and Streaming: Receives and organizes input on all data with regards to minutes, votes, discussion and actions and modifies into a format that facilitates public sharing. In conjunction with MediaTraq™ module, video streaming can be indexed and referenced by topic and matched with timestamps on meeting minutes.
Task Follow-up and Progress Tracking: The integrated task tracking function in MinuteTraq™ will allow the City ease of tasks and directives will be acted upon from meeting to meeting. No longer will meeting time be wasted going over dropped responsibilities and missed tasks due to lack of follow-up.
Free Ongoing Training: Part of IQM2's value added Support Services is the IQM2 Training Academy which offers free ongoing training. The City's users can pre-register for weekly training sessions or request training topics that are important to them. These training sessions are conducted by IQM2 Software and Technical Specialists. IQM2 believes in ensuring that the IQM2 client family has all the necessary tools and support to enhance their organizations. The City will also be able to utilize the on line IQM2 Support Center and public Knowledge Base for solutions and articles, downloading files, and login to the Self-Service Portal for case tracking.
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Packet Pg. 235 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica
Virtual View: Below please find a virtual view image of MinuteTraq.
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How MinuteTraq Will Improve the Processes
With the many tools that Minute Traq has to offer, the City will have the ability to improve its processes and become more effective. The following are some of the products the City will obtain by implementing IQM2:
Quickly and effectively draft Agenda Items/Resolutions with templates • Built-in spell checker
• Departments can draft, approve and submit their own resolutions via a simple click Complete Revision Tracking
• Topics can go through a sophisticated but intuitive approval process and with full audit log • Agenda Topics grouped under project headings for better organization • Fiscal impact tracking, document linking, and recipient tracking functions • Full MS word inte ration
Agendas easily created from approved resolutions with one click • Auto-number agenda topics/resolutions or conduct ad hoc Drag and drop agenda items, re-sorting to the City's needs Print full and public (summary) agenda at the same time • Automaticall Publish and Distribute to the Web Portal carahsoft 9
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Packet Pg. 236 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
One Click Agenda parsing as the City's starting point for minutes compiling Color coded text clearly highlights errors and items needing editing Simple interface streamlines minute entry and management Automatic time stamping transcribes the minutes
Create an index by sponsor, date, number, and category
Search Minutes quickly and easily
Can be automaticall u loaded to ublic viewin via Web Portal Automatic recipient tracking for letters of resolution, legal notices and more Create custom letters and emails for recipients with one click Email custom letters from within MinuteTraq
Generate hundreds of custom documents in minutes
Include sign-off sheets for specific recipients
Records every document each recipient receives with date and time stamp Complete meeting information automatically uploaded to public access website Public data will be instantly synchronized for citizens to search Citizens will have access to meeting dates, agendas, minutes, legal notices and more
2. Explain if the system can maintain bookmarks and links when exporting to the web where links exist in documents.
This is basic functionality in the proposed system.
3. Explain how the automated process for minutes and follow up actions are prepared and/or populated and tracked from the discussion and source documents.
This is easy functionality for IQM2's proposed system. With a simple click, pre-configured minutes templates are populated. Additionally, follow-up actions can be configured to automatically drive IQM2's Work and Project Planning functionality that can track and assign projects to staff. This works in conjunction with IQM2's letter factory to automatically drive notification of meeting decisions/outcomes to various third parties with pre-setup verbiage and templates. The way IQM2 indexes /tracks data by linking all topics and supporting documents by topic and/or project makes this very simple and powerful.
4. Explain what functionality is provided to manage contracts and professional service agreements that result from decisions on staff reports presented to Council.
IQM2 provides a unique and special financial and budgetary tracking component of the proposed platform that allows for very granular fiscal tracking but can also be used to manage contracts as they relate to decisions or follow up activities stemming from the Council meetings or decisions.
5. Explain what functionality is provided to manage meeting activities (motions, video streaming, video/audio clip referencing in minutes, etc.)
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Packet Pg. 237 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica
This is one of the unique benefits of utilizing IQM2's end to end platform which also includes the MediaTraq government video streaming solution and electronic voting system, eBoardroom. The seamless linking of meeting data to video is extremely beneficial. IQM2 has also taken government video streaming to a far more innovative level with cross platform, HD live and on-demand streaming with DVR functionality.
6. Discuss possible conversion/migration process of old agendas, minutes and reporls.
As a special incentive to the City of Santa Monica, IQM2 will migrate the City's old agendas, minutes and reports for free. IQM2 believes this makes for a more powerful Legislative Database and drives efficiency on many fronts, including public information requests and data mining.
7. Please walk through the process, from generation of a staff reporl to the creation of a public document.
Since IQM2 will pre-configure all of the City's templates, staff report templates and workflow steps, it is a simple process:
1. Designated Department staff members select their appropriate category and enters in basic information.
2. The request then follows whatever simultaneous or chronological workflow and routing process desired, if any.
3. Approved staff reports flow to the Clerk Lock, at which point the agenda can be automatically generated and published with a click. This will automatically post the approved document to the portal and deliver the document to pre-determined users who may want to receive the document or information in a different medium.
Please note that there is a lot of other ad hoc functionality available if desired, including simple drag and drop functionality to re-order agenda and last minute or walk on request. Regardless the generation or re-generation is a simple click.
8. Explain the system's reporling functionality, specifically, how to generate a forward-looking reporl of al/ council meeting agendas and staff reporl items for a six month period of time.
IQM2 is known for furnishing very detailed and granular reporting tools that is made easy by the way it looks at data. The report below is a basic one-simply enter in the time frames desired and run report.
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Packet Pg. 238 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica
9. Explain how a staff report approver will delegate a colleague when s/he is away.
This is simple "Designee Setting" that can be changed by a click by those users with the right permission levels.
10. Explain how a staff report approver can edit a staff report.
This is quite simple and in fact speaks to one of our truly differentiating qualities. IQM2 is the only solution that offers a full integration with MS Word to allow users to use all of the formatting functionality while in the system. Even if users forget to save, IQM2's system automatically takes care of this. The staff report approver can do one of two things: make the change themselves by modifying the staff report in the system or reject the item and provide the changes they want to see. The proposed system can capture each change in the system for traceability and tractability purposes should anybody ever be inclined to see who changed what and when.
11. Demonstrate with screen shots how the end user portal wlll_ exist on the City's website:
http:llwww.smgov.net!departmentslc/erklagendas.aspx.
Please see below for a real world example for a few local California governments. • City of San Bernardino, California: Meeting Portal
sanbemardinocityca.iqm2.com/
• Meeting Portal - The County of Santa Clara, California sccgov.iqm2.com/
IQM2 is often informed by governments who migrate after investing in other agenda management or video streaming products that the way information is presented on the web is far superior to what they were using or have seen frorn the other solutions.
12. How does the system add additional templates or users after the initial installation of the software and will it disrupt the system whlle they are being added? This is a simple process and will not disrupt system in either case. The City has two options:
1. The City can call lQM2 to build a template free of charge.
2. The City build it itself by simply clicking New Template.
13. What are the costs for adding additional templates? Additional users? In the special model IQM2 is offering the City of Santa Monica, there are no additional costs for additional templates and no additional costs for additional users and no data storage limits.
14. Do you provide integration with Lasertiche? If so, what are estimated costs and functionality options?
Yes, and there is no cost. IQM2 has built useful functionality that allows this to occur with carahsoft 12
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Packet Pg. 239 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carnhsoft' s to the of Santa Monka
Laserfiche, as well as other document management companies.
15. Who make up the implementation team and what is their relevant experience setting up similar systems in peer institutions?
The following Implementation Project team is comprised of individuals who have least five years of software training. Each of them have managed systems and projects with larger local governments in California.
16. Explain any minutes preparation functionality available with your system or as an add-on module.
The IQM2 Minutes Maker tool is included at no additional cost. MinuteTraq's Agenda Wizard and the Minutes Maker tools work hand-in-hand. The only difference between the two is that the Minutes Maker is looking for actual information, vote records and Verbatim or summary comments.
The IQM2 Minute Maker tool was designed to be used live at the meeting by a clerk or staff member. The entering of vote results, attendance records and follow up actions are swiftly and efficiency completed. This empowers the clerk/staff to easily keep pace with the meeting to accurately record all items. The IQM2 Minutes Maker is frequently used along with MediaTraq, the streaming video module, it can be used as a transcriber allowing verbatim notes to be completed after the meeting as well. The video is automatically time stamped and indexed to allow the transcriber to be able to move from item to item quickly and efficiently. The approval of the minutes can be configured in a variety of ways as IQM2's intention is that the system will be tailored to how the City does business. For example, if the City approves minutes before a meeting in a closed session, the system can be set up to do so, if minutes are approved at a meeting after a vote, it can be set up in that fashion as well. Initiating an audio-only clip can be easily accomplished by extract the audio from the video.
Hardware and Software
17. What web browsers/versions does your system supporl? IQM2 has yet to find a web browser the proposed system cannot support. carahsoft
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Packet Pg. 240 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica
18. What is the suggested hardware setver configuration and operating system? The IQM2 meeting portal is 100% browser based. Internal users utilize the IQM2 Smart Client which works just like a browser over the internet using HTTPS. But it looks and works like a Microsoft Office product with toolbars, menus and none of the issues commonly experienced by browser based products, including add-on tools, errors posting pages, viruses and spyware. The Smart Client was designed specifically so users can work on documents with Microsoft Word supporting all the rich features the MS Office suite offers.
In addition, it allows IQM2 to provide advanced functionality like a built-in PDF Printer, data caching for superior network performance and an easier interaction with the City's local file and document management systems. The Smart Client only requires an internet connection, just like browsers, and will automatically update itself. The Smart Client can be pushed out through a network via MSI or Click-Once deployment and only requires the .NET 2.0 Framework.
The IQM2 Smart Client offers all the pros of browser based applications with none of the cons and allows IQM2 to provide a user friendly solution for Meeting Management available today. This is typically a significant differentiating point of the IQM2 platform and why governments who have migrated from older products are shocked at the speed with which user adoption and migration occurs.
19. What are the complete hardware specifications?
Please refer to Question #21. Furthermore, the server hardware used by IQM2 uses redundant disk arrays (RAID) for disk failure
20. What are the requirements for the workstations that use this hardware or software? Please refer to Question #21.
21. What are the minimum PC requirements to operate software? Please see below for minimum PC and work station requirements:
• Computer/Processor Minimum: 600 MHz Processor
• Recommended: 1 GHz and 2GHz for Clerk
• Memory Recommended 1 GB RAM
• 2 GB for Win 7
• Hard Disk Space Recommended 1 GB
• Operating System Microsoft Windows 98, ME, 2000, XP, Vista, Win 7(32 & 64 bit)
22. If proposed system is not Saas, what are the recommended setver and database requirements? IQM2 operates under a Saas model.
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Packet Pg. 241 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica
23. How are workflowlnotifications handled? What ancillary systems are used to supporl the product (i.e. Microsoft Exchange? What version?).
IQM2 recommends the City use the full integration with MS Word that the City is running Word 2000 (Word 9.0) or greater.
Security and Administrative Functions
24. Explain version control with your proposed system.
IQM2 schedules a Version Enhancement release for each quarter. They are free of charge and occur automatically unless this is not desired. They do not require professional services or involvement from the City of Santa Monica IT staff, unless desired. IQM2 schedules training with the users to review the enhancements and new functionality.
25. Explain archiving of revision history of information.
Revision tracking is one of the differentiating aspects of IQM2's platform. With a single click, users can choose any document or item and not only see all changes by who and when down to granular level, including date, time and person, but compare each document, if desired, on the screen.
Clients who have migrated from all other platforms share they have never seen this level of detail or functionality before. It is extremely useful in a variety of situations.
26. Indicate any system archiving capability (e.g. ability to move on-line data to off-line storage).
The IQM2 solution includes the IQM2 Data Archive Wizard which empowers City staff members with the requisite permission levels to archive data and move it off-line at their discretion or at predetermined times.
27. Describe backup and restore features.
All application data is encrypted, replicated and backed up in real-time to redundant datacenters across a private network using delta copy technology. Each customer database is independently backed up hourly and then replicated. Additionally, there is a nightly backup made to location.
28. Explain the retrieval, search and query functionality of proposed product, including capability of full text, keyword, and multiple file extension searching. This would extend to minutes, reporls (both formal and adhoc) and agendas.
The IQM2 search functionality is another differentiating feature of the IQM2 platform. Full text search, keyword and multiple file extension searches are empowered. This also searches all media files as well as any document or supporting file type. IQM2 also offers Federated Search.
29. What is the maximum file size for individual attachments (ensuring no latency occurs)? There is no limit on file size.
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Packet Pg. 242 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s to the of Santa Monica
30. What is the maximum storage size for all information/data? There is no limit on storage.
31. Provide an architecture diagram of/he hardware and/or software systems.
Please find 1QM2's architecture diagram below.
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Packet Pg. 243 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's of Santa Monica
32. Provide a listing of recommended training schedules for implementation including for System Administrators and End-User.
Please refer to the Implementation Plan and Training Guide in the Attachments section of this response.
33. Discuss the process for configuration including the various roles required for implementation and support.
This requirement is simple as the responsibilities fall mainly on IQM2. IQM2 breaks these down by user roles and then discusses permission levels and desired access during the Discovery Phase.
The bulk of the users fall into the preparer role and adoption is immediate since they simply need to learn how to click. Then IQM2 has the Power User Role which is typically in the Clerks department and they often have super user access and privileges. IQM2 also has approver roles which often overlap with preparer and they have Council role views.
Public Access
34. Explain whether the agenda management package is equipped to allow members of the public to digitally sign up for public comment during or before a public meeting.
Yes, IQM2's eBoardroom offers both Virtual sign up before the meeting or during, as well as kiosk based sign up at the meeting.
carahsoft 17
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Packet Pg. 244 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft's to the of Santa Monica
SCHEDULE
The Bidder must provide a detailed project schedule, including but not limited to system configuration, setup, installation, training, testing, customization and acceptance.Explain how much City staff time is required in each phase of the project schedule. The project schedule must provide a week-by-week schedule and include a listing of key activities, deliverables, and dates.
Microsoft Project is preferred to illustrate the length of each major task. The project timetable will be reviewed with the selected vendor prior to beginning the project as part of the contract negotiation process.
Please find IQM2's Project Plan on the following page.
Please refer to the Implementation Plan and Training Guide in the Attachments section of this response for a Schedule of the proposed project.
carahsoft 13
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Packet Pg. 245 Attachment: Contract 9784, Original (7086 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Project: M2 Suite Implementation
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