Agenda packet — Santa Monica City Council, October 14, 2025 (part 2 of 8)

other expenses coordinated with a candidate or committee, loans, tickets to political fundraisers, etc.

4. Who is considered an officer of the City?
An “officer” is anyone who may make, participate in making, or attempt to influence a decision in the proceeding or who exercises authority over officers who may do so. This includes elected officials, members of appointed boards and commissions, the City Manager, and any individual who is a candidate for elected office or who has been a candidate in the twelve months prior to the decision. This definition is included on the Disclosure Form.

5. When should the disclosure occur?
The Disclosure Form must be completed (1) by a party to a contract with the City (or that party’s agent) at the time the party submits a response to a Request for Proposal or other competitive solicitation, enters into contract negotiations with the City, or executes a contract with the City, whichever is earliest; or (2) by a party to a license, permit, or other entitlement proceeding before the City at the time the party (or their agent) submits the license, permit, or entitlement application to the City. The party (or their agent) must submit a supplemental form if they make any new reportable contributions while the same contract, license, permit, or other entitlement is being considered. The party (or their agent) must also use the form if they need to correct any previously submitted form.

Parties are solely responsible for completing the form accurately, and could face penalties for failure to do so. The California Fair Political Practices Commission (FPPC) is the body who enforces violations of the Levine Act. If a party is uncertain about whether they are required to report or combine a contribution, they should consult with their attorney.

Nothing herein constitutes legal advice and individuals are urged to consult with their own attorney regarding the requirements of the law. To the extent there is any inconsistency, the language of the Levine Act and FPPC Regulations govern over this notice. Resources for officers, parties, participants, and agents, are available on the FPPC’s website at https://www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html

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Packet Pg. 142 Attachment: HENRY SCHEIN - LEVINE exp. 05-12-26 (7266 : Increase NTE for Medical Supplies)

CITY OF SANTA MONICA

OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.

Public benefits include:

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

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

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

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

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

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

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

Prepared by: Title:

Signature: Date:

Email: Phone:

Permit #
FOR CITY USE ONLY:

Bid/PO/Contract #
Julia Strange Supervisor, EMS
10/8/2025
[email protected] 631-247-2891
N/A
The Vanguard Group
https://www.henryschein.com/us-en/Corporate/BoardDirectors.aspx? hsi_domain=www.henryschein.com&hsi_locale=us-en

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Packet Pg. 150 Attachment: OAKS Initiative_Henry (7266 : Increase NTE for Medical Supplies) City of Santa Monica Levine Act Disclosure Form

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 Officer 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 position;
(2) Serve as a member of a board or commission;
(3) Serve as the chief executive of a state agency, or county, city or district of any kind; or (4) Have decision making authority with respect to the proceeding involving a license, permit, or other entitlement for use and is also a candidate for elected office or has been a candidate for elective office in the 12 months prior to the proceeding.

A list of Santa Monica Elected Officials and members of boards and commissions can be found at the following links. The party making this certification is responsible for determining whether a recipient of a political contribution is a City Officer prior to completing this form. https://www.smgov.net/departments/council/
https://www.santamonica.gov/departments/rent-control
https://www.smgov.net/boards/
Have you, your company, or any agent on behalf of you or your company, made any political contributions of more than $500 to any City Officer in the twelve months preceding the date of the submission of your application or proposal? ____YES ____ NO
Name of Councilmember or City Officer: _________________________________ Name of Contributor: _________________________________________________ Date(s) of Contribution(s): ____________________________________________ Amount(s) ________________________________________________________ Please specify below and/or add additional sheet(s) to identify additional Councilmembers or City Officers to whom you and/or your agents made campaign contributions.

N/A
N/A
N/A
N/A
✔

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Packet Pg. 151 Attachment: ADD-TO: Revised Levine Form_Life-Assist 2025 (7266 : Increase NTE for Medical Supplies) City of Santa Monica Levine Act Disclosure Form
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.

By signing below, you certify you also agree to disclose to the City any future contributions made to Councilmembers or other City Officers by you or your agent(s) after the date of signing this disclosure form, and within 12 months following the approval, renewal, or extension of the requested contract, license, permit, or entitlement.

I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT.

Signed: ____________________________Date: ____________________ Print Name: _________________________ Title: _____________________ Company: __________________________
Additional Disclosures:

Please note this form is a public record and subject to a California Public Records Act request.

IATHAT THE FORE
________________ 10/13/2025
Sean Asbury Pricing Specialist
Life-Assist, Inc.

N/A

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Packet Pg. 152 Attachment: ADD-TO: Revised Levine Form_Life-Assist 2025 (7266 : Increase NTE for Medical Supplies) SANTA MONICA CITY ATTORNEY’S OFFICE
TO: Public
FROM: City Attorney’s Office
RE: Levine Act Disclosure Form
The Levine Act (Government Code 84308) is a California law aimed at preventing “pay to play” practices by prohibiting parties, participants, and their agents in a proceeding involving a license, permit, or other entitlement from contributing more than $500 to an officer of the City during a 12-month period. The prohibition applies to any 12-month period while the proceeding is pending and for 12 months following the date a final decision is rendered in the proceeding.

State law requires a party to a proceeding to disclose any contributions exceeding an aggregate $500 that the party and their agents have made to an officer of the City within the preceding 12 months. The Disclosure Form is intended to assist City officials with recognizing when they have an obligation to disclose and recuse themselves, and to aid parties with their disclosure obligations.

1. To what sort of proceedings is the disclosure form applicable? The Levine Act applies to all discretionary entitlements and contracts, with the exception of labor contracts, personal employment contracts, and contracts that must be awarded to the lowest responsive/responsible bidder. It does not apply to ministerial approvals.

For instance, the Levine Act applies to the following:
x Building and development permits
x Conditional use permits
x Contracts generally (unless an exception applies):
o Real property contracts for purchase, sale, lease
o Contract amendments
o Settlement agreements
o Contracts for goods, services, professional services that are not awarded pursuant to a competitive process
x Public street abandonments
x Private development plans
x Professional license revocations
x Rezoning of specific real estate parcels
x Event permits
x Rulemaking procedures affecting a particular industry where only a small number of businesses are affected
x Special district formation proceedings involving the creation of a special use or benefit to the person in the district
x Tentative subdivision and parcel maps

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x Zoning variances
x Vacation of a public easement across private property x Pre-applications, such as for General Plan Amendment, considered by the legislative body prior to filing of formal application
x Contracts entered under the City Manager’s Authority
x Closed session items that may result in a contract/settlement agreement approved by Council (real estate or litigation)
It does not apply to:
x Contracts under $50,000
x Contracts where no party receives financial compensation x Contracts between two or more public agencies
x Competitively bid contracts that are required by law, agency policy, or agency rule to be awarded pursuant to a competitive process
x Purely ministerial decisions
x General policy decisions or rules where the interests affected are many and diverse
x Ordinances and resolutions (except items like development agreements adopted by ordinance)
x Ballot measures
x Departmental policies
x Council rules
x Labor contracts and project labor agreements
x Personal employment contracts
x Allocation of resources in the City budget

2. Who is required to disclose?
A “party” to a proceeding is any person who files an application for, or is the subject of, a proceeding. In general, a person or company who applies for a permit, license, or right to use property in a particular way, which requires the City’s discretionary approval, will qualify as a party.

Parties are also required to disclose contributions by their agents. An “agent” is someone who (1) represents a party to a proceeding for compensation; and (2) appears before or otherwise communicates with the City for the purpose of influencing the pending proceeding. This can include law firms, architects, engineers, consultants, and similar entities. Both the individual and their employer or firm are considered “agents.” A party should also disclose contributions of other entities majority owned by the party, as well as contributions of any other entity whose contributions it directs or controls.

3. What must be disclosed?
A party must disclose campaign contributions over $250 made in the prior twelve months.

A “contribution” is anything of value for which the party has not received full consideration, including money, nonmonetary items, payments made for advertising or

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Packet Pg. 154 Attachment: ADD-TO: Revised Levine Form_Life-Assist 2025 (7266 : Increase NTE for Medical Supplies)

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other expenses coordinated with a candidate or committee, loans, tickets to political fundraisers, etc.

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Packet Pg. 155 Attachment: ADD-TO: Revised Levine Form_Life-Assist 2025 (7266 : Increase NTE for Medical Supplies) City Council
Report
City Council Meeting: October 14, 2025
Agenda Item: 4.H
1 of 6
To: Mayor and City Council
From: Heather Averick, Director, Housing and Human Services Department Subject: Adoption of Affordable Housing Production Program Fee Resolutions Recommended Action
Staff recommends that the City Council:

1. Adopt the attached Resolution increasing the Affordable Housing Unit Base Fee by 2.7 percent for new market-rate apartments and condominiums (Attachment A).

2. Adopt the attached Resolution increasing the Affordable Housing Unit Development Cost by 2.7 percent (Attachment B).

3. 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
A key element of Santa Monica’s strategy to increase housing affordability is requiring market-rate housing developers to assist with creating affordable housing. Developers must either construct residences that are affordable to low- and moderate-income households or pay a fee, which is used to subsidize affordable housing built by developers. The City calculates and publishes adjustments to the Affordable Housing Unit Base Fee and Affordable Housing Unit Development Cost on an annual basis, to keep pace with changes in land and construction costs.

The calculation methodology approved by City Council uses a combination of the annual change in median condominium sale prices in Santa Monica as a proxy measure for land cost changes and the change in construction costs based upon the Engineering News Record’s (ENR) Construction Cost Index specific to the Los Angeles area. The

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land cost and construction cost factors are weighted based on development cost data for the two most recently completed or under construction multi-family affordable developments financed by the City.

The Affordable Housing Unit Base Fee is applicable for those market-rate development that select to pay the in-lieu fees under the AHPP Off-site Affordable Housing Pilot Incentive Program as adopted by City Council in August 12, 2025. (Attachment C) Background
Based on 2024 sales data compiled using Los Angeles County Assessor and Recorder data (Attachment D), the weighted change for the City in median condominium sale prices from 2023 to end of year 2024 is 0.3 percent. Condominium sale prices in Santa Monica had decreased in 2023 by 2.9 percent; a result of the market correction after increasing by 10.3 percent in 2022.

The ENR Construction Cost Index increased 3.7 percent between March 2024 and March 2025 (Attachment E). A land cost inflation weight of 29.3 percent and construction cost inflation weight of 70.7 percent results in a 2.7 percent increase. The table below summarizes the annual adjustment formula calculation.

The new Affordable Housing Unit Base Fee and Affordable Housing Unit Development Cost would be 2.7 percent higher than the existing amounts. If approved, the new amounts would become effective December 1, 2025. The table below summarizes the adjustments in previous years.

Historical Annual Adjustment Rate
2016 2017 2018 2019 2020 2021 2022 2023 2024 2025

3.6% 5.0% 5.0% 2.2% 0.0% -2.7% 10.2% 5.8% 6.1% 2.7%
Discussion

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The Affordable Housing Production Program (AHPP), Chapter 9.64 of the City’s Municipal Code, implements Proposition R, which establishes that not less than thirty percent of all newly constructed multi-family housing in the City annually must be affordable to low- and moderate-income households for at least 55 years. The AHPP requires developers of new market-rate multi-family housing to contribute to affordable housing goals by designating a portion of a development’s total residences as affordable housing, constructing affordable housing off-site, designating land for affordable housing development, or paying an affordable housing fee, in accordance with the following formulas:

1. Affordable housing unit base fee x floor area of multi-family project

2. Multi-family projects with fractional affordable housing units of less than 0.50 based upon the formulas established in Section 9.64.050: Affordable Housing Unit Development cost x fractional percentage.

When the formula calculation for required affordable residences results in a fraction of less than 0.50, the obligation can be satisfied by payment of a fee based upon the Affordable Housing Unit Development Cost. For example, if a development is required to provide 4.7 units of affordable housing, the developer is required to designate four affordable residences and pay 0.5 times the Affordable Housing Unit Development Cost to satisfy the requirement associated with the fraction.

Annual Fee Adjustments
Section 9.64.070 of the AHPP provides that the Affordable Housing Unit Base Fee and the Affordable Housing Unit Development Cost shall be adjusted annually by Council resolution based on changes in construction and land costs. The fee adjustment methodology is detailed in Section 2 of the AHPP Administrative Guidelines (Attachment F) and reflects the methodology approved by Council in 2006. The fees are adjusted based on two factors: 1) changes in construction costs as measured by the

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ENR Construction Cost Index, and 2) changes in land costs measured by using the proxy of change in median condominium sales prices.

The table below summarizes the changes in these two factors since 2024, and the calculation results in a 2.7 percent increase in 2025:

Fee Description 2024
Amount
2025
Amount
%
Change
Affordable Housing Unit Base Fee –
Apartments (per square foot) $43.91 $45.10 2.7%
Affordable Housing Unit Base Fee –
Condominiums (per square foot) $51.30 $52.69 2.7%
Affordable Housing Unit Development
Cost $460,747 $473,187 2.7%
The proposed Resolutions, Attachments A and B, would adjust the fees accordingly, effective December 1, 2025. Details of the calculations prepared by staff for the Affordable Housing Unit Base Fee and the Affordable Housing Unit Development Cost are provided in Attachment D and Attachment E. The revenue implications resulting from the proposed fee adjustments are anticipated to be minimal, as fee revenues depend on development activity in any given year.

On September 11, 2025, the City published notice in the Santa Monica Daily Press of this hearing and the availability of the staff analyses. The City republished this notice on September 30, 2025. Copies of these analyses have been available in the City Clerk's Office for public review since September 11, 2025.

Past Council Actions
October 8, 2024
(Attachment G)
The previous annual adjustment increasing the fees by 6.1 percent.

June 13, 2006
(Attachment H)
City Council approved the methodology for ascertaining changes in these costs and thereby calculating the adjustment.

July 21, 1998
(Attachment I)
The AHPP was adopted by the City Council and has been
periodically amended, as necessary.

Environmental Review

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The new Affordable Housing Unit Base Fee and Affordable Housing Unit Development Cost is exempt from the provisions of CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines (common sense exception) 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 new rate reflects annual fee adjustments, and therefore, it can be seen with certainty that there is no possibility that the new rates may have a significant effect on the environment.

Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the recommended action. The proposed rate change in the Affordable Housing Unit Base Fee and Unit Development Cost is expected to increase annual revenues by approximately $12,440 per apartment compared to last year, depending on development activity levels. Revenues will be deposited in account 10420002.415300.

The Department will monitor the revenue activity. Budget adjustments would be incorporated in the FY 2025-26 Midyear Budget or future budget, if needed.

Prepared By: Brittany Aguirre, Policy And Performance Analyst Approved Forwarded to Council
Attachments:

A. Affordable Unit Fees Resolution
B. Affordable Development Cost
C. August 12, 2025 Staff Report (Web Link)
D. Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee
E. Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Development Cost

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F. AHPP Administrative Guidelines
G. October 8, 2024 Staff Report (Web Link)
H. June 13, 2006 Staff Report (Web Link)
I. July 21, 1998 Staff Report (Web Link)

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Attachment A
1 City Council Meeting: 14-2025 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MONICA AUTOMATICALLY ADJUSTING

THE AFFORDABLE HOUSING UNIT BASE FEE FOR

NEW MARKET-RATE MULTIFAMILY DEVELOPMENT PURSUANT TO
SANTA MONICA MUNICIPAL CODE SECTION 9.64.070(B) BASED ON

CHANGES IN CONSTRUCTION COSTS AND LAND COSTS
WHEREAS, on November 8, 2005, the City Council amended Santa Monica Municipal Code Section 9.56.070, now renumbered Section 9.64.070, to provide that commencing on July 1, 2006, the Affordable Housing Unit Base Fee shall be automatically adjusted annually by City Council resolution based on changes in construction costs and land costs; and
WHEREAS, in order to implement the Council’s decision, staff formulated a specific method of measuring changes in construction costs and land costs; and WHEREAS, this proposed methodology was detailed in an April 24, 2006 letter prepared by Paul S. Silvern of HR&A Advisors, Inc. (“HR&A”) on behalf of the City and approved by the Council on June 13, 2006; and
WHEREAS, pursuant to this methodology, on June 27, 2006, the City Council adopted Resolution No. 10149 (CCS) which established an affordable housing unit base

4.H.a
Packet Pg. 162 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
2 fee for condominiums of $28.15 per square foot and an affordable housing unit base fee for apartments of $24.10 per square foot; and
WHEREAS, pursuant to this methodology, on July 24, 2007, the City Council adopted Resolution No. 10229 (CCS) which incrementally adjusted these base fees by $1.41 per square foot for new market rate condominiums and $1.21 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on July 23, 2008, the City Council adopted Resolution No. 10329 (CCS) which incrementally adjusted these base fees by $1.33 per square foot for new market rate condominiums and $1.14 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on September 8, 2009, the City Council adopted Resolution No. 10422 (CCS) which incrementally adjusted these base fees by $0.80 per square foot for new market rate condominiums and $0.69 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on September 28, 2010, the City Council adopted Resolution No. 10529 (CCS) which incrementally decreased these base fees by $0.41 per square foot for new market rate condominiums and $0.35 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on June 14, 2011, the City Council adopted Resolution No. 10578 (CCS) which incrementally adjusted these base fees by

4.H.a
Packet Pg. 163 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
3 $0.66 per square foot for new market rate condominiums and $0.56 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on September 11, 2012, the City Council adopted Resolution No. 10705 (CCS) which incrementally adjusted these base fees by $0.26 per square foot for new market rate condominiums and $0.22 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 27, 2013, the City Council adopted Resolution No. 10763 (CCS) which incrementally adjusted these base fees by $0.26 per square foot for new market rate condominiums and $0.22 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 26, 2014, the City Council adopted Resolution No. 10833 (CCS) which incrementally adjusted these base fees by $2.34 per square foot for new market rate condominiums and $2.00 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 25, 2015, the City Council adopted Resolution No. 10902 (CCS) which incrementally adjusted these base fees by $1.71 per square foot for new market rate condominiums and $1.46 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 23, 2016, the City Council adopted Resolution No. 10985 (CCS) which incrementally adjusted these base fees by

4.H.a
Packet Pg. 164 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
4 $1.31 per square foot for new market rate condominiums and $1.13 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 8, 2017, the City Council adopted Resolution No. 11069 (CCS) which incrementally adjusted these base fees by $1.89 per square foot for new market rate condominiums and $1.62 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 14, 2018, the City Council adopted Resolution No. 11130 (CCS) which incrementally adjusted these base fees by $1.99 per square foot for new market rate condominiums and $1.70 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 13, 2019, the City Council adopted Resolution No. 11191 (CCS) which incrementally adjusted these base fees by $0.92 per square foot for new market rate condominiums and $0.79 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on August 24, 2021, the City Council adopted Resolution No. 11356 (CCS) which incrementally decreased these base fees by $1.15 per square foot for new market rate condominiums and $0.99 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on October 25, 2022, the City Council adopted Resolution No. 11478 (CCS) which incrementally decreased these base fees

4.H.a
Packet Pg. 165 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
5 by $1.15 per square foot for new market rate condominiums and $0.99 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on October 10, 2023, the City Council adopted Resolution No. 11549 (CCS) which incrementally increased these base fees by $2.27 per square foot for new market rate condominiums and $2.65 per square foot for new market rate apartments; and
WHEREAS, pursuant to this methodology, on October 8, 2024, the City Council adopted Resolution No. 11620 (CCS) which incrementally increased these base fees by $2.27 per square foot for new market rate condominiums and $2.65 per square foot for new market rate apartments; and
WHEREAS, Resolution No. 10149 (CCS), Resolution No. 10229 (CCS), Resolution No. 10329 (CCS), Resolution No. 10422 (CCS), Resolution No. 10529 (CCS), Resolution No. 10578 (CCS), Resolution No. 10705 (CCS), Resolution No. 10763 (CCS), Resolution No. 10833 (CCS), Resolution No. 10902 (CCS), Resolution No. 10985 (CCS), Resolution No. 11069 (CCS), Resolution No. 11130 (CCS), Resolution No. 11191 (CCS), and Resolution No. 11356 (CCS), Resolution No. 11478(CCS), Resolution No. 11549(CCS), and Resolution No. 11620(CCS) thereby established an affordable housing unit base fee for condominiums of $51.30 per square foot and an affordable housing unit base fee for apartments of $43.91; and

4.H.a
Packet Pg. 166 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
6 WHEREAS, in accordance with Santa Monica Municipal Code Section 9.64.070 and the City Council’s approved methodology, staff has calculated the required incremental adjustment to these base fees based on the changes to construction costs and land costs that have occurred since the adjustment undertaken last year; and WHEREAS, on September 11, 2025, the City published a notice that at the October 14, 2025 City Council meeting, the City Council would consider a proposed resolution to incrementally adjust the affordable housing fee that private developers pay to the City for the production of affordable housing based on this methodology and that the staff analysis was available for review in the City Clerk’s Office; and WHEREAS, the City republished this notice on September 30, 2025; and WHEREAS, a copy of staff’s analysis has been available in the City Clerk’s Office for public review September 11, 2025; and
WHEREAS, based on this analysis, an increase in the amount of $1.19 per square foot of the current Affordable Housing Unit Base Fee of $45.10 for apartments and an increase in the amount of $1.39 per square foot of the current Affordable Housing Unit Base Fee of $52.69 for condominiums would be appropriate,

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. The current Affordable Housing Unit Base Fee for new market rate condominiums of $51.30 per square foot established by Resolution No. 10149 (CCS), Resolution No. 10229 (CCS), Resolution No. 10329 (CCS), Resolution No. 10422

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Packet Pg. 167 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
7 (CCS), Resolution No. 10529 (CCS), Resolution No. 10578 (CCS), Resolution No. 10705 (CCS), Resolution No. 10763 (CCS), Resolution No. 10833 (CCS), Resolution No. 10902 (CCS), Resolution No. 10985 (CCS), Resolution No. 11069 (CCS), Resolution No. 11130 (CCS), Resolution No. 11191 (CCS), Resolution No. 111356 (CCS) Resolution No. (CCS) 11478, and Resolution 11620(CCS) shall be increased by $1.39 per square foot of floor area.

SECTION 2. The current Affordable Housing Unit Base Fee for new market rate apartment of $43.91 per square foot established by Resolution No. 10149 (CCS), Resolution No. 10229 (CCS), Resolution No. 10329 (CCS), Resolution No. 10422 (CCS), Resolution No. 10529 (CCS), Resolution No. 10578 (CCS), Resolution No. 10705 (CCS), Resolution No. 10763 (CCS), Resolution No. 10833 (CCS), Resolution No. 10902 (CCS), Resolution No. 10985 (CCS), Resolution No. 11069 (CCS), Resolution No. 11130 (CCS), Resolution No. 11191, Resolution No. 111356 (CCS), Resolution No. (CCS) 11478, Resolution 11549 (CCS), and Resolution 11620 (CCS) shall be increased by $1.19 per square foot of floor area.

SECTION 3. Resolution No. 10149 (CCS), Resolution No. 10229 (CCS), Resolution No. 10329 (CCS), Resolution No. 10422 (CCS), Resolution No. 10529 (CCS), Resolution No. 10578 (CCS), Resolution No. 10705 (CCS), Resolution No. 10763 (CCS), Resolution No. 10833 (CCS), Resolution No. 10902 (CCS), Resolution No. 10985 (CCS), Resolution No. 11069 (CCS), Resolution No. 11130 (CCS), Resolution No. 11191 (CCS), Resolution No. 11356 (CCS), Resolution No. (CCS) 11478, Resolution 11549 (CCS), and Resolution 11620 (CCS) shall remain in full force and effect and shall not be superseded or altered by this resolution in any way.

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Packet Pg. 168 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) Attachment A
8 SECTION 4. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect on December 1, 2025.

APPROVED AS TO FORM:
________________________________
Heidi von Tongeln, Interim City Attorney

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Packet Pg. 169 Attachment: Affordable Unit Fees Resolution [Revision 3] (7262 : AHPP In Lieu Fees) 1 City Council Meeting: 10-14-2025 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MONICA AUTOMATICALLY ADJUSTING

THE AFFORDABLE HOUSING UNIT DEVELOPMENT COST PURSUANT
TO SANTA MONICA MUNICIPAL CODE SECTION 9.64.070(C)

BASED ON CHANGES IN CONSTRUCTION COSTS AND LAND COSTS
WHEREAS, on June 13, 2006, the City Council amended Santa Monica Municipal Code Section 9.56.070, now renumbered Section 9.64.070, to provide that the City’s affordable housing unit development cost shall be established by resolution and that commencing on July 1, 2007, the affordable housing unit development cost shall be automatically adjusted annually by City Council based on changes in construction costs and land costs; and
WHEREAS, Santa Monica Municipal Code Section 9.64.020 defines “affordable housing unit development cost” as “the City’s average costs to develop a unit of housing affordable to 30% income households, 50% income households, 80% income households or moderate-income households;” and
WHEREAS, in order to implement the Council’s decision that the affordable housing unit development cost be adjusted based on changes in land and construction

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Packet Pg. 170 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) 2 costs, staff formulated a specific method of measuring changes in construction costs and land costs; and
WHEREAS, this proposed methodology was detailed in an April 24, 2006 letter prepared by Paul S. Silvern of HR&A Advisors, Inc. (“HR&A”) on behalf of the City and approved by the Council on June 13, 2006; and
WHEREAS, pursuant to this methodology, on July 24, 2007, the City Council adopted Resolution No. 10230 (CCS) which established an affordable housing unit development cost of $265,632; and
WHEREAS, pursuant to this methodology, on July 23, 2008, the City Council adopted Resolution No. 10330 (CCS) which incrementally adjusted this unit development cost by $11,953; and
WHEREAS, pursuant to this methodology, on September 8, 2009, the City Council adopted Resolution No. 10423 (CCS) which incrementally adjusted this unit development cost by $7,217; and
WHEREAS, pursuant to this methodology, on September 28, 2010, the City Council adopted Resolution No. 10530 (CCS) which incrementally decreased this unit development cost by $3,702; and
WHEREAS, pursuant to this methodology, on June 14, 2011, the City Council adopted Resolution No. 10579 (CCS) which incrementally adjusted this unit development cost by $5,903; and

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Packet Pg. 171 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) 3 WHEREAS, pursuant to this methodology, on September 11, 2012, the City Council adopted Resolution No. 10706 (CCS) which incrementally adjusted this unit development cost by $2,296; and
WHEREAS, pursuant to this methodology, on August 27, 2013, the City Council adopted Resolution No. 10764 (CCS) which incrementally adjusted this unit development cost by $2,314; and
WHEREAS, pursuant to this methodology, on August 26, 2014, the City Council adopted Resolution No. 10834 (CCS) which incrementally adjusted this unit development cost by $20,996; and
WHEREAS, pursuant to this methodology, on August 25, 2015, the City Council adopted Resolution No. 10903 (CCS) which incrementally adjusted this unit development cost by $15,318; and
WHEREAS, pursuant to this methodology, on August 23, 2016, the City Council adopted Resolution No. 10986 (CCS) which incrementally adjusted this unit development cost by $11,805;
WHEREAS, pursuant to this methodology, on August 8, 2017, the City Council adopted Resolution No. 11070 (CCS) which incrementally adjusted this unit development cost by $16,987; and
WHEREAS, pursuant to this methodology, on August 14, 2018, the City Council adopted Resolution No. 11131 (CCS) which incrementally adjusted this unit development cost by $17,836; and

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Packet Pg. 172 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) 4 WHEREAS, pursuant to this methodology, on August 13, 2019, the City Council adopted Resolution No. 11192 (CCS) which incrementally adjusted this unit development cost by $8,240; and
WHEREAS, pursuant to this methodology, on August 24, 2021, the City Council adopted Resolution No. 11357 (CCS) which incrementally decreased this unit development cost by $10,335; and
WHEREAS, pursuant to this methodology, on October 25, 2022, the City Council adopted Resolution No. 11479 (CCS) which incrementally increased this unit development cost by $37,991; and
WHEREAS, pursuant to this methodology, on October 10, 2023, the City Council adopted Resolution No. 11550 (CCS) which incrementally increased this unit development cost by $23,806; and
WHEREAS, pursuant to this methodology, on October 8, 2024, the City Council adopted Resolution No. 11621 (CCS) which incrementally increased this unit development cost by $26,490; and
WHEREAS, Resolution No. 10230 (CCS), Resolution No. 10330 (CCS), Resolution No. 10423 (CCS), Resolution No. 10530 (CCS), Resolution No. 10579 (CCS), Resolution No. 10706 (CCS), Resolution No. 10764 (CCS), Resolution No. 10834 (CCS), Resolution No. 10903 (CCS), Resolution No. 10986 (CCS), Resolution No. 11070 (CCS), Resolution No. 11131 (CCS), Resolution No. 11192 (CCS), Resolution No. 11357 (CCS),

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Packet Pg. 173 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) 5 and Resolution No. 11479 (CCS) Resolution 11550 (CCS) and Resolution 11621 (CCS) thereby established an affordable housing unit development cost of $460,747; and WHEREAS, in accordance with Santa Monica Municipal Code Section 9.64.070 and the City Council's approved methodology, staff has calculated the required incremental adjustment to the unit development cost based on the changes to construction costs and land costs that have occurred since the adjustment undertaken last year; and
WHEREAS, on September 11, 2025, the City published a notice that at the October 14, 2025 City Council meeting, the City Council would consider a proposed resolution to adjust the affordable housing unit development cost that private developers may pay to the City for the production of affordable housing based on this methodology and that the staff analysis was available for review in the City Clerks Office; and WHEREAS, the City republished this notice on September 30, 2025; and WHEREAS, a copy of staff’s analysis has been available in the City Clerk’s Office for public review since September 11, 2025; and
WHEREAS, based on this analysis, an increase in the amount of $12,440 to the current affordable housing development cost of $473,187 would be appropriate,

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

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Packet Pg. 174 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) 6 SECTION 1. The current Affordable Housing Unit Development Cost of $460,747established by Resolution No. 10230 (CCS), Resolution No. 10330 (CCS), Resolution No. 10423 (CCS), Resolution No. 10530 (CCS), Resolution No. 10579 (CCS), Resolution No. 10706 (CCS), Resolution No. 10764 (CCS), Resolution No. 10834 (CCS), Resolution No. 10903 (CCS), Resolution No. 10986 (CCS), Resolution No. 11070 (CCS), Resolution No. 11131 (CCS), Resolution No. 11192 (CCS), Resolution No. 11357 (CCS), Resolution No. 11479 (CCS), Resolution No. 11550 (CCS), and Resolution No. 11621 shall be increased by $12,440.

SECTION 2. Resolution No. 10230 (CCS), Resolution No. 10330 (CCS), Resolution No. 10423 (CCS), Resolution No. 10530 (CCS), Resolution No. 10579 (CCS), Resolution No. 10706 (CCS), Resolution No. 10764 (CCS), Resolution No. 10834 (CCS), Resolution No. 10903 (CCS), Resolution No. 10986 (CCS), Resolution No. 11070 (CCS), Resolution No. 11131 (CCS), Resolution No. 11192 (CCS), Resolution No. 11357 (CCS), Resolution No. 11479 (CCS), Resolution No. 11550 (CCS), and Resolution No. 11621 (CCS) shall remain in full force and effect and shall not be superseded or altered by this resolution in any way.

SECTION 3. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect on December 1, 2025.

APPROVED AS TO FORM:
________________________________
Heidi von Tongeln, Interim City Attorney

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Packet Pg. 175 Attachment: Affordable Development Cost [Revision 3] (7262 : AHPP In Lieu Fees) Memorandum
To: City Council
From: Heather Averick, Director of Housing and Human Services Department RE: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee
This memo summarizes the results of applying the annual adjustment calculation methodology adopted by the City to establish the Affordable Housing Unit Base Fee pursuant to Santa Monica Municipal Code Section 9.64.070.B (“the affordable housing unit base fee shall be adjusted [annually] based on changes in constructions costs and land costs.”). This methodology was approved by the Santa Monica City Council at a public hearing on June 13, 2006, based on the recommendation of HR&A in a letter to City staff dated April 24, 2006. A copy of the April 24, 2006 letter is included for reference as Attachment A hereto. The City Council approved the last annual increase for FY 2024-25 using this methodology when it adopted Resolution No. (CCS) on October 8, 2024.

For the construction cost inflation component of the calculation approach, the Engineering News Record’s (ENR) Construction Cost Index specific to the Los Angeles metro area is utilized, because it is updated monthly and is readily available via the Internet by subscription. The applicable index change was 3.7 percent measured between March 2025 (the current budget adoption year) and March 2024, as compared with a 9.7percent change between March 2024 and March2023.

Although there is no comparable index for inflation in land cost, the City-adopted method uses the weighted average annual change in median condominium sale prices, by Zip Code, as a proxy measure for land cost changes measured for the immediately preceding calendar year. Based on our analysis of 2024 sales data compiled by the consultant company RSG, from Los Angeles County Assessor

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Packet Pg. 176 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee [Revision 1] (7262 : AHPP In Lieu records, the weighted average change for the City during 2024 was 0.3 percent, as compared with a negative 2.7 percent during 2023.

The relative balance between land cost inflation (based on changes in median condo prices) and construction costinflation(basedonaconstructioncostindex) continues to be based on development cost data for the two most recently completed and/or under-construction multi-family affordable developments assisted by the City. For the current analysis, the two City-assisted projects are 1834-1848 14th Street and 1413 Michigan. The City-adopted calculation approach uses a simple average of the ratio between land purchase price and the sum of land cost and hard construction cost to derive the land value percentage (29.3%).

The inverse of the land value percentage is the construction cost share (70.7%).

Table 1, on the following page, presents the annual adjustment calculation establishing the Affordable Housing Unit Base Fee for FY 2025-26. It shows that a weighted average inflation index using this City Council-approved approach results in a 2.7 percent annual increase (as compared with a 6.1 percent adjustment for FY 2024-25):
▪ $45.10 per square foot for apartment developments (an increase of $1.19per square foot from the FY 2024-25 Fee).
▪ $52.69 per square foot for condominium developments (an increase of $1.39 per square foot from the FY 2024-25 Fee); and
The results of the calculations shown in Table 1 will be the basis for a Resolution changing the Affordable Housing Base Fee for FY 2025-26.

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Packet Pg. 177 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee [Revision 1] (7262 : AHPP In Lieu

ATTACHMENT A
April 24, 2006 HR&A Letter re: Annual Adjustment
Methodology

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Packet Pg. 178 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee [Revision 1] (7262 : AHPP In Lieu

4.H.d
Packet Pg. 179 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Base Fee [Revision 1] (7262 : AHPP In Lieu Memorandum
To: City Council
From: Heather Averick, Director of Housing and Human Services Department Re: Proposed FY 2025-26 Annual Adjustment for the Affordable Housing Unit Development Cost
This memo summarizes the results of applying an annual adjustment to the Affordable Housing Unit Development Cost pursuant to Santa Monica Municipal Code (SMMC) Section 9.64.070.C (“. . . Commencing on July 1, 2007 and on July 1st of each fiscal year thereafter, the City’s affordable housing unit development cost shall be adjusted based on changes in construction costs and land costs . . .”). The inflation methodology is the same as that used to produce annual adjustments for the Affordable Housing Unit Base Fee, pursuant to SMMC Section

9.64.070.B. That methodology was approved by the Santa Monica City Council at a public hearing on June 13, 2006, based on the recommendation of HR&A in a letter to City staff dated April 24, 2006. A copy of the April 24, 2006 letter is included for reference as Attachment A hereto.

SMMC Section 9.64.070.A.2 provides that developers of market rate multi-family housing are eligible to pay a fee equal to a fraction of an affordable unit when the number of units otherwise required by Section 9.64.050.D is less than 0.50. In such cases, the amount of the fee is equal to the City’s Affordable Housing Unit Development Cost multiplied by the fractional unit. The City’s AffordableHousing DevelopmentUnitCostisdefinedas theaveragecosttotheCity todevelopa unit of housing affordable to low- and moderate-income households. The Affordable Housing Unit Development Cost was originally estimated to be $239,949, as contained in the nexus study prepared by HR&A in 20051to support the imposition of the Affordable Housing Unit Base Fee. The amount of the 1 Hamilton, Rabinovitz & Alschuler, Inc., The Nexus Between New Market Rate Multi-Family Developments in the City of Santa Monica and the Need for Affordable Housing, 2005 Update, July 1, 2005, prepared for the City of Santa Monica.

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Packet Pg. 180 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Development Cost [Revision 2] (7262 : AHPP Affordable Housing Unit Development Cost is equal to the City’s total cost to developaunitofaffordablehousing(i.e., land,construction,professionalfeesand other “soft” costs and financing costs) minus the amount of construction loan that can be supported by the net operating income derived from operating a typical City-assisted affordable housing development. A 2005-2007 cumulative inflation increase forthe Affordable Housing Unit Development Cost to $265,632 using the approved methodology was adopted by the City Council when it approved Resolution No. 10230 (CCS) on July 24, 2007. The City Council approved the last annual increase for FY 2024-25 using this methodology when it adopted Resolution No. (CCS) on October 8, 2024.

3.7 percent measured between March 2025 (the current budget adoption year) and March 2024, as compared with a 9.7 percent change between March 2024 and March 2023.

Although there is no comparable index for inflation in land cost, the City-adopted calculation method uses the weighted average annual change in median condominiumsaleprices,byZIPCode, as a proxy measure forland cost changes measuredfortheimmediatelyprecedingcalendar year. Basedonouranalysisof 2024salesdatacompiledbyRSG fromLos AngelesCountyAssessor records, the weighted average change for the City during 2024 was 0.3 percent, as compared with a negative 2.9 percent increase during 2023.

The relative balance between land cost inflation (based on changes in median condo prices) and construction cost inflation (based on a construction cost index)continuestobebasedondevelopment cost data for the two most recently completed and/or under-construction multi-family affordable developments assisted by the City. For the current analysis, the two City-assisted projects are 1834-1848 14th Street and 1413 Michigan. The City-adopted calculation approach uses a simple average of the ratio between land purchase price and the sum of land cost and hard construction cost to derive the land value percentage (29.3%). The inverse of the land value percentage is the construction cost share (70.7%).

Table 1, on the following page, presents the annual adjustment calculation establishing the Affordable Housing Unit Development Cost for FY 2025-26. It shows that a weighted average inflation index using the City Council-approved approach results in a 2.7 percent annual increase (compared with a 6.1percent increase for FY 2024-25), to $473,187, which is a $12,440 increase per apartment

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Packet Pg. 181 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Development Cost [Revision 2] (7262 : AHPP compared with the FY 2024-25 Housing Unit Cost.

The results of the calculations shown in Table 1 will be the basis for a Resolution changing the Affordable Housing Unit Development Cost for FY 2025-26.

ATTACHMENT A
April 24, 2006 HR&A Letter re: Annual Adjustment
Methodology

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Packet Pg. 182 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Development Cost [Revision 2] (7262 : AHPP

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Packet Pg. 183 Attachment: Proposed FY 2025-26 Annual Automatic Adjustment for the Affordable Housing Unit Development Cost [Revision 2] (7262 : AHPP Administrative Guidelines
Affordable Housing Production Program

AFFORDABLE HOUSING PRODUCTION PROGRAM

ADMINISTRATIVE GUIDELINES

CITY OF SANTA MONICA
(Pursuant to Chapter 9.64 of the Municipal Code)
Prepared by
The City of Santa Monica Housing Division
Approved by City Council April 12, 2016

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Packet Pg. 184 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
i
Table of Contents

1. Introduction ................................................................................................................ 1

2. Fee Methodology........................................................................................................ 2 A. Establishment and Periodic Adjustment of Base Fee............................................. 2 B. Affordable Housing Unit Development Cost ........................................................... 3

3. On-Site Affordable Residence Option ........................................................................ 4

4. Off-Site Affordable Residence Option ........................................................................ 4 A. One-Quarter Mile Radius Maximum....................................................................... 5 B. Exceptions to the One-Quarter Mile Radius Maximum........................................... 5 C. Evidence of Site Control......................................................................................... 6 D. Simultaneous Development of Off-Site Affordable Residences ............................. 7

5. Land Acquisition Option ............................................................................................. 7 A. Eligible Land Parcels.............................................................................................. 7 B. Evidence of Site Control....................................................................................... 10 C. Conveyance of the Site ........................................................................................ 10 D. Simultaneous Conveyance of Land or Option...................................................... 12 E. Eligible Non-Profit Affordable Housing Developer................................................ 12

6. For-Sale Affordable Residence Requirements ......................................................... 13 A. Establishment of the Initial Sales Price ................................................................ 13 B. Re-Sale of an Affordable Residence to a Subsequent Purchaser........................ 15 C. Subordination ………. .......................................................................................... 16 D. Default and Foreclosure....................................................................................... 16 E. Distribution of Insurance and Condemnation Proceeds ....................................... 16

7. Tenant and Purchaser Eligibility Procedures............................................................ 17 A. Priority Households .............................................................................................. 17 B. Persons Ineligible to Occupy an Affordable Residence........................................ 18 C. Establishment, Maintenance, and Update of Income-Qualified Tenants and Purchasers List .................................................................................................... 20 D. Tenant Income Increases, Initial Ineligibility and Advance Notice to City............. 25

8. Adjustments or Waivers ........................................................................................... 28

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Packet Pg. 185 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
ii

ATTACHMENTS
1-A Municipal Code Section 9.64 – Affordable Housing Production Program 1-B AHPP Options Comparison Table
2-A Fee Adjustment Methodology
2-B Current Base Fees for Apartment and Condominium Projects 3-A Affordable Residences Table - Condominium Projects w/4+ Residences in Multifamily Zones
3-B Incentives Table – Affordable Housing Developers
3-C Extremely-Low, Very-Low, Low and Moderate Income Levels 3-D Maximum Allowable Rents
3-E Deed Restriction Sample
4-A Affordable Housing Eligibility List Sample Application 4-B Waiting List Referral Form Sample

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Packet Pg. 186 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
1 1. Introduction
These Administrative Guidelines provide guidance on the implementation of the City’s Affordable Housing Production Program, Chapter 9.64 of the Santa Monica Municipal Code (“AHPP”) (see Attachment 1-A for a complete copy of the AHPP). The AHPP was originally adopted by the City Council on July 21, 1998. It has been amended on several occasions since then. The AHPP gives developers of multi-family housing a variety of options for satisfying the City’s affordable housing requirements. The precise options vary depending on the housing type and location of the housing being produced.

All new multi-family housing developments of two or more residences, including multifamily housing that is part of commercial or other developments, must comply with Chapter 9.64 unless specifically exempted by the terms of Chapter 9.64. See Attachment 1-B for a comparison table on the various options for complying with Chapter 9.64. The AHPP implements Proposition R. Approved by Santa Monica voters in November, 1990, Proposition R requires that not less than 30 percent of all newly constructed multi-family residential housing in the City each year be permanently affordable to, and occupied by, low- and moderate-income households.

Section 2 of these Guidelines describes the Fee Methodology. Section 3 provides information about the number of affordable residences required and the development incentives associated with the On-Site Option. The remaining sections expand upon the AHPP and provide additional requirements regarding the Off-Site Option (Section 4), the Land Dedication Option (Section 5), For-Sale Affordable Residences (Section 6), the Tenant and Purchaser Eligibility Procedures (Section 7) and Adjustments or Waivers (Section 8).

Questions about how a particular multifamily project applicant shall satisfy the affordable housing obligation (pay a fee, build residences onsite or offsite, or provide land dedications) should be directed to either the City Planning Division at (310) 458-8341, or

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Packet Pg. 187 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
2 to the Planning Counter in Room 111 in City Hall. Questions about current maximum rents and sales price calculation, or Tenant Eligibility and Selection Procedures should be directed to staff in the Housing Division at (310) 458-8702.

2. Fee Methodology
One way to satisfy the affordable housing obligation is through payment of the Affordable Housing Unit Base Fee (§ 9.64.070). The amount of the Affordable Housing Unit Base Fee ("Base Fee") is based upon the floor area of the project. The floor area of the project, as defined in the Municipal Code § 9.04.02.030.315, is multiplied by the Base Fee in order to determine the total fee owed by each project. The proceeds from this Base Fee are deposited into a special City Trust Fund and used to facilitate the development of housing affordable to very low-income, low-income and moderate-income households. The Fee Option is not available for ownership projects of four or more residences in the City’s multi-family residential zones.

A. Establishment and Periodic Adjustment of Base Fee
The Base Fee is set by a Resolution of the City Council (See Municipal Code 9.64.070 (b)) and is subject to annual adjustment based on changes in land cost and construction cost. The methodology for making these annual adjustments was established by the City Council in June 2006. More specifically, construction cost inflation is established based on the Engineering News Record’s (ENR) Construction Cost Index, which is updated monthly and is readily available via the Internet. The methodology uses annual change in median condominium purchase prices as a proxy measure for land cost changes. The relative balance between land cost inflation (based on changes in median condo prices) and construction cost inflation (based on a construction cost index) is determined based on current development cost data for recently completed or construction-in-progress multi-family affordable developments assisted by the City. A detailed explanation of the annual adjustment methodology is provided in Attachment 2-A.

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Packet Pg. 188 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
3 There are different base fees for condominiums and apartment projects. Attachment 2- B contains the current Base Fee amounts for apartment and condominium projects.

B. Affordable Housing Unit Development Cost
The Affordable Housing Unit Development Cost is set by a Resolution of the City Council (See Municipal Code 9.64.070(C)) and is subject to annual adjustment based on changes in land cost and construction cost. The methodology for making these annual adjustments was established by the City Council in June 2006 and is the same methodology used in adjusting the Affordable Housing Unit Base Fee described in Section (3)(A). The Affordable Housing Unit Development Cost is the average cost to the City to develop a residence of housing affordable to low- and moderate-income households. The Affordable Housing Production Program provides that when developers of market rate multi-family housing are providing affordable residences on- or off-site, and the calculation of the number of affordable residences required results in a fractional residence, these developers are eligible to pay a fee equal to the cost of producing that fractional residence based on the Affordable Housing Unit Development Cost if that fraction is less than 0.75. See Attachment 2-A.

Example (6-residence condominium project)
6 X .20 = 1.2 affordable housing residences
1 residence would be constructed on-site
Fee payment of 0.2 X $327,927 = $65,585.40

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Packet Pg. 189 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
4 3. On-Site Affordable Residence Option
Another way to satisfy the affordable housing requirements of Chapter §9.64 is by constructing affordable residences on the same site as the proposed new multi-family project (See § 9.64.050). Ownership projects or 4 or more residences in multifamily zones must provide affordable residences either onsite or offsite (See § 9.64.040). All housing developments that provide onsite affordable residences in accordance with the AHPP are entitled to a bonus over the maximum allowable number of residences on the site (i.e., density bonus) or a development bonus (commercial/industrial zones) and incentives (See Section 9.64.050[I] and Section 9.22). This includes all residences for sale or rent such as:
• Substantial remodel and conversion of commercial buildings to residential residences
• Substantial remodel of residential buildings
• Condos and apartments
Attachment 3-A provides a table indicating the minimum number of affordable residences required in an ownership project in a multifamily zone and the fractional portion of a residence that may be paid as a fee. Attachment 3-B provides information on density bonus and other development incentives allowed when providing onsite affordable residences. Attachments 3-C and 3-D provide information on the most current income eligibility and rent limits. Attachment 3-E provides an example of an “Agreement Imposing Restrictions on Real Property” between the City and a developer regarding a project containing affordable housing residences.

4. Off-Site Affordable Residence Option
This section of the Guidelines specifies certain additional requirements concerning the location of the Off-Site Affordable Residences, site control, and concurrent development of the market-rate project and the off-site residences.

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Packet Pg. 190 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
5 A. One-Quarter Mile Radius Maximum
Except as provided below, the alternative site for the Off-Site Affordable Residences shall be located within a one-quarter mile radius of the parcel on which the market rate residences are proposed, and within the boundaries of the City. (SMMC § 9.64.060(C)) The outer limit of this one-quarter mile radius area shall be determined by the Planning and Community Development Department. The Department’s method for so doing shall be similar to the method used for determining the area within which written notice of a pending development permit is given. Specifically, on a map of City parcels, the project applicant shall submit as part of the project application a set of one-quarter mile radii from the corners of the parcel on which the market rate residences will be constructed. Any multi-family parcel or commercial parcel on which multi-family housing is a permitted use, located, in whole or in any part, within these intersecting one-quarter mile radii is an eligible parcel for development of Off-Site Affordable Residences.

B. Exceptions to the One-Quarter Mile Radius Maximum
The maximum one-quarter mile radius requirement may be waived by majority vote of the City Planning Commission (whose decision shall be appealable to the City Council), based upon substantial evidence demonstrating that the location of Off-Site Affordable Residences more than one-quarter mile from the site of the market rate residences, but still within the City limits, better accomplishes the goals of the City’s zoning and planning regulations, including maximizing affordable housing production and dispersing affordable housing throughout the City. (SMMC § 9.64.060(F)) The project applicant shall have the burden of demonstrating why a location for the OffSite Affordable Residences of more than one-quarter mile from the market rate residences better accomplishes the City’s affordable housing objectives. In making its determination, the Planning Commission shall consider the recommendations of the Planning Director and the Housing Manager on the petition. An application for an exception to the one-quarter mile radius shall be submitted as part of the planning

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6 application for any other discretionary approvals on the project that are within the purview of the Planning Commission.

By way of example, but not by limitation, factors that may justify the special exception include:
• No Available Sites. There are no multi-family or suitably zoned non-residential parcels within the strict boundaries of the one-quarter mile radius that can accommodate the required number of Affordable Off-Site Residences. • Dispersal of Affordable Residences. The alternative location makes it possible to locate Off-Site Affordable Residences throughout the City. • More Affordable Residences. The size, price or other characteristics of the alternative site results in a project that yields more affordable residences than the project would yield if it were located within the strict limits of the one-quarter mile radius.
• Deeper Level of Affordability. The size, price or other characteristics of the alternative location makes it possible to offer the Off-Site Affordable Residences to households at a lower household income level than would be possible within the strict limits of the one-quarter mile radius.

In no event, however, shall the Off-Site Affordable Residences be located outside a radius of one mile from the market rate residences. No more than five project exceptions to the one-quarter mile radius shall be approved in any one City fiscal year.

C. Evidence of Site Control
In order to exercise the Off-Site Affordable Residence Option, the applicant must provide evidence that the site is owned in fee or that an option to purchase, subject to City project approval, has been secured. (SMMC § 9.64.060(B)) Evidence of such site control (e.g.,

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7 copies of purchase or option agreements) shall be provided to the City as part of the project application package.

D. Simultaneous Development of Off-Site Affordable Residences All affordable housing residences in a multi-family project or a phase of a multi-family project shall be constructed concurrently with the construction of market rate residences in the multi-family project or phase of that project. No building permit for the market rate residences shall be issued until a building permit has been issued for the Off-Site Affordable Residences, and no final City construction permit sign-off or occupancy permit shall be granted for the market rate residences until final construction permit sign-off or occupancy permit has been granted for the Off-Site Affordable Residences. Off-Site Affordable Residences shall be offered for rent or sale, as applicable, prior to or concurrently with rental or sale of the market rate residences.

5. Land Acquisition Option
This section of the Guidelines specifies additional requirements for exercising the Land Acquisition Option.

A. Eligible Land Parcels
Only land parcels meeting the following minimum characteristics shall be eligible under the Land Acquisition Option:

1. Zoning
Land parcels eligible for conveyance to the City, or an eligible non-profit affordable housing developer, shall be located in a City multi-family housing, commercial or industrial district in which multi-family housing is a permitted use.

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8 2. Minimum Land Value
For sites dedicated to the City, or an eligible non-profit affordable housing developer, the fair market value of the parcel(s) shall be at least equal to the amount of the Affordable Housing Production Fee that would otherwise apply were the market rate project applicant to elect that option under Chapter 9.64 instead of the Land Acquisition Option. The fair market value of the parcels proposed under this Option shall be supported by an estimate of value prepared by a qualified real estate appraiser, subject to the City’s reasonable review of the appraisal. For situations involving option payments, rather than conveyance of land in fee, see below. For below market rate sales, or option transfers, see below.

3. Site Characteristics
The parcel shall satisfy the following minimum criteria:
- 6,000 square feet
- Can be developed with at least 4 dwelling units
- Free of characteristics that would make it difficult or impossible to develop in a timely manner (i.e., irregular shape, excessive sloping, soil or other contamination, adjacent to incompatible land use)
A Phase I environmental evaluation report shall be required before any parcel can be considered for conveyance.

4. One-Quarter Mile Radius Maximum
Except as provided below, the land parcel(s) proposed to be conveyed to the City, or an eligible non-profit affordable housing developer, shall be located within a onequarter mile radius of the parcel on which the market rate residences are proposed and within the City limits. (SMMC § 9.64.080) The outer limits of this one-quarter mile radius area shall be determined by the Planning and Community Development Department. The Department’s method for so doing shall be similar to the method used for determining the area within which written notice of a pending development permit is given. Specifically, on a map of City parcels, the project applicant shall

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9 draw a set of one-quarter mile radii from the corners of the parcel on which the market rate residences will be constructed. Any multi-family parcels located, in whole or in any part, within these intersecting one-quarter mile radii is an eligible parcel for the Land Acquisition option.

5. Exceptions to the One-Quarter Mile Radius Maximum
The maximum one-quarter mile radius requirement may be waived by majority vote of the City Planning Commission (whose decision shall be appealable to the City Council), based upon substantial evidence demonstrating that the location of land more than one-quarter mile from the site of the market rate residences better accomplishes the goals of the City’s zoning and planning regulations, including maximizing affordable housing production and dispersing affordable housing throughout the City. (SMMC § 9.64.080)
The project applicant shall have the burden of demonstrating why a proposed site more than one-quarter mile from the market rate residences (but still within the City limits) better accomplishes the City’s affordable housing objectives. In making its determination, the Planning Commission shall consider the recommendations of the Planning Director, the Housing Manager, and the Housing Commission. An application for an exception to the one-quarter mile radius shall be processed simultaneously with any other discretionary approvals on the project that are within the purview of the Planning Commission.

By way of example, but not by limitation, factors that may justify the special exception include:
 No Available Sites. There are no multi-family parcels within the strict boundaries of the one-quarter mile radius that are suitable for multi-family development.  Dispersal of Affordable Residences. The alternative location makes it possible to locate affordable housing throughout the City.

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Packet Pg. 195 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
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10  More Affordable Residences. The size, price or other characteristics of the alternative site could result in an affordable housing project that yields more affordable residences than would otherwise be required under the On-Site Affordable Residences option or the Off-Site Affordable Residences option in Ordinance 1918.
 Deeper Level of Affordability. The size, price or other characteristics of the alternative location makes it possible to offer affordable residences to households at a lower household income level than would be possible within the strict limits of the one-quarter mile radius.

In no event, however, shall the Land Acquisition Option apply to a site located outside a radius of one mile from the market rate residences. No more than five project exceptions to the one-quarter mile radius maximum shall be approved in any one City fiscal year.

B. Evidence of Site Control
In order to exercise the Land Acquisition Option, the market rate multi-family project applicant shall provide evidence, subject to reasonable City approval, that the site to be conveyed to the City, or an eligible non-profit affordable housing developer, is owned in fee by the applicant, or that an option to purchase has been secured. Evidence of such site control, including a current title report, and a copy of the option or lease agreement, if applicable, shall be included as part of the application for the market rate project.

C. Conveyance of the Site
An eligible site, or option to purchase an eligible site, shall be conveyed to the City, or an eligible non-profit affordable housing developer, as follows:

1. Fee Title Transfer
The site shall be sold or dedicated to the City or to a qualified non-profit housing developer free of any encumbrances, contractual, physical or financial, that would

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11 prevent it from being developed in a timely way by the City, or a qualified non-profit housing developer, for affordable multi-family housing.

If the site is dedicated to the City, or to an eligible non-profit affordable housing developer at no cost, the City shall provide reasonable cooperation as may be requested to help the applicant secure any state or federal tax credit for which such a dedication may be eligible.

If the site is sold to the City, or to an eligible non-profit affordable housing developer at below market rate, the difference between the fair market value and the below market sale price must be at least equal to the amount of the Affordable Housing Production Fee otherwise due, if that option had been selected by the project applicant.

2. Option to Purchase
If the market rate project applicant secures an option for another site to fulfill the Land Acquisition Option, the option must have a minimum term of six months and clearly state that the option may be transferred to a third party, such as the City or a qualified non-profit housing developer, under the same terms and conditions, including the agreed upon purchase price. A copy of the option agreement and a current title report shall be included with the application for the market rate project.

Any costs incurred by applicant to maintain the option from the date of project application through successful transfer of the option to the City or to a qualified non-profit developer shall be the responsibility of the applicant. If the sum of the applicant’s out-of-pocket option-related expenses, from date of project application through conveyance of the option, is less than the amount of the Affordable Housing Production Fee Option, these costs will be treated as a credit against the Affordable Housing Production Fee that would otherwise be due the City under that Chapter 9.64 option. The applicant shall pay any difference to the City as a reduced Affordable Housing Production Fee. The applicant shall provide the City a full accounting of all option payments and out-of-pocket option-related costs

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12 eligible for offset against the Affordable Housing Production Fee amount, which accounting shall be subject to reasonable City review and approval.

The land offered for option must have the following minimum site characteristics:
- 6,000 square feet
- Can be developed with at least 4 dwelling units
- Free of characteristics that would make it difficult or impossible to develop (i.e., irregular shape, excessive sloping, soil or other contamination, adjacent to incompatible land use)
A Phase I environmental evaluation report shall be required before any parcel can be considered for option.

The City shall exercise reasonable discretion in considering the option. The land option must be consistent with all City funding requirements, including the Consolidated Rental Housing Trust Fund Guidelines.

D. Simultaneous Conveyance of Land or Option
Conveyance of land or an option to purchase land to the City or an eligible non-profit affordable housing developer, pursuant to Chapter 9.64, shall be completed prior to the City’s final sign-off on construction permits for the market rate residences, or issuance of a certificate of occupancy, whichever occurs first.

E. Eligible Non-Profit Affordable Housing Developer
Dedication of land, below market rate sale of land or transfer of an option to purchase may be made either to the City or an “eligible non-profit affordable housing developer.” For purposes of the Land Acquisition Option of Chapter 9.64, an eligible not-profit affordable housing developer is a private, non-profit corporation with: (1) a current exemption under Section 501(c)(3) of the U.S. Internal Revenue Code; (2) a certificate of good standing from the Secretary of State in which the organization is incorporated; (3) has the development of housing affordable to low-income households as one of its

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13 principle missions; and (4) has been approved by the City Housing Manager, based on reasonable review of the organization’s record of performance developing multi-family housing affordable to low-income households. The non-profit affordable housing developer intended as the recipient of land pursuant the Land Acquisition Option must be identified as part of the project application.

6. For-Sale Affordable Residence Requirements
In the event that the affordable residences required under either the On-Site Affordable Residence Option or the Off-Site Affordable Residence Option are intended to be for-sale residences, rather than rentals, the following rules shall apply.

A. Establishment of the Initial Sales Price
The developer shall establish the initial sales price for the affordable residence so that the Total Monthly Housing Costs for the purchaser do not exceed the following formula:

Area Median Income x 110% x Bedroom Adjustment x 35% / 12. Total Housing Cost includes mortgage principal and interest, property taxes, property insurance, homeowners’ association dues and mortgage insurance, if applicable Area Median Income is defined in SMMC Section 9.64.020(K) and determined periodically by the United States Department of Housing and Urban Development for the Los Angeles area.

The Bedroom Adjustment Factors are:
0 Bedroom 0.7 3 Bedrooms 1.0
1 Bedroom 0.8 4 Bedrooms 1.08
2 Bedrooms 0.9

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14 The conventional financing shall conform to all of the following terms:

Loan Term: 30 Years
Interest Rate: Fixed
Minimum Down payment: 5%
Maximum Front End Debt-to-Income Ratio1: 38%
Maximum Back End Debt-to-Income Ratio2: 41%
The buyer must be income-qualified pursuant to Santa Monica Municipal Code Chapter

9.64 and this Agreement.

The actual price of the affordable residence will be a combination of the bank loan amount a buyer qualifies for plus the down payment provided by the buyer (consistent with the total monthly housing costs and the financing terms listed above). The lending criteria used by the private lender must be reasonable and customary and shall be subject to review and approval by the City Housing Division prior to completion of the purchase transaction. Moreover, any purchase price for an affordable residence underwritten with a back-end ratio of more than 41 percent (the maximum generally required by the secondary mortgage market) will also require review and reasonable approval by the City prior to completion of the purchase transaction.

1. Front End Ratio: ratio of total monthly housing costs (including mortgage principal and interest, property taxes, property insurance, homeowners’ association dues and mortgage insurance, if applicable) to total gross household income.

2. Back End Ratio: ratio of total monthly housing costs (including mortgage principal and interest, property taxes, property insurance, homeowners’ association dues and mortgage insurance, if applicable) plus other monthly payments on long-term household debt to gross household income.

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15 B. Re-Sale of an Affordable Residence to a Subsequent Purchaser

1. First Right of Refusal to the City
Throughout the 55-year period of the Agreement Imposing Restrictions on Real Property, the City shall have the first opportunity to purchase affordable for-sale residences created pursuant to the On-Site Affordable Residence Option or the Off-Site Affordable Residence Option (“Option to Purchase”). Owners wishing to sell their residences shall notify the City in writing at least 60 days before the residence is offered for sale to another qualifying party. The seller shall ensure that the residence is clean, in good repair and is available to be shown to prospective buyers. Any Option-related time periods in favor of the City shall be tolled until these conditions are met to the City’s reasonable satisfaction.

The City shall have 60 days to notify the seller of its intent to exercise the Option to Purchase, either by City purchase, by its designee (e.g., a non-profit affordable housing developer), or by referral of a qualified moderate-income buyer. (See below for the method for calculating the subsequent purchase price.) In the event that the City does not exercise the Option to Purchase, or an offer to purchase by the City or a qualified buyer is not accepted by the seller, the Option shall terminate and the owner may sell the residence to any income qualifying buyer at a price consistent with Section 6(B)(2) of these Guidelines. Seller shall only accept an offer by an income qualified buyer at a price consistent with Section 6(B)(2) of these Guidelines. Closing costs shall be divided between seller and buyer as is customary for like real estate transactions in Santa Monica at the time that escrow is opened.

2. Maximum Subsequent Selling Price
The resale price restriction will provide that the price for resale of the affordable residence shall be calculated using the same formula and factors set forth in Section 6(A).

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16 3. Continuous Use as a Primary Residence
Each purchaser of an affordable residence shall certify, prior to the close of escrow, in a form acceptable to the City that the residence is being purchased and shall be maintained as the purchaser’s primary residence. Failure of the purchaser to maintain eligibility for a homeowner’s exemption from property tax shall be construed as evidence that the residence is not the primary residence of the purchaser.

C. Subordination
At the request of the qualifying household’s lender, the City may subordinate the foregoing income eligibility and resale price restrictions to a first Deed of Trust at the time of purchase, provided that the Deed of Trust does not exceed the purchase price of the residence.

D. Default and Foreclosure
A Request for Notice of Default shall be recorded along with the Agreement Imposing Restrictions on Real Property. The Agreement will provide that any Notice of Default will constitute an owner’s Notice of Intent to Sell, and that the City may exercise its Option to Purchase. In the event that the City does not exercise its Option and the residence is foreclosed upon, proceeds of the foreclosure sale shall be used first to satisfy the lender’s lien(s), and any surplus proceeds, up to the amount that the owner would have received had there been no foreclosure, shall be paid to the owner. The remaining balance of any surplus shall be paid to the City for deposit into the Citywide Affordable Housing Trust Fund.

E. Distribution of Insurance and Condemnation Proceeds
In the event that the residence is destroyed and insurance proceeds are distributed to the low-income household owner instead of being used to rebuild, or in the event of liquidation of the homeowners’ association and distribution of the assets of the association to the members, including the owner, any surplus remaining after payment of encumbrances shall be distributed as set forth above with respect to default and foreclosure.

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17 7. Tenant and Purchaser Eligibility Procedures
Per Chapter 9.64, multi-family project applicants who have opted to satisfy the affordable housing obligation through the on-site or off-site option are required to fill vacant affordable residences by selecting income-eligible tenants from a City-developed list of income-qualified households, except if there are no qualified households on the Citydeveloped list or if the project applicant is developing ownership projects of four or more residences in the City's multi-family residential zones. Under these exceptions, the project applicant may choose themselves to select income-qualified households which shall be subject to eligibility certification by the City.

This section establishes priorities for eligibility to occupy On-Site Affordable Residences, describes categories of persons ineligible to occupy On-Site Affordable Residences, and outlines the procedures whereby the City Housing Division shall establish, maintain, and update the list of eligible tenants.

A. Priority Households
In establishing the list of households eligible to occupy affordable residences, the Housing Division shall adhere to the following priorities:
1) First Priority
Persons who have been permanently displaced or face permanent displacement from their housing residences in Santa Monica as a result of any of the following:
a) Ellis Act, owner-occupancy, or removal permit eviction b) Earthquake, fire, flood, or other natural disaster
c) Funding reductions in Santa Monica housing voucher assistance programs

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18 d) Governmental Action, such as Code enforcement
e) Closure of a mobile home park
2) Second Priority
Persons who are:
a) Residents of Santa Monica
b) Working in Santa Monica at least 36 hours per week
B. Persons Ineligible to Occupy an Affordable Residence Section 9.64 of the Municipal Code (see § 9.64.110(B)) specifically disqualifies the following categories of persons from occupying Affordable Residences:
- All employees and officials of the City or its agencies, authorities, or commissions who have, by virtue of their position, policy-making authority or influence over the implementation of the Affordable Housing Production Program, as well as the immediate relatives of employees of such City employees and officials. - The immediate relatives of the applicant or owner, including a spouse, child, parent, grandparent, brother, sister, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, sister-in-law, and brother-in-law.

Other parties disqualified from occupying affordable residences include:
- Tenants for whom the affordable residence will not be their sole residence.

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19 - Employees of the owner or the owner’s agents, including but not limited to employees of the property management company, except as required by law. An example of an exception would be a 100 percent affordable building that is required by law to provide onsite management, and must therefore use an affordable residence.
- Employees of any corporation or other entities where the owner has more than a 10 percent equity, participation, revenue, or ownership interest. - Immediate relatives, including a spouse, child, parent, grandparent, brother, sister, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, sister-in-law, and brother-in-law, of any other individual or entity with a financial interest in the property.
- Households where all adults are full-time students unless all members of the household meet all of the following criteria:
- Twenty-four years of age or older,
- Have lived separate from their parents for at least one year, - Are not claimed as a dependent pursuant to IRS regulations on any tax return for the most recent tax year, and
- The head of household provides written certification of all outside financial assistance.
- and at least one member of the household meets one of the following criteria:
- A veteran or active duty member of the U.S. military, - Have one or more legal dependents other than a spouse, - Live with a recognized disability,
- Be a graduate or professional student,
- Be married, or
- Have been an orphan or ward of the court through age 18.

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20 C. Establishment, Maintenance, and Update of Income-Qualified Tenants and Purchasers List
The Santa Monica Housing Division shall be responsible for preparing and maintaining an Eligibility List for this program and shall follow these Guidelines for preparing, maintaining, and updating the Eligibility List. Subject to the requirements below, the establishment, maintenance and update of the Eligibility List shall be generally modeled after the Housing Authority Administrative Plan with the Housing Division retaining the authority to adjust these protocols as appropriate for this local program.
1) Public Noticing Procedures
To create the Eligibility List, the Housing Division shall publish notices in newspapers circulated widely in Santa Monica, including newspapers that reach minority communities, at a minimum. At least one notice shall be published in a Spanish-language newspaper of general circulation. Examples of appropriate newspapers include the Santa Monica Daily Press, L.A. Times, La Opinion, and The Sentinel. The notices should briefly explain what affordable housing is, state the applicable income requirements, indicate how to apply for the Eligibility List, state when the application period opens and closes, indicate priorities for eligible occupants, and provide a telephone number for questions.

Applications may require name, address, telephone number, household size, income, date of birth, information relevant to program priorities, and applicant’s signature.
2) Creating the Eligibility List
The Housing Division shall create an Eligibility List using the information provided on the applications received, including name, household size, income, age, residency, place of employment (if applicable), priority status, and

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21 any other relevant information. Additionally, the Eligibility List will include households on any existing waiting list who indicated their intent to be included in the Eligibility List after being contacted by the Housing Division. Households will be drawn from the Eligibility List as affordable residences become available or in anticipation of affordable residences becoming available in the near future and shall be income qualified for use in referrals for available affordable residences.
3) Eligibility List and Referral Process
Each time affordable residences become available for occupancy, the owner and the Housing Division shall follow these procedures:
a) At least 90 days prior to issuance of a Certificate of Occupancy by the City for newly developed residences, or within 5 business days of notice of tenant vacation in existing developments, owners shall notify the City of the number and type (affordability level, number of bedrooms, ownership or rental) of residences available.
b) Within 20 business days of notice by the owner, the City shall provide the owner with a Referral Form, for each household drawn from the Eligibility List, and provide at least five names for each residence available.

Additional names may be provided to the owner upon request, subject to availability.
c) Owners shall directly contact the persons on the Referral Forms provided by the City. Owners shall give applicants at least 5 business days to submit a completed application. Owners who are not able to fill vacant residences from the Referral Forms provided may request additional names from the City. Additional names will be provided within 5 business days, subject to availability.

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22 d) Owners shall conduct all further screening and selection of applicants. All applicable State Fair Housing laws must be observed.
e) Candidates on the City’s Eligibility List may be referred up to a maximum of five times, except in cases involving a reasonable accommodation. After the fifth referral, candidate names will be removed from the Eligibility List. 4) Updating the Eligibility List
a) Periodic Update: The Eligibility List shall be periodically updated at least every two years. Letters shall be sent to all households on the Eligibility List requesting verification of all information, including name, address, place of residency, place of employment (if applicable), and continued interest in staying on the list. Eligibility List households shall be given two weeks to respond. At the end of the two week period, the names of households who have failed to respond shall be taken off the Eligibility List. The Eligibility List shall also be updated to incorporate any changes in status (place of residency, eligibility for priority status, etc.) for each applicant. b) Emergency Additions to Eligibility List: At any time, even if the Eligibility List is closed, persons displaced from Santa Monica housing as set forth in Section 7(A)(1) of these Guidelines (i.e., “first-priority” households) will result in the automatic addition of that household to the Eligibility List with the applicable priority.
c) The City will provide a Referral Form to the owner for each household selected from the Eligibility List. The owner shall complete the Referral Form indicating whether a residence was offered to the household and whether the residence was accepted or refused. A sample Referral Form is provided in Attachment 4-B. If a residence was not offered because of a poor credit history or for any other reason, the owner will note this as well.

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23 The City will incorporate this information into the Eligibility List, but not disclose such information to other owners.
d) Households on the City’s Eligibility List will be referred only for those residences for which they qualify. For example, moderate income households will only be referred for vacancies in moderate income residences. Households on the City’s Eligibility List must report any changes to address, household size, Santa Monica residency, employment in Santa Monica, and/or, income to the Housing Division within 10 days of the change.
5) Persons Dependent Upon Income from Other Sources
Households on the City’s Eligibility List must report income from all sources.

Any households on the City’s Eligibility List receiving support, including tuition payments, rent payments, and/or, regular gifts, and/or any household who appears as a dependent upon the tax return of another individual must so disclose. In these cases, the income of the other party will be considered along with the income of the applicant/tenant household in determining eligibility. 6) Automatic Removal from Eligibility List
Applicant names will be removed immediately from the Eligibility List for:
a) Failure to appear for a scheduled qualification interview or prior to the interview time contact the Housing Division to arrange an alternate time or date, or
b) More than two refusals of offered residences, or
c) Misrepresentative statements on eligibility documentation, in qualification interview(s), or Informal Review, or
d) Failure to disclose dependent status or receipt of substantial support, or

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24 e) Acceptance of an affordable residence stemming from a Referral.

Households whose names are removed from the Eligibility List will also have their names removed from the Referral Form upon which their names appear.

Households whose names are removed from the Eligibility List shall be notified by mail at the address which they have supplied to the City. The reason for removal will be specified as part of the notification.
7) Appeal Process
a) Right to Appeal
The decision by the City to remove a name from the Eligibility List or from a Referral Form may be appealed. All appeals must be in writing and delivered to the Housing Division in person or by first class mail, by the close of the business day, no later than 10 business days from the date of the Housing Division’s notification of removal from the Eligibility List. b) Scheduling an Informal Review
Upon receipt of an appeal in writing, the Housing Division shall conduct an Informal Review. The Housing Division will schedule an Informal Review to take place within 10 days of receipt of the appeal. Once the Informal Review date is set, the appellant may reschedule only upon showing "good cause," which is defined as an unavoidable conflict seriously affecting the health, safety or welfare of the Appellant or his/her family.
c) Failure of Appellant to Appear for Informal Review
If the appellant does not appear at a scheduled Informal Review and has not rescheduled the Informal Review in advance, the appellant must contact the Housing Division within two working days. The Housing Division shall reschedule the Informal Review only if the appellant's absence was caused by medical emergency or incarceration. In this event, the Informal Review may be rescheduled only once.

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25 d) Conduct of the Informal Review
The informal review must be conducted by a person other than the one who made or approved the decision under review, or a subordinate of this person. The Appellant must be provided an opportunity to present written or oral objections to the decision to remove them from the Eligibility List and both the Appellant and the Housing Division have a right to present any information pertinent to the issue of the Informal Review. e) Notification of the Informal Review Decision
The Housing Division must notify the Appellant within 14 days of the decision regarding the Informal Review, including an explanation of the decision and the associated findings. This decision shall be final and not subject to further administrative review.

D. Tenant Income Increases, Initial Ineligibility and Advance Notice to City This subsection of the Guidelines provides protocols for changes in tenant income during occupancy, property owner and tenant responsibilities when tenant was not income eligible at the time of initial occupancy, and advance notice to the City regarding rent increases.
1) Tenant Income Increases
The published Maximum Allowable Income applies to the household from the day the tenant moves in through the first year of occupancy or the first annual recertification, whichever comes first. If after the first year of occupancy in an affordable apartment, or during the first annual recertification, the household income is found to exceed the maximum allowable income limit for the apartment, the tenant(s) may remain in the apartment as long as the household income does not exceed 140 percent of the income limit for the residence.

However, if the tenant’s income exceeds 140 percent of the income limit for the apartment, the following shall apply:

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26 a) If there is a vacant affordable apartment in the same building for which the household qualifies, the household will be offered that apartment, providing the move does not violate any other provisions of the law, including minimum occupancy requirements. If the relevant “Agreement Imposing Restrictions on Real Property” allows it, the property owner may also switch the affordability levels of the two apartments to prevent the household from having to move their belongings. The rent will then be adjusted to reflect the higher level of affordability.

If the household refuses to move to the higher affordability level apartment for which they qualify, or refuses to pay the higher rent, they will be provided with a one-year notice to vacate the apartment.

If, before the term of the notice has passed, the tenant recertifies the household income and they again qualify for the apartment, the one year notice to vacate will be rescinded.
b) If the previous section does not apply, and there is a vacant market-rate apartment of equal accommodations in the same building, the owner may designate the market-rate apartment as the affordable apartment. The rent in the formerly affordable apartment may then be raised to the market-rate for the apartment. However, this option cannot be chosen if the relevant “Agreement Imposing Restrictions on Real Property” specifically enumerates which apartments in the building are designated as the affordable apartments.
c) If neither of the two previous sections apply, the household will be provided with a one-year notice to vacate the apartment.
i) If, before the term of the notice has passed, a market-rate apartment becomes vacant in the same building, the tenant under notice to

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27 move will have first right of refusal to lease the market-rate apartment.
ii) If, before the term of the notice has passed, the tenant recertifies the household income and they again qualify for the apartment, the oneyear notice to vacate will be rescinded. 2) Initial Tenant Ineligibility
If during compliance monitoring by the City, or the property owner, it is determined that the tenant’s income exceeded the income limit for the residence at the time the tenant initially moved into the residence, the tenant shall be given a 90-day notice to vacate the residence. Notwithstanding the above, if the tenant would qualify for an affordable apartment targeted to a higher affordability level and such a vacant residence is available within the subject property, then the tenant may be allowed to move to that vacant residence, subject to Section 7(D)(3) below. 3) Property Owner to Pay for Relocation
When it is determined that a tenant’s income exceeded the income limit for an affordable residence at initial occupancy, then it shall be the property owner’s responsibility to pay the costs directly associated with relocating the tenant to another residence within Santa Monica or adjacent area, unless the tenant misrepresented pertinent information to obtain the residence. Such costs would include packing/unpacking, moving/movers and utility connection fees, but would not include the differential in rent between the affordable (AHPP) residence and new residence.
4) Notice to City of Rent Increases
A property owner must provide a 30-day advanced written notice to the City before issuing a rent increase notice to a tenant. The information provided in the property owner’s notice to the City shall include the residence identification, tenant name, affordability level of the residence (i.e., extremely low-, very low-, low- or moderateincome) current rent, amenities included in rent (e.g., parking, water, trash),

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28 proposed rent, and proposed rent start date. The City will have 30-days upon which to review the proposed rent increase and notify the property owner of any objections before the property owner may issue a rent increase notice to a tenant.

In the absence of any other, more stringent, rent increase limitations on the property, the rent of an affordable apartment shall not be increased by more than five percent in any twelve month period, up to the published maximum allowable rent.

8. Adjustments or Waivers
The AHPP authorizes a project applicant to request an adjustment or waiver of the AHPP based on a showing that applying the requirements of this Chapter would effectuate an unconstitutional taking of property or otherwise have an unconstitutional application to the property.

To receive an adjustment or waiver, the applicant must submit an application to the Director of Housing and Economic Development, or his/her designee, at the time the applicant files a multi-family project application. The applicant bears the burden of presenting substantial evidence to support the request and set forth in detail the factual and legal basis for the claim, including all supporting technical documentation.

In making a determination on an application to adjust or waive the requirements of this Chapter, the Director of Housing and Economic Development, or City Council on appeal, may assume each of the following when applicable:
(1) The applicant is subject to the affordable housing requirement of this Chapter; (2) The applicant will benefit from the inclusionary incentives set forth in this Chapter and the City’s Municipal Code;

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29 (3) The applicant will be obligated to provide the most economical affordable housing residences feasible in terms of construction, design, location and tenure.

The Director of Housing and Economic Development must make a written decision within ninety days after a complete application is filed. The Director’s decision may be appealed to the City Council if such appeal is filed within fourteen consecutive calendar days from the date of the decision.

If the Director of Housing and Economic Development, or City Council responding to an appeal of the Director’s decision, determines that applying the requirements of this Chapter would effectuate an unconstitutional taking of property or otherwise have an unconstitutional application to the property, the affordable housing requirements shall be adjusted or waived to reduce the obligations under this Chapter to the extent necessary to avoid an unconstitutional result. If an adjustment or waiver is granted, any change in the use within the project shall invalidate the adjustment or waiver. If the Director, or City Council on appeal, determines that no violation of the United States or California Constitutions would occur through the application of this Chapter, the requirements of this Chapter shall remain fully applicable.

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30 ATTACHMENTS
1-A Municipal Code Chapter 9.64 (Subject to Amendments) 1-B AHPP Options Comparison Table
2-A Fee Adjustment Methodology
2-B Current Base Fees for Apartment and Condominium Projects (Adjusted Annually) 3-A Affordable Residences Table - Condominium Projects w/4+ Residences in Multifamily Zones
3-B Development Incentives Table
3-C Very Low, Low and Moderate Income Levels (Adjusted Annually) 3-D Maximum Rents (Adjusted Annually)
3-E Sample of Deed Restrictions
4-A Sample Application for Affordable Housing Waiting List 4-B Referral Status Form

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ATTACHMENT 1-A
Municipal Code Chapter 9.64
Chapter 9.64 AFFORDABLE HOUSING PRODUCTION PROGRAM

9.64.010 Findings and Purpose
The City’s affordable housing production program requires developers of market rate multifamily developments to contribute to affordable housing production and thereby help the City meet its affordable housing need. As detailed in the findings supporting the ordinance codified in this Chapter, the requirements of this Chapter are based on a number of factors including, but not limited to, the City’s long-standing commitment to economic diversity; the serious need for affordable housing as reflected in local, state, and federal housing regulations and policies; the demand for affordable housing created by market rate development; the depletion of potential affordable housing sites by market-rate development; and the impact that the lack of affordable housing production has on the health, safety, and welfare of the City’s residents including its impacts on traffic, transit and related air quality impacts, and the demands placed on the regional transportation infrastructure. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.020 Definitions
The following words or phrases as used in this Chapter shall have the following meanings:

A. 30% Income Household means a household whose gross income does not exceed the 30% income limits applicable to the Los Angeles-Long Beach Primary Metropolitan Statistical Area, adjusted for household size, as published and periodically updated by HUD.

B. 50% Income Household means a household whose gross income does not exceed 50% of the area median income, adjusted for household size, as published and periodically updated by HUD. 50% income households include 30% income households.

C.80% Income Household means a household whose gross income does not exceed 80% of the area median income, adjusted for household size, as published and periodically updated by HUD. 80% income households include 50% income households.

D.Adjusted for Household Size means 70% adjustment for a household of one person, 80% adjustment for a household of two persons, 90% adjustment for a household of three persons, 100% adjustment for a household of four persons, 108% adjustment for a household of five persons, 116% adjustment for a household of six persons, 124% adjustment for a household of seven persons, 132% adjustment for a household size of eight persons. For households of more than eight persons, adjustments shall be made in accordance with applicable HUD regulations.

E. Adjusted for Household Size Appropriate for the Unit means for a household of one person in the case of a studio unit, two persons in the case of a one-bedroom unit, three

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persons in the case of a two-bedroom unit, four persons in the case of a three-bedroom unit, and five persons in the case of a four-bedroom unit.

F. Affordable Housing Fee means a fee paid to the City by a multi-family project applicant pursuant to Section 9.64.070 of this Chapter to assist the City in the production of housing affordable to 30% income households, 50% income households, 80% income households, and moderate-income households.

G.Affordable Housing Unit means a housing unit developed by a multi-family project applicant pursuant to Section 9.64.050 or 9.64.060 of this Chapter which will be affordable to 30% income households, 50% income households, 80% income households, or moderate-income households.

H.Affordable Housing Unit Development Cost means the City’s average cost to develop a unit of housing affordable to 30% income households, 50% income households, 80% income households or moderate income households.

I. Affordable Ownership Housing Cost. Affordable ownership housing cost means: For moderate income households whose gross incomes exceed the maximum income limits for 80% income households, affordable housing cost shall not be less than 28 percent of the gross income of the household, nor exceed the product of 35 percent times 110 percent of the area median income adjusted for household size appropriate for the unit.

J. Affordable Rent. Affordable rent means:

1. For 30% income households, the product of 30 percent times 30 percent of the area median income adjusted for household size appropriate for the unit.

2. For 50% income households, the product of 30 percent times 50 percent of the area median income adjusted for household size appropriate for the unit.

3. For 80% income households whose gross incomes exceed the maximum incomes for 50% income households, the product of 30 percent times 60 percent of the area median income adjusted for household size appropriate for the unit.

4. For moderate income households, the product of 30 percent times 110 percent of the area median income adjusted for household size appropriate for the unit.

For purposes herein, affordable rent shall be adjusted as necessary to be consistent with pertinent Federal or State statutes and regulations governing Federal or State assisted housing.

K. Area Median Income or AMI. Area median income or AMI means the median family income published from time to time by HUD for the Los Angeles-Long Beach Metropolitan Statistical Area.

L. Dwelling Unit. One or more rooms, designed, occupied or intended for occupancy as separate living quarters, with full cooking, sleeping and bathroom facilities for the exclusive use of a single household. Dwelling unit shall also include single-room occupancy units as defined in Santa Monica Municipal Code Section 9.52.020 or any successor thereto.

M. Floor Area. Floor area as defined in Santa Monica Municipal Code Section 9.52.020 or any successor thereto.

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N.Gross Income. Gross income has the same meaning as provided in Title 25, Section 6914 of the California Code of Regulations, as amended from time to time, in accordance with law.

O.HCD. The California Department of Housing and Community Development or its successor.

P. Housing Cost. Housing cost has the same meaning as provided in Title 25, Section 6920 of the California Code of Regulations, as amended from time to time in accordance with law.

Q.HUD. The United States Department of Housing and Urban Development or its successor.

R.Income Eligibility. Income eligibility is based upon the gross income of the household, including the income of all wage earners, elderly or disabled family members, and all other sources of household income.

S. Market Rate Unit. A dwelling unit as to which the rental rate or sales price is not restricted by this Chapter.

T. Moderate Income Household means a household whose gross income exceeds the maximum income for an 80% income household and whose gross income does not exceed the lesser of: (i) 120% of the area median income, adjusted for household size, as published and periodically updated by HCD or (ii) twice the income limit for 50% income households, adjusted for household size, as published and periodically updated by HUD.

U.Multi-family Project. A multi-family residential development, including but not limited to apartments, condominiums, townhouses or the multi-family residential component of a mixed use project, for which City permits and approvals are sought.

V. Multi-family Project Applicant. Any person, firm, partnership, association, joint venture, corporation, or any entity or combination of entities which seeks City development permits or approvals to develop a multi-family project.

W. Multi-family Residential District. Any district designated in the Santa Monica Zoning Ordinance as a multi-family residential district.

X.Parcel. Parcel as defined in Santa Monica Municipal Code Section 9.52.020 or any successor thereto.

Y. Rent. Rent has the same meaning as provided in Title 25, Section 6918 of the California Code of Regulations, as amended from time to time in accordance with law.

Z. Vacant Parcel. A parcel in a multi-family residential district that has no residential structure located on it as of August 20, 1998 or which had a residential structure located on it on that date which was subsequently demolished pursuant to a demolition order of the City. No demolition of structures shall be permitted except in accordance with Santa Monica Municipal Code Chapter 9.25 et seq. or any successor thereto. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

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9.64.030 Applicability of Chapter
A.The obligations established by this Chapter shall apply to each multi-family project involving the construction of two or more multi-family units, which project has not received its ministerial or discretionary planning approvals including, without limitation: variances, conditional use permits, administrative approvals, development review permits, and development agreement ordinances which have not yet become effective (collectively, “Approvals”) on or before July 26, 2013. No building permit shall be issued for any multifamily project unless such construction has been approved in accordance with the standards and procedures provided for by this Chapter. Notwithstanding the above, a multifamily rental housing project that will be developed by a nonprofit housing provider receiving financial assistance through one of the City’s housing trust fund programs shall not be subject to the requirements of this Chapter so long as the project is an affordable housing project meeting the requirements of Santa Monica Municipal Code Section

9.52.020 or any successor thereto and the project’s affordability obligations will be secured by a regulatory agreement, memorandum of agreement, or recorded covenant with the City for a minimum period of fifty-five years.

B. Multi-family projects which have received Approvals prior to the effective date of this ordinance shall be subject to the provisions of Santa Monica Municipal Code Section

9.64.010 et seq., as they existed on the date of their approvals, except that pricing requirements for affordable housing units shall be published by the City on an annual basis instead of adoption by resolution of the City Council.

C.A designated landmark building or contributing structure to an adopted Historic District that is retained and preserved on-site as part of a multi-family project shall not be considered or included in assessing any of the requirements under this Chapter. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.040 Affordable Housing Obligation
A.Except as provided in Section 9.23.030(A), all multi-family project applicants shall comply with the requirements of this Chapter in the following manner:

1. Multi-family project applicants for multi-family ownership projects of four or more units in multi-family residential districts shall choose one of the two following options:
a. Providing affordable housing units on-site in accordance with Section

9.64.050;
b. Providing affordable housing units off-site in accordance with Section

9.64.060.

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2. In addition to the options established in subsections (1)(a) and (b), all other multifamily project applicants may also choose one of the following options:
a. Paying an affordable housing fee in accordance with Section 9.64.070; b. Acquiring land for affordable housing in accordance with Section

9.64.080.

B.A multi-family project application will not be determined complete until the applicant has submitted a written proposal which demonstrates the manner in which the requirements of this Chapter will be met. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.050 On-Site Option
The following requirements must be met to satisfy the on-site provisions of this Chapter:

A.For ownership projects of at least four units but not more than fifteen units in multi-family residential districts, the multi-family project applicant agrees to construct at least: (1) twenty percent of the total units as ownership units for moderate-income households, or as an alternative; (2) twenty percent of the total units as rental units for 80% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2); (3) ten percent of the total units as rental units for 50% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2); or (4) five percent of the total units as rental units for 30% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2).

B.For ownership projects of sixteen units or more in multi-family residential districts, the multi-family project applicant agrees to construct at least: (1) twenty-five percent of the total units as ownership units for moderate-income households, or as an alternative; (2) twentyfive percent of the total units as rental units for 80% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2); fifteen percent of the total units as rental units for 50% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2); or (4) ten percent of the total units as rental units for 30% income households if these rental units are provided by the applicant in accordance with Civil Code Sections 1954.52(b) and 1954.53(a)(2).

C.For all other multi-family applicants, the multi-family project applicant agrees to construct at least:

1. Five percent of the total units of the project for 30% income households;

2. Ten percent of the total units of the project for 50% income households;

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3. Twenty percent of the total units of the project for 80% income households; or

4. One hundred percent of the total units of a project for moderate income households.

D.Except as provided in Section 9.23.030(A), any fractional affordable housing unit that results from the formulas of this Section that is 0.75 or more shall be treated as a whole affordable housing unit (i.e., any resulting fraction shall be rounded up to the next larger integer) and that unit shall also be built pursuant to the provisions of this Section. Any fractional affordable housing unit that is less than 0.75 can be satisfied by the payment of an affordable housing fee for that fractional unit only pursuant to Section 9.64.070(A)(4) or by constructing all the mandatory on-site affordable units with three or more bedrooms.

The City shall make available a list of income levels for 30% income households, 50% income households, 80% income households, and moderate income households, adjusted for household size, the corresponding maximum affordable rents adjusted by household size appropriate for the unit, and the minimum number of units required for 30% income households, 50% income households, or 80% income households required for typical sizes of multi-family projects, which list shall be updated periodically.

E.The multi-family project applicant may reduce either the size or interior amenities of the affordable housing units as long as there are not significant identifiable differences between affordable housing units and market rate units visible from the exterior of the dwelling units; provided, that all dwelling units conform to the requirements of the applicable Building and Housing Codes. However, except as provided in Section

9.23.030(A), each affordable housing unit provided shall have at least two bedrooms unless:

1. The proposed project comprises at least ninety-five percent one bedroom units, excluding the manager’s unit, in which case the affordable housing units may be one bedroom;

2. The proposed project comprises at least ninety-five percent zero bedroom units, excluding the manager’s unit, in which case the affordable housing units may be zero bedroom units;

3. The proposed project comprises zero and one bedroom units, excluding the manager’s unit, in which case the affordable housing units must be at least one bedroom units; or

4. The multi-family project applicant has elected not to pay the affordable housing fee pursuant to Section 9.64.070(A)(4), in which case the affordable housing units must be at least three bedroom units. The design of the affordable housing units shall

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be reasonably consistent with the market rate units in the project. An affordable housing unit shall have a minimum total floor area, depending upon the number of bedrooms provided, no less than the following:
0 bedrooms 500 square feet 1 occupant
1 bedroom 600 square feet 1 occupant
2 bedrooms 850 square feet 2 occupants
3 bedrooms 1,080 square feet 3 occupants
4 bedrooms 1,200 square feet 5 occupants
Affordable housing units in multi-family projects of one hundred units or more must be evenly disbursed throughout the multi-family project to prevent undue concentrations of affordable housing units.

F. All affordable housing units in a multi-family project or a phase of a multi-family project shall be constructed concurrently with the construction of market rate units in the multifamily project or phase of that project.

G.On-site affordable housing units must be rental units in rental projects. In ownership projects, these affordable housing units may be either rental units or ownership units.

H.Each multi-family project applicant, or his or her successor, shall submit an annual report to the City identifying which units are affordable units, the monthly rent (or total housing cost if an ownership unit), vacancy information for each affordable unit for the prior year, verification of income of the household occupying each affordable unit throughout the prior year, and such other information as may be required by City staff.

I. A multi-family project applicant in a residential district who meets the requirements of this Section shall be entitled to the density bonuses and incentives provided by Section

9.22.020 or any successor thereto and Section 9.22.030 or any successor thereto and the waiver/modification of development standards provided by Section 9.22.040 or any successor thereto. A multi-family project applicant in a commercial or industrial district shall be entitled to the development bonuses and incentives provided in the Land Use and Circulation Element and implementing ordinances.

J. All residential developments providing affordable housing on-site pursuant to the provisions of this Section shall receive priority building department plan check processing by which housing developments shall have plan check review in advance of other pending developments to the extent authorized by law.

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K.The City Council may by resolution establish compliance monitoring fees which reflect the reasonable regulatory cost to the City of ensuring compliance with this Section when affordable housing units are being initially rented or sold, when the required annual reports are submitted to the City, and when the units are being re-sold or re-leased. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.060 Off-Site Option
The following requirements must be met to satisfy the off-site option of this Chapter:

A.The multi-family project applicant for ownership projects of four or more units in multifamily residential districts shall agree to construct twenty-five percent more affordable housing units than number of affordable housing units required by Section 9.64.050(A) and (B).

B.For all other multi-family project applicants, the applicant shall agree to construct the same number of affordable housing units as specified in Section 9.64.050(C).

C.The multi-family project applicant shall identify an alternate site suitable for residential housing which the project applicant either owns or has site control over (e.g., purchase agreement, option to purchase, lease) subject to City review to ensure that the proposed development is consistent with the City’s housing objectives and projects.

D.The off-site units shall be located within a one-quarter mile radius of the market rate units.

E.The off-site units shall satisfy the requirements of subsections (D) through (J) of Section

9.64.050.

F. The off-site units shall not count towards the satisfaction of any affordable housing obligation that development of the alternative site with market rate units would otherwise be subject to pursuant to this Chapter.

G.Exceptions to the location of the off-site units specified in this Section may be granted by the Planning Commission on a case-by-case basis upon a showing by the multi-family project applicant, based upon substantial evidence, that the location of off-site units in a location different from that specified in this Section better accomplishes the goals of this Chapter, including maximizing affordable housing production and dispersing affordable housing throughout the City.

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H.The City Council may by resolution establish compliance monitoring fees which reflect the reasonable regulatory cost to the City of ensuring compliance with this Section when affordable housing units are initially being rented or sold, when the required annual reports are submitted to the City, and when the units are being re-sold or re-leased. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.070 Affordable Housing Fee
A multi-family project applicant eligible to meet the affordable housing obligations established by this Chapter by paying an affordable housing fee shall pay the fee in accordance with the following requirements:

A.An affordable housing fee may be paid in accordance with the following formulas:

1. Affordable housing unit base fee x floor area of multi-family project;

2. Multi-family projects with fractional affordable housing units of less than 0.75 based on the formula established in Section 9.64.050:
(City’s affordable housing unit development cost) x (fractional percentage) B.For purposes of this Section, the affordable housing unit base fee shall be established by resolution of the City Council. Commencing on July 1, 2006 and on July 1st of each fiscal year thereafter, the affordable housing unit base fee shall be adjusted based on changes in construction costs and land costs. The amount of the affordable housing fee that the multi-family project applicant must pay shall be based on the affordable housing unit base fee resolution in effect at the time that the affordable housing fee is paid to the City.

C.For purposes of this Section, the City’s affordable housing unit development cost shall be established by resolution of the City Council. Commencing on July 1, 2007 and on July 1st of each fiscal year thereafter, the City’s affordable housing unit development cost shall be adjusted based on changes in construction costs and land costs. The affordable housing fee that the multi-family project applicant must pay shall be based on the affordable housing unit development cost resolution in effect at the time of payment to the City.

D.The amount of the affordable housing unit base fee may vary by product type (apartment or condominium) and shall reflect, among other factors, the relationship between new market rate multi-family development and the need for affordable housing.

E.The affordable housing fee shall be paid in full to the City prior to the City granting any approval for the occupancy of the project, but no earlier than the time of building permit issuance.

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F. The City shall deposit any payment made pursuant to this Section in a reserve account separate from the General Fund to be used only for development of affordable housing, administrative costs related to the production of this housing, and monitoring and evaluation of this affordable housing production program. Any monies collected and interest accrued pursuant to this Chapter shall be committed within five years after the payment of such fees or the approval of the multi-family project, whichever occurs later.

Funds that have not been appropriated within this five-year period shall be refunded on a pro rata share to those multi-family project applicants who have paid fees during the period. Expenditures and commitments of funds shall be reported to the City Council annually as part of the City budget process.

G.An affordable housing fee payment pursuant to this Section shall not be considered provision of affordable housing units for purposes of determining whether the multi-family project qualifies for a density bonus pursuant to Government Code Section 65915. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.080 Land Acquisition
A.A multi-family project applicant may meet the affordable housing obligations established by this Chapter by making an irrevocable offer:

1. Dedicating land to the City or a non-profit housing provider;

2. Selling of land to the City or a non-profit housing provider at below market value; or

3. Optioning of land on behalf of the City or a non-profit housing provider.

Each of these options must be for a value at least equivalent to the affordable housing obligation otherwise required pursuant to this Section.

B.The multi-family project applicant must identify the land at the time that the development application is filed with the City. Any land offered pursuant to this Section must be located within one-quarter mile radius of the market rate units unless the multi-family project applicant demonstrates that locating the land outside of this radius better accomplishes the goals of this Chapter, including maximizing affordable housing production and dispersing affordable housing throughout the City. The City may approve, conditionally approve or reject such offers subject to administrative guidelines to be prepared by the City Manager or designee. If the City rejects such offer, the multi-family project applicant shall be required to meet the affordable housing obligation by other means set forth in this Chapter. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

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9.64.090 Fee Waivers
The Condominium and Cooperative Tax described in Section 6.76.010 of the Santa Monica Municipal Code or any successor thereto and the Park and Recreation Facilities Tax established in Chapter 6.80 of Article 6 of the Santa Monica Municipal Code or any successor thereto, the Transportation Impact Fee required by Chapter 9.66, or any successor thereto, the Open Space Fee required by Chapter 9.67, or any successor thereto, and the Childcare Linkage Fee required by Chapter 9.65, or any successor thereto, shall be waived for required affordable housing units and for 30%, 50%, 80% and moderate-income dwelling units developed by the City or its designee using affordable housing fee. However, any multi-family project applicant who elects to pay an affordable housing fee shall not be eligible for any fee waiver under this Section. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.100 Pricing Requirements for Affordable Housing Units The City shall publish, on an annual basis, the 30%, 50%, 80%, and moderate income household levels, and affordable rents for affordable housing units, adjusted for household size appropriate for the unit. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.110 Eligibility Requirements
A.Only 30%, 50%, 80% and moderate-income households shall be eligible to occupy or own and occupy affordable housing units. The City shall develop a list of income-qualified households. Multi-family project applicants shall be required to select households from the City-developed list of income-qualified households, except applicants of ownership projects of four or more units in the City’s multi-family residential zones may themselves select income-qualified households which shall be subject to eligibility certification by the City.

B.The following individuals, by virtue of their position or relationship, are ineligible to occupy an affordable housing unit:

1. All employees and officials of the City of Santa Monica or its agencies, authorities, or commissions who have, by the authority of their position, policy-making authority or influence over the implementation of this Chapter and the immediate relatives and employees of such City employees and officials;

2. The immediate relatives of the applicant or owner, including spouse, children, parents, grandparents, brother, sister, father-in-law, mother-in-law, son-in-law, daughter-in-law, aunt, uncle, niece, nephew, sister-in-law, and brother-in-law. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.120 Relation to Units Required by Rent Control Board 30%, 50%, 80% and moderate-income dwelling units developed as part of a market rate project, pursuant to replacement requirements of the Santa Monica Rent Control Board,

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shall count towards the satisfaction of this Chapter if they otherwise meet applicable requirements for this Chapter including, but not limited to, the income eligibility requirements, deed restriction requirements, and pricing requirements. New inclusionary units required by the Rent Control Board which meet the standards of this Chapter shall count towards the satisfaction of this Chapter. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.130 Deed Restrictions
Prior to issuance of a building permit for a project meeting the requirements of this Chapter by providing affordable units on-site or off-site, the multi-family project applicant shall submit deed restrictions or other legal instruments setting forth the obligation of the applicant under this Chapter for City review and approval. Such restrictions shall be effective for at least fifty-five years. In addition to the administrative guidelines specifically required by other provisions of this Chapter, the City Manager or designee shall be the designated authority to enter into recorded agreements with multi-family project applicants. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.140 Enforcement
No building permit or occupancy permit shall be issued, nor any development approval granted, for a project which is not exempt and does not meet the requirement of this Chapter. All affordable housing units shall be rented or owned in accordance with this Chapter. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.150 Annual Report
The City Manager or designee, shall submit a report to the City Council on an annual basis which shall contain information concerning the implementation of this Chapter. This report shall also detail the projects that have received planning approval during the previous year and the manner in which the provisions of this Chapter were satisfied. This report shall further assess whether the provisions of Proposition R have been met and whether changes to this Chapter or its implementation procedures are warranted. In the event the provisions of Proposition R have not been met, the City Council shall take such action as is necessary to ensure that the provisions will be met in the future. This action may include, but not be limited to, amending the provisions of this Chapter or its implementation. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

9.64.160 Principles and Guidelines
The City Manager or designee, shall develop guidelines to implement this chapter, which guidelines shall be subject to approval of the City Council. The guidelines shall include, but not be limited to, the methodology for the establishment and periodic adjustment of the base fee and the affordable housing unit development cost; for-sale affordable unit requirements, tenant and purchaser eligibility procedures; and additional requirements for exercise of the off-site option and land acquisition option. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

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9.64.170 Adjustments or Waivers
A.A multi-family project applicant may request that the requirements of this Chapter be adjusted or waived based on a showing that applying the requirements of this Chapter would effectuate an unconstitutional taking of property or otherwise have an unconstitutional application to the property.

B.To receive an adjustment or waiver, the applicant must submit an application to the City Manager or designee, at the time the applicant files a multi-family project application. The applicant shall bear the burden of presenting substantial evidence to support the request and set forth in detail the factual and legal basis for the claim, including all supporting technical documentation.

C.In making a determination on an application to adjust or waive the requirements of this Chapter, the City Manager or designee, or City Council on appeal, may assume each of the following when applicable:

1. The applicant is subject to the affordable housing requirement of this Chapter;

2. The applicant will benefit from the inclusionary incentives set forth in this Chapter and the City’s Municipal Code;

3. The applicant will be obligated to provide the most economical affordable housing units feasible in terms of construction, design, location and tenure.

D.The City Manager or designee shall render a written decision within ninety days after a complete application is filed. The City Manager’s or designee’s decision may be appealed to the City Council if such appeal is filed within fourteen consecutive calendar days from the date that the decision is made in the manner provided in Chapter 9.37 Common Procedures of this Code or any successor thereto.

E. If the City Manager or designee, or City Council on appeal, upon legal advice provided by or at the behest of the City Attorney, determines that applying the requirements of this Chapter would effectuate an unconstitutional taking of property or otherwise have an unconstitutional application to the property, the affordable housing requirements shall be adjusted or waived to reduce the obligations under this Chapter to the extent necessary to avoid an unconstitutional result. If an adjustment or waiver is granted, any change in the use within the project shall invalidate the adjustment or waiver. If the City Manager or designee, or City Council on appeal, determines that no violation of the United States or California Constitutions would occur through application of this Chapter, the requirements of this Chapter remain fully applicable. (Added by Ord. No. 2486CCS §§ 1, 2, adopted June 23, 2015)

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Attachment 1-B
ATTACHMENT 1-B
AHPP Options Comparison Table
Project Type: Rental Ownership Ownership Ownership Ownership Project Size: 2+ Apartments 2-3 Units 4-15 Units 16+ Units 2+ Units Zoning: Any Multifamily Multifamily Multifamily Not Multifamily Developer Chooses
One Option Below:

1. Construct Units
Onsite:

Moderate Income
Units1 100% 100% 20% 25% 100%
80% Income
Household Rental 20% 20% 20% 25% 20%
50% Income
Household Rental 10% 10% 10% 15% 10%
30% Income
Household Rental 5% 5% 5% 10% 5%

2. Construct Units
Offsite:

Same as
Onsite Options
Same as
Onsite Options
Onsite
Options +25%
Onsite
Options +25%
Same as Onsite
Options

3. Pay Affordable
Housing Fee: $31.25/Sq.Ft. $36.51/Sq.Ft. Not Applicable Not Applicable $36.51/Sq.Ft.

4. Acquire and Donate
Land
See SMMC

9.64.080
See SMMC

9.64.080 Not Applicable Not Applicable See SMMC 9.64.080 Note 1: Moderate-Income residences in this row are the same as the Project Type in terms of owner versus renter.

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Attachment 2-A: Page 1
ATTACHMENT 2-A
Fee Adjustment Methodology
Table 1 – Affordable Housing Unit Base Fee

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Attachment 2-A: Page 2
ATTACHMENT 2-A
Fee Adjustment Methodology
Table 2 – Affordable Housing Unit Development Cost

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Packet Pg. 232 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 2-B
ATTACHMENT 2-B
Current Base Fees for Apartment and Condominium Projects

FEE FOR APARTMENT PROJECTS
Current Fee: $31.25 (Effective November 1, 2015)

FEE FOR CONDOMINIUM PROJECTS
Current Fee: $36.25 (Effective November 1, 2015)

TIMING OF FEE PAYMENT
Base Fee is due prior to completion of project, but not before building permit issuance, and the amount of fee due is based on fee amount in effect at time of payment.

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Packet Pg. 233 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
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Attachment 3-A
ATTACHMENT 3-A
Affordable Housing Table for 4+ Ownership Residences
in Multi-Family Zones
Number of
residences
in project before
density bonus
Number of
affordable
residences to be
provided**
FRACTIONS***
Fraction eligible
for fee payment
Fractional cost of
developing a residence
ON-SITE OPTION*
[# RESIDENCES X 20%]
2 On-site or off-site residences are not mandatory.
3 May pay affordable housing fee.
4 1.00 0.00 $0.00
5 1.00 0.00 $0.00
6 1.00 0.20 $65,585.40
7 1.00 0.40 $131,170.80
8 1.00 0.60 $196,756.20
9 2.00 0.00 $0.00
10 2.00 0.00 $0.00
11 2.00 0.20 $65,585.40
12 2.00 0.40 $131,170.80
13 2.00 0.60 $196,756.20
14 3.00 0.00 $0.00
15 3.00 0.00 $0.00
16+ [# residences x
25%] [fraction < 0.75] [fraction x unit development cost] OFF-SITE OPTION*
[# RESIDENCES X 25%]
2 On-site or off-site residences required are not mandatory 3 May pay affordable housing fee.
4 1.00 0.00 $0.00
5 1.00 0.25 $81,981.75
6 1.00 0.50 $163,963.50
7 2.00 0.00 $0.00
8 2.00 0.00 $0.00
9 2.00 0.25 $81,981.75
10 2.00 0.50 $163,963.50
11 3.00 0.00 $0.00
12 3.00 0.00 $0.00
13 3.00 0.25 $81,981.75
14 3.00 0.50 $163,963.50
15 4.00 0.00 $0.00
etc. etc. [fraction < 0.75] [fraction x unit development cost] *Ownership residences must be available for very low, low, or moderate income households *Rental residences must be available for very low or low income households **For fractions of 0.75 or more - round up to next whole number ***For fractions less than 0.75 - there are 2 options:
1) Pay the fractional cost of developing the unit based on affordable housing unit development cost ($327,927 per residence)
2) Construct all mandatory affordable residences with 3+ bedrooms

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Attachment 3-B: Page 1
ATTACHMENT 3-B
Development Incentives
Density Bonus Table for Housing Developments in Residential Zones * See Santa Monica Municipal Code Section 9.22 for more information.

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Packet Pg. 235 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
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Attachment 3-C
ATTACHMENT 3-C
Extremely-Low, Very-Low, Low- and Moderate Income Levels 2015 Income Limits

MAXIMUM ALLOWABLE INCOME (ANNUAL)
Household
Size
Extremely
Low (30%)
Very Low
(50%)
Low
(80%)
Moderate
(120%)
1 $17,950 $29,900 $47,850 $54,450
2 $20,500 $34,200 $54,650 $62,200
3 $23,050 $38,450 $61,500 $70,000
4 $25,600 $42,700 $68,300 $77,750
5 $28,410 $46,150 $73,800 $83,950
6 $32,570 $49,550 $79,250 $90,200
7 $36,730 $52,950 $84,700 $96,400
8 $40,890 $56,400 $90,200 $102,650

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Packet Pg. 236 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
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Attachment 3-D
ATTACHMENT 3-D
Maximum Allowable Rents
2015 Maximum Allowable Rent Limits

MAXIMUM ALLOWABLE RENTS
(Based on 30% Affordability Standard)
Residence
Type
Extremely
Low (30%)
Very
Low
(50%)
Low
(80%)
Moderate
(120%)
0-Bdrm $340 $567 $680 $1,247
1-Bdrm $389 $648 $778 $1,426
2-Bdrm $437 $729 $875 $1,604
3-Bdrm $486 $810 $972 $1,782
4-Bdrm $525 $875 $1,050 $1,925
Rents: Median Income for 4-person household x Income Level x Bedroom Adjustment x Affordability Standard (30%) / 12. (Ref: CA H&SC 50053, H&SC 50052.5(h), SMMC 9.64.020(D)) * Rents limits reflect a hold-harmless approach and are therefore held at their highpoint reached in 2011.

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Attachment 3-E
ATTACHMENT 3-E
Sample Deed Restriction

AGREEMENT IMPOSING RESTRICTIONS

ON RENTS & OCCUPANCY OF REAL PROPERTY

THIS AGREEMENT IMPOSING RESTRICTIONS ON RENTS & OCCUPANCY OF REAL PROPERTY, entered into this [____] day of [month, 20--], by and between the CITY OF SANTA MONICA, a Municipal Corporation (hereinafter the "City"), and [name of applicant], a [California Limited Liability Company] (hereinafter the "Developer"), is made with reference to the following:

R E C I T A L S:

A. Developer is the owner of certain real property located at [address] in the City of Santa Monica, in the County of Los Angeles, California (hereinafter referred to as the "Subject Property"). The Subject Property is more particularly described in Exhibit "A" which is attached hereto and incorporated herein by this reference.

B. Developer wishes to construct a [project description include # stories, building square footage, form of ownership apt/condo] a (hereinafter referred to as the "Project"). The City has approved [type of application #AA, DR, VAR etc.] for the Project. The City approved the [type of application] subject to the conditions of this Agreement, which are imposed for the benefit of the City, the public and surrounding landowners and without which the [type of application] would not be approved.

C. The Project is subject to the requirements of the City's Affordable Housing Production Program, Santa Monica Municipal Code Chapter 9.64, and the Administrative Guidelines for Chapter 9.64, as they may be amended from time to time (all collectively, referenced herein as "Affordability Restrictions"). The Developer has agreed to satisfy the Affordability Restrictions by fully complying with this Agreement.

NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:

1. RECITALS.

The Recitals stated above, are hereby incorporated by reference into this Agreement and adopted by the parties to this Agreement as true and correct.

2. DEFINITIONS.

2.1 “Affordable Units” means dwelling units within the Project that are

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Attachment 3-E
available to and occupied by Fifty Percent Income Households and Eighty Percent Income Households at Affordable Rent.

2.2 “Affordable Rent” means:
(a) For thirty percent income households, the product of thirty percent times thirty percent of the area median income adjusted for household size appropriate for the unit.
(b) For fifty percent income households, the product of thirty percent times fifty percent of the area median income adjusted for household size appropriate for the unit. (c) For eighty percent income households whose gross incomes exceed the maximum incomes for fifty percent income households, the product of thirty percent times sixty percent of the area median income adjusted for household size appropriate for the unit.

2.3 “Area Median Income or AMI” means the median family income published from time to time by the United States Department of Housing and Urban Development ("HUD") for the Los Angeles-Long Beach Metropolitan Statistical Area.

2.4 “Eighty Percent Income Household” means a household whose gross income does not exceed the eighty percent income limits applicable to the Los AngelesLong Beach Primary Metropolitan Statistical Area, adjusted for household size, as published and periodically updated by HUD. Eighty Percent Income Households include Fifty Percent Income Households.

2.5 “Fifty Percent Income Household” means a household whose gross income does not exceed the fifty percent income limits applicable to the Los AngelesLong Beach Primary Metropolitan Statistical Area, adjusted for household size, as published and periodically updated by HUD. Fifty percent income households include Thirty Percent Income Households.

2.6 “Life of the Project” shall mean a period commencing on the date of Certificate of Occupancy is issued for the Project and ending on the date which is fiftyfive (55) years from Certificate of Occupancy for the Project; provided, however, that if the Project is damaged or destroyed and cannot be rebuilt in accordance with the development standards permitted in this Agreement, then the Life of the Project shall be deemed to have ended as of the date of such damage or destruction.

2.7 “Rent” has the same meaning as provided in title 25, section 6918 of the California Code of Regulations, as amended from time to time in accordance with law.

2.8 “Thirty Percent Income Household” means a household whose gross income does not exceed the thirty percent income limits applicable to the Los AngelesLong Beach Primary Metropolitan Statistical Area, adjusted for household size, as published and periodically updated by HUD.

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3. CONTRACT WITH CITY.

Developer hereby acknowledges that in issuing the [type of application] for the Project, the City is reducing or modifying development standards otherwise applicable to the Project such as increasing unit density, reducing parking and other property development standards, and/or waiving fees. In exchange for such forms of assistance from the City, which are of financial benefit to the Developer, Developer has entered into this contract with this City and agreed to the other conditions of the [type of permit see above], including the requirement included in this Agreement to provide and maintain [#] Affordable Units on the Subject Property for occupancy by qualified households who meet the requirements specified in this Agreement. The parties agree and acknowledge that this is a contract providing forms of assistance to the Developer within the meaning of Civil Code Section 1954.52 (b) and Government Code Section 65915 et seq.

4. DEVELOPER TO PROVIDE AND MAINTAIN [Total # deed restricted units] Example: TEN (10) AFFORDABLE UNITS.
(a) Upon issuance of a Certificate of Occupancy for the Project, Developer shall provide and maintain [#] Affordable Units on the Subject Property, as follows:
[# and type of unit] Example: Ten (10) one-bedroom Affordable Units shall be available to and occupied by [insert affordability level] Example: Fifty Percent Income Households at Affordable Rent.

Developer shall submit plans to the City's Building Official, identifying the unit numbers and exact locations of all of the Affordable Units. The submittal of these plans with the required identification of Affordable Units shall be a condition precedent to Developer's obtaining a building permit for the Project. (b) The Affordable Units shall be rental units and the maximum rent shall be calculated pursuant to the formula set forth in Section 5 of this Agreement. (c) The City shall issue a Certificate of Occupancy for the Project ("Certificate") expressly contingent upon compliance with the terms of this Agreement. A valid Certificate shall be required at all times to continue to use or occupy the Project. A breach of this Agreement shall be grounds for revoking the Certificate. The City shall provide reasonable notice and an opportunity to cure any breach of this Agreement prior to revoking the Certificate.

5. TERMS FOR THE RENTAL OF THE AFFORDABLE UNITS.

The maximum Affordable Rent for the [#] Affordable Units on the Subject Property shall be as follows:

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(a) If the household is receiving a rental housing subsidy, the maximum allowable rent shall be the lesser of the Affordable Rent calculated under subparagraph (b) of this Section 5 or the payment standard authorized by the Santa Monica Housing Authority.
(b) If the household is not receiving federal rental assistance as defined above, the maximum allowable rent for the unit shall be calculated as follows:

For Fifty Percent Income Households
Area Median Income x 50% x Bedroom Adjustment Factor x 30% = Maximum Affordable Rent (Annual).

For Eighty Percent Income Households
Area Median Income x 60% x Bedroom Adjustment Factor x 30% = Maximum Affordable Rent (Annual).

The Maximum Allowable Rent figures must be divided by twelve to determine the maximum allowable monthly rent.

The formula for the calculation of rents as of the date of this Agreement is as follows:
(c) Area Median Income - As periodically published by HUD, currently $64,800 (for a family of four).
(d) Bedroom Adjustment Factors
0 Bedroom .7 3 Bedrooms 1.00
1 Bedroom .8 4 Bedrooms 1.08
2 Bedroom .90
(e) Affordable Rents 2015, to be updated annually3
Studio 1-BR 2-BR 3BR
Fifty Percent Income Household $567 $648 $729 $810
Eighty Percent Income Household $680 $778 $875 $972
(f) In the event the standards for establishing the monthly rental rate of the Affordable Units set forth in Section 5 cease to exist, the parties shall substitute a similar

3 These numbers include the utility allowance adopted by the City's Housing Authority for 2015, and is adjusted annually thereafter.

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standard established by HUD or its successor governmental agency. If the parties are unable to agree upon a substitute standard, the parties shall refer the choice of the substitute standard to binding arbitration in accordance with the rules of the American Arbitration Association.
(g) Minimum Occupancy Requirements
0 bedroom 1 occupant
1 bedroom 1 occupants
2 bedroom 2 occupants
3 bedrooms 3 occupants
4 bedrooms 5 occupants

6. HOUSEHOLD ADJUSTMENT FACTORS.

The Household Adjustment Factors are as follows:
1 person 0.7
2 persons 0.8
3 persons 0.9
4 persons 1.0
5 persons 1.08
6 persons 1.16
7 persons 1.24
8 persons 1.32
During the duration of this agreement, developer agrees to make reasonable efforts to rent vacant Affordable Units within sixty days.

7. TENANT SELECTION.

Developer shall select households from the City-developed list of income qualified households. Only households selected from the City-developed list of income qualified households shall occupy any of the Affordable Units.

8. CITY APPROVAL OF DOCUMENTS.

The Conditions, Covenants and Restrictions (CC&R's), if any, for the Subject Property shall include reference to all applicable obligations and duties of the parties created by this Agreement. The City Attorney of the City of Santa Monica shall approve as to form the CC&R's prior to recordation of the final subdivision or parcel map for the Subject Property.

Developer shall rent the Affordable Units pursuant to the terms and conditions of

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a lease or rental agreement approved by the City. At least ninety days prior to the expected completion date, Developer shall submit to the City Housing Division for review a copy of the lease agreement to be used. In addition to any other provision required by the City to ensure compliance with Chapter 9.64 and the Administrative Guidelines for Chapter 9.64, as they may be amended from time to time, said lease or rental agreement shall contain a provision prohibiting subleasing of the Affordable Units or revising the composition of the household without Developer's permission. Developer shall not approve any change that renders the Affordable Units in noncompliance with the household income requirements of this Agreement. The addition to the household of minor children, a spouse, or registered domestic partner shall not be deemed a change in the household requiring Developer's prior approval pursuant to this Section.

Developer shall lease the Affordable Units concurrently with all other units in the Project so as to avoid prolonged vacancy of the Affordable Units during lease-up of the Project.

9. ATTORNEYS' FEES AND COSTS.

In the event of any controversy, claim or dispute between the parties hereto, arising out of or relating to this Agreement or breach thereof, the prevailing party shall be entitled to recover from the losing party reasonable expenses, attorneys' fees and costs.

10. APPOINTMENT OF OTHER AGENCIES.

The City may designate, appoint or contract with any other public agency to perform City's obligations under this Agreement.

11. SEVERABILITY.

In the event any limitation, condition, restriction, covenant or provision contained in this Agreement is held to be invalid, void or unenforceable by any court of competent jurisdiction, the remaining portions of this Agreement shall, nevertheless, be and remain in full force and effect.

12. NOTICES.

All notices required under this Agreement shall be sent by certified mail, return receipt requested, to the following addresses:

TO THE CITY OF SANTA MONICA: City of Santa Monica
Planning and Community Development
Department
1685 Main Street, Room 212
Santa Monica, California 90401

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Packet Pg. 243 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
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Attachment 3-E
Attention: Director, Planning and
Community Development Department
TO THE DEVELOPER: [enter developer name/address]
Any party may change the address to which notices are to be sent by notifying the other parties of the new address, in the manner set forth above.

13. HOLD HARMLESS.

As between the City and the Developer, the Developer is deemed to assume responsibility and liability for, and the Developer shall indemnify and hold harmless the City and its City Council, boards and commissions, officers, agents, servants or employees from and against any and all claims, loss, damage, charge or expense, whether direct or indirect, to which the City or its City Council, boards and commissions, officers, agents, servants or employees may be put or subjected, by reason of any damage, loss or injury of any kind or nature whatever to persons or property caused by or resulting from or in connection with any act or action, or any neglect, omission or failure to act when under a duty to act, on the part of the Developer or any of Developer's officers, agents, servants, employees or subcontractors in his or their performance hereunder.

14. BURDEN TO RUN WITH PROPERTY.

The covenants and conditions herein contained shall apply to and bind the heirs, successors and assigns of all the parties hereto and shall run with and burden the Subject Property for the benefit of the City, the public and surrounding landowners, until terminated in accordance with the provisions hereof. Developer shall expressly make the conditions and covenants contained in this Agreement a part of any deed or other instrument conveying any interest in the Subject Property.

15. SALE OR CONVERSION OF PROPERTY.

In the event of sale or conversion of the subject property, any Conditions, Covenants and Restrictions (CC&R's) for the property, shall incorporate by reference all obligations and duties of the parties created by this Agreement. Reporting obligations set forth in Section 24 below, shall be set forth in the CC&R's if any, for the project.

16. PROHIBITION AGAINST DISCRIMINATION.

Developer agrees not to discriminate against any actual or potential occupant of the subject property on the basis of sex, race, color, religion, ancestry, national origin, sexual orientation, age, pregnancy, marital status, handicap, HIV, family composition, source of income, the use of a rental subsidy voucher, or the potential or actual occupancy of minor children. Developer further agrees to take affirmative action to ensure that no such person is discriminated against for any of the aforementioned reasons.

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17. STANDING TO ENFORCE AGREEMENT.

Violation of this Agreement may be enjoined, abated or remedied by appropriate legal proceeding in a court of competent jurisdiction by any aggrieved party, including but not limited to, the parties hereto, or their respective successors, heirs and assigns.

The right to specific performance of this Agreement shall be an appropriate remedy for a breach of this Agreement because of the uniqueness of the Property and the inherent difficulty in calculating adequate damages.

18. INTEGRATED AGREEMENT.

This Agreement constitutes the entire agreement between the parties and no modification hereof shall be binding unless reduced to writing and signed by the parties hereto.

19. APPLICABLE LAW.

All questions pertaining to the validity and interpretation of this Agreement shall be determined in accordance with the laws of California applicable to contracts made to and to be performed within the State.

20. CITY AUTHORITY TO ENFORCE LAW
The obligation of the Owner pursuant to this Agreement are in addition to, and in no way limit, the authority of the City to enforce all laws and regulation applicable to the Subject Property. Nothing in this Agreement shall limit the authority of the City to take appropriate action to enforce the terms of any permit issued by the City relating to the Subject Property.

21. DURATION OF AGREEMENT.

This Agreement shall terminate and become null and void fifty-five (55) years from issuance of the Certificate of Occupancy.

22. AMENDMENT OF AGREEMENT.

This Agreement, and any Section, subsection, or covenant contained herein, may be terminated or amended only upon the written consent of all parties hereto.

23. RECORDING OF AGREEMENT.

The parties hereto shall cause this Agreement to be recorded in the Official

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Records of the County of Los Angeles.

24. YEARLY REPORT.

Developer shall issue a written report to City on an annual basis commencing one year from the date of issuance of the Certificate of Occupancy and continuing thereafter throughout the term of the Agreement. The report shall state the rent level then being charged for the Affordable Units, whether the occupants are assisted by a rental housing subsidy program, the number of occupants in the household, whether there have been any changes in the composition of the household, whether any vacancies have occurred during the reporting year, any changes in income of the residents of the affordable units, and such other information as may be required by City staff.

25. COMPLIANCE MONITORING.

Pursuant to City of Santa Monica Resolution 10635 (CCS) and Santa Monica Municipal Code Sections 9.64.050 and 9.64.060, Developer shall pay the reasonable regulatory costs of ensuring compliance with this Agreement through a Compliance Monitoring Fee, adopted and approved on November 22, 2011 and administratively revised on an annual basis.
\\\

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Packet Pg. 246 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 3-E

26. AUTHORITY TO EXECUTE.

The undersigned declare they have full authority to execute this Agreement on behalf of Developer, and bind Developer to all the terms and conditions contained herein. [Note: document text needs to be part of signature page; set hard page breaks when necessary]
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the day and year first above written.

ATTEST: “CITY”

CITY OF SANTA MONICA
a Municipal Corporation
___________________________
Denise Anderson-Warren
City Clerk By: ____________________________
Rick Cole
APPROVED AS TO FORM: City Manager

SANTA MONICA CITY ATTORNEY
__________________________

MARSHA JONES MOUTRIE
City Attorney “DEVELOPER”
[Name], LLC
a California limited liability company
By_______________________
[name, and title, i.e. Manager, trustee,
owner etc]
Prepared by: Planner Name
Reference Number: XXDED-XXX

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Packet Pg. 247 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 3-E

EXHIBIT A

LOT -----------, BLOCK ---------, TRACT ------------ IN THE CITY OF SANTA MONICA,

COUNTY OF LOS ANGELES, STATE OF CALIFORNIA, AS PER MAP RECORDED IN

BOOK XX PAGE XXX, IN THE OFFICE OF THE COUNTY RECORDER OF SAID COUNTY.
(Insert Complete Legal Description)
APN ___________
Commonly Known As: [Street Address]

4.H.f
Packet Pg. 248 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 3-E
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

ACKNOWLEDGMENT
STATE OF __________________ }ss:

COUNTY OF ________________
On before me, , a Notary Public,
(insert name and title of the officer)
personally appeared
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of _______________________ that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature (Seal)

4.H.f
Packet Pg. 249 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 4-A
ATTACHMENT 4-A (Updated for 2016 AHPP Guidelines Update) Sample Application for Affordable Housing Eligibility List

4.H.f
Packet Pg. 250 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 4-A

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Packet Pg. 251 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) Administrative Guidelines
Affordable Housing Production Program
Attachment 4-B
ATTACHMENT 4-B (Updated for 2016 AHPP Guidelines Update) Property Address
Owner/Manager Name
Phone #/Email
Residence #
Name and Phone Number
Referral #1:

Was #1
Offered the
Residence?
Yes No
Comments:

Did #1
Accept the
Residence?
Yes No
Comments:

Name and Phone Number
Referral #2:

Was #2
Offered the
Residence?
Yes No
Comments:

Did #2
Accept the
Residence?
Yes No
Comments:

Name and Phone Number
Referral #3:

Was #3
Offered the
Residence?
Yes No
Comments:

Did #3
Accept the
Residence?
Yes No
Comments:

Housing Division
Waiting List Referral Form

4.H.f
Packet Pg. 252 Attachment: AHPP Administrative Guidelines (7262 : AHPP In Lieu Fees) City Council
Report
City Council Meeting: October 14, 2025
Agenda Item: 4.I
1 of 5
To: Mayor and City Council
From: Anuj Gupta, Director of Transportation, Department of Transportation, Community Engagement & Customer Experience
Subject: Award RFP #447 to Leone Solutions Group for Marketing and Communications Services for the Department of Transportation Recommended Action
Staff recommends that the City Council:

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

2. Award RFP# 447 to Leone Solutions Group, a Los Angeles-based firm, to provide as-needed graphic design, marketing, and communications services for the Department of Transportation, and;

3. Authorize the City Manager to negotiate and execute a two-year agreement with Leone Solutions Group, with up to three one-year renewal options at the City’s sole discretion, for a total amount not to exceed $416,665 over five years, with future year funding contingent on Council budget approval.

Summary
To enhance public communication and engagement around Santa Monica’s transportation projects, programs, and events, staff recommends securing a professional services agreement with Leone Solutions Group. The firm will provide graphic design, marketing, branding, outreach, and communications support on an asneeded basis, ensuring the Department of Transportation (DOT) has the resources to promote initiatives that connect people safely and sustainably to opportunities, including major upcoming events such as the 2026 FIFA World Cup and 2028 Olympic and Paralympic Games. If approved, Leone Solutions Group would provide services on an

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as-needed basis, with the proposed contract recommended for an amount not to exceed $416,665.

Discussion
The Santa Monica Department of Transportation (DOT) is responsible for building a safe, sustainable, and equitable transportation network accessible to all residents and visitors. Comprised of Big Blue Bus, Mobility, and Parking, DOT delivers award-winning projects and services that include improvements to bike lanes, modernization of transit, pedestrian access enhancements, and operational efficiencies.

To continue advancing its mission and communicating effectively with the public, DOT seeks to engage a qualified firm to assist in developing and executing comprehensive communications strategies, high-quality marketing materials, branding support, and outreach efforts to increase awareness of and participation in transportation initiatives and services. These efforts are necessary to build public support and awareness that is foundational for the success of DOT initiatives. These services will be especially important with several major international events coming to the region in the near future.

The scope of work for this contract includes:
• Communications Strategy Development – Collaborating with DOT staff to create and refine strategies, identify target audiences, and align messaging with departmental goals.
• Marketing & Outreach Material Creation – Producing high-quality print and digital collateral, including brochures, flyers, digital ads, newsletters, social media content, and video.
• Branding and Creative Direction – Ensuring all materials align with City and DOT branding guidelines, including Big Blue Bus and Take the Friendly Road, Santa Monica’s Vision Zero campaign.
• Social Media and Digital Content Support – Planning and executing campaigns across multiple platforms to inform and engage the public. • Public Outreach & Engagement – Supporting stakeholder engagement through workshops, public meetings, and online tools.

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• Reporting and Analytics – Tracking and analyzing communication efforts, reporting outcomes, and providing recommendations.
• Special Projects and Deliverables – Participating in project meetings, maintaining editorial calendars, creating presentations, and producing periodic reports.

Services will be provided on an as-needed basis, with project scopes, schedules, and budgets determined for each initiative.

Vendor Selection
Bidder Recommendation
Best Qualified Firm Leone Solutions Group
Evaluation Criteria Experience; qualifications ; sample materials provided from recent projects; rates; and references.

Municipal Code SMMC 2.24.190
Submittals Received
360 Total Concept
Consulting
DCC Marketing LLC NLG Communications
Acento Advertising DIFF WORKS Pastilla
Adaptive Intelligence
International
Diksha Advertising &
Printing LLC
Place and Page
Agital DKS Associates Prosio Communications
Arellano Associates Fenton Communications Pulsar Advertising, Inc.

Art Machine Ginger and Carrot
Productions, LLC
Randle Communications
BC Design Haus Green Soul Marketing Serotonin Creative
Consultancy
BCreative LLC Hungry Heart Media Inc. VMA Communications Civic Edge Consulting Ignited We The Creative
Commune Communication Leone Solutions Group Workingarts Marketing, Inc.

Costin Public Outreach
Group, Inc.

NinetyEight z'onion creative group LLC

RFP DATA
Date Posted Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date
Publicly
Opened
07/17/25 City's Online
Bidding Site Santa Monica Daily Press 158 07/17/25

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Justification to Award
Leone Solutions Group submitted a cost proposal based on the provided rate sheet, which was competitive among the proposals received. The firm was determined to be the most qualified, demonstrating:
• Extensive experience in integrated communications and marketing for public agencies;
• Strong creative capabilities, including branding, multimedia content, and support for community engagement events;
• Successful delivery of comparable projects; and
• Familiarity with Santa Monica’s branding and transportation initiatives.

Environmental Review
The award contract is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The agreement covers the provision of marketing and communications services to the City. Therefore, it can be seen with certainty that the agreement 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 Big Blue Bus Fund and the General Fund to award a contract with Leone Solutions Group for marketing and communication services in the amount not to exceed $416,665.

Contract Request
Funding
Source(s)
FY 2025-26
Amount
Future Year
Amount
Account Number Total Contract
Amount
Big Blue Bus
Fund (60)
$16,666.60 $66,666.40 60600003.552010 $83,333
General Fund
(01)
$66,666.40 $266,665.60 01600002.552010 $333,332
$83,333 $333,332 Total Contract Amount $416,665

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Future year funding is contingent on Council budget approval.

Prepared By: Robert McCall, Community Engagement & Customer Experience Manager
Approved Forwarded to Council
Attachments:

A. LSG_FY25-26_Living_Wage_Certification.pdf
B. LSG_Levine_Act_Disclosure_Form.pdf
C. LSG_Oaks_Initiative_Form.pdf

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CITY OF SANTA MONICA

LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – July 1, 2025 through June 30, 2026)

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 $22.50 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.I.a
Packet Pg. 258 Attachment: LSG_FY25-26_Living_Wage_Certification.pdf (7276 : Award RFP #447 to Leone Solutions Group for Marketing and Printed Name:

Signature:

Contractor:

Service Description:

Title:

Date:

Bid Number (if applicable):

CITY OF SANTA MONICA

LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2025 through June 30, 2026

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $22.50 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)
(b)
(c)
(d)
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
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
contractor is a corporation providing banking services (e) 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. x
Ashley Street Founder & Director of Strategy
AshleyStreet
8/28/2025
Leone Solutions Group
447
Marketing & Communications services for the Department of Transportation

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Packet Pg. 259 Attachment: LSG_FY25-26_Living_Wage_Certification.pdf (7276 : Award RFP #447 to Leone Solutions Group for Marketing and City of Santa Monica Levine Act Disclosure Form

CITY OF SANTA MONICA

Code Regs. Section 18438.1, which states:

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Packet Pg. 260 Attachment: LSG_Levine_Act_Disclosure_Form.pdf [Revision 1] (7276 : Award RFP #447 to Leone Solutions Group for Marketing and City of Santa Monica Levine Act Disclosure Form
Answering YES does not preclude the City of Santa Monica from awarding a contract, license, permit, or entitlement or taking any subsequent action related to the item. It does, however, preclude the identified City Officer from participating in any actions related to such item.

I HEREBY CERTIFY UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIATHAT THE FOREGOING IS TRUEAND CORRECT.

Signed: ____________________________ Date: ____________________ Print Name: _________________________ Title: _____________________ Company: __________________________
Additional Disclosures:

Please note this form is a public record and subject to a California Public Records Act request.

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Packet Pg. 261 Attachment: LSG_Levine_Act_Disclosure_Form.pdf [Revision 1] (7276 : Award RFP #447 to Leone Solutions Group for Marketing and

CITY OF SANTA MONICA

OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS,BIDDERS, PROPOSERS

AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,

OR OTHER BENEFITS FROMTHE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

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Packet Pg. 262 Attachment: LSG_Oaks_Initiative_Form.pdf (7276 : Award RFP #447 to Leone Solutions Group for Marketing and Communications Services)

CITY OF SANTA MONICA

OAKS INITIATIVE DISCLOSURE FORM
Name(s) of trustees, directors, partners, and officers:

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

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

Prepared by: ____________________________Title: __________________________ Signature: ______________________________________ Date: ________________ Email: ____________________________________ Phone: ____________________ In order to facilitate compliance with the requirements oftheOaksInitiative, the City compiles and maintains certain information. That informationincludesthe name of any person or persons who is seeking a “public benefit.” If the“publicbenefit” is sought by an entity, rather than an individual person, the informationincludesthename of every person who is: (a) trustee, (b) director, (c) partner, (d) officer,orhas(e)more than a ten percent interest in the entity.

Public benefits include:

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

FOR CITY USE ONLY:

Bid/PO/Contract # ____________________________ Permit # ___________________________ Leone Solutions Group
Ashley Street, Sacha Taylor
Ashley Street
Ashley Street Founder & Director of Strategy
AshleyStreet
8/28/2025
[email protected] 919-491-9095

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Packet Pg. 263 Attachment: LSG_Oaks_Initiative_Form.pdf (7276 : Award RFP #447 to Leone Solutions Group for Marketing and Communications Services) City Council
Report
City Council Meeting: October 14, 2025
Agenda Item: 4.J
1 of 5
To: Mayor and City Council
From: Dana Brown, Human Resources Director, Human Resources Department Subject: Approval of Professional Services Agreement with P&A Administrative Services, Inc. for Administration Services to Support City Employee and Retiree Benefit Plans
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. Award RFP to P&A Administrative Services, Inc. for the administration of the City’s Flexible Spending Account, Dependent Care Account, Section 125 Cafeteria Plan, COBRA, and Retiree Billing for the Human Resources Department;

3. Authorize the City Manager to negotiate and execute a professional services agreement with P&A Administrative Services, Inc. in the amount not to exceed $230,000 (including a 15% contingency) for a total amount of $230,000 over a five-year period, with two one-year renewal options with future year funding contingent on Council budget approval.

Summary
The City of Santa Monica seeks to engage P&A Administrative Services, Inc. to provide third-party administrative services supporting employee and retiree benefit programs.

P&A Administrative Services, Inc. offers comprehensive management of Flexible Spending Accounts (FSAs), COBRA continuation coverage, and retiree direct billing services. Their platform streamlines benefit administration through secure, user-friendly portals and mobile access, ensuring timely communication, accurate billing, and regulatory compliance. In addition, P&A Administrative Services, Inc. maintains the Section 125 plan document and completes annual regulatory testing for the dependent care flexible spending accounts ensuring adherence to Section 125 rules.

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P&A Administrative Services, Inc.’s COBRA administration includes fulfillment of all federally mandated notices, premium collection, and termination tracking, helping the City maintain full compliance with COBRA regulations. Their retiree billing services accommodate complex plan structures and automate invoicing and payment processing, reducing administrative burden and improving transparency.

Discussion
The City currently offers Flexible Spending Account, Dependent Care Account, Section 125 Cafeteria Plan, COBRA services, and Retiree Billing services as part of City’s employee benefit plans. P&A Administrative Services, Inc. is our current provider, and the current contract terminates December 31, 2025. Alliant, a fee-based insurance brokerage, acts as the City’s agent in assisting with the administration of the City’s benefit plans and negotiating associated rates for the City. Alliant is also responsible for conducting an annual analysis of the premium costs and going out to bid when appropriate. The City asked Alliant to administer a Request for Proposal (RFP) process in August 2025 to be responsive to City procurement requirements. Alliant prepared the bid specifications and conducted the procurement on the City’s behalf.

Provider Selection
Bidder Recommendation
Best Qualified
Person/Firm
P&A Administrative Services, Inc.

Evaluation Criteria
(include all that apply)
Competence/skill, capacity/ability to perform services
promptly, sufficiency of financial/other resources, and ability to provide future services as needed and price.

Municipal Code SMMC 2.24.190

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RFPs Received
Alight IGOE Navia WEX
P&A Admin.

Services, Inc.

RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
06/24/2025
Broker
outreach
Benefit broker-initiated
solicitation to established
vendors.
5 06/24/2025
Justification to Award
Staff then interviewed 5 shortlisted firms. Based on this criteria and criteria in SMMC

2.24.190, staff recommends P&A Admin. Services, Inc. as the best qualified firm to provide administration of the City’s Flexible Spending Account, Dependent Care Account, Section 125 Cafeteria Plan, COBRA, and Retiree Billing based on overall cost and their ability to provide the full scope of requested services. P&A Administrative Services, Inc.’s quoted rate is projected to result in an overall savings to the City of

7.8% annually over a five-year period, and the rate is guaranteed for the first five years.

Additionally, P&A Administrative Services, Inc., currently provides such services without issue for the City.

Environmental Review
The agreement for ongoing benefit 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 administrative services to the City and would not result in physical effects. Therefore, it can be seen with certainty that the

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contract would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.

Past Council Actions
Meeting Date Description
12/18/2018
(attachment
A)
P&A Administrative Services, Inc. – New Vendor for Flexible Spending Account Administration Staff Report
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award a contract with P&A Administrative Services, Inc. to provide third-party administrative services supporting the City’s employee and retiree benefit programs.

Contract Request
FY 2025-26
Amount
Future Years’
Amount Department Account #
Total
Contract
Amount
$46,000 $184,000 01130001.534590 $230,000
Future year funding is contingent on Council budget approval.

Prepared By: Jennifer Garcia, Benefits Administrator
Approved Forwarded to Council
Attachments:

A. Oaks Initiative 2024-25- Expires 12-8-25
B. CSM P&A FY25-26 Living Wage Certification_Fillable_$21.01 C. 2018-12-18 City Council - Public Minutes-1184

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D. PA Levine Act 2025

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Packet Pg. 270 Attachment: Oaks Initiative 2024-25- Expires 12-8-25 (7302 : Approval of Professional Services Agreement with P&A Administrative Services,

CITY OF SANTA MONICA

LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – July 1, 2025 through June 30, 2026)

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 $21.01 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.

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.

Please direct any questions to:

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Packet Pg. 271 Attachment: CSM P&A FY25-26 Living Wage Certification_Fillable_$21.01 (7302 : Approval of Professional Services Agreement with P&A

CITY OF SANTA MONICA

LIVING WAGE ORDINANCE CERTIFICATION
July 1, 2025 through June 30, 2026

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
MINIMUM WAGE - $21.01 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:

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CITY OF SANTA MONICA

CITY COUNCIL MINUTES
DECEMBER 18, 2018
A special meeting of the Santa Monica City Council was called to order by Mayor Davis at 4:35 p.m., on Tuesday, December 18, 2018, at City Council Chambers, 1685 Main Street.

Roll Call: Present: Mayor Gleam Davis
Mayor Pro Tem Terry O’Day
Councilmember Sue Himmelrich (arrived at 4:38 p.m.)
Councilmember Kevin McKeown
Councilmember Greg Morena
Councilmember Tony Vazquez
Councilmember Ted Winterer
Also Present: City Manager Rick Cole
City Attorney Lane Dilg
City Clerk Denise Anderson-Warren

CONVENE/PLEDGE
Councilmember Himmelrich
arrived at 4:38 p.m.

On order of the Mayor, the City Council convened at 4:35 p.m., with all members present except Councilmember Himmelrich. Councilmember Morena led the assemblage in the Pledge of Allegiance.

CLOSED SESSIONS There was no one present for public comment on closed sessions.

On order of the Mayor, the City Council recessed at 4:37 p.m., to consider closed sessions and returned at 7:34 p.m., with all members present, to report the following:

1.A. Public Employee Evaluation:

Title: City Manager
The Mayor advised this matter was heard with no reportable action taken.

1.B. Conference with Legal Counsel – Anticipated Litigation:

Anticipate significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2): Claim of G. Mark Brown
The City Attorney advised this was a property damage claim involving a ficus tree falling onto claimant’s property and recommended a settlement in the amount of $20,000.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to approve Settlement No. 10793 (CCS) in the amount of $20,000. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None

1.C. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Viellieux v. City of Santa Monica, Los Angeles Superior Court, Case No. BC 683681
The City Attorney advised this involved an accident on the pier where a wooden plank broke beneath her causing her to fall and suffer injuries. The City disputes and denies liability in the case. The City Attorney’s Office recommended a settlement in the amount of $29,500.

Motion by Councilmember Vazquez, seconded by Councilmember Himmelrich, to approve Settlement No. 10794 (CCS) in the amount of $29,500. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None

1.D. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54956.9(d)(1): Pico Neighborhood Association and Maria Loya v. City of Santa Monica, Los Angeles Superior Court, Case No. BC 616804 The City Attorney advised this matter was heard with no reportable action taken.

1.E. Conference with Legal Counsel – Anticipated Litigation:

Anticipate significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2): 2 Cases
The City Attorney advised this matter was heard with no reportable action taken.

1.F. Conference with Real Property Negotiator
Property: 3100 – 3200 18th Street, Santa Monica
City Negotiator: Rick Valte, City Engineer
DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Owner of Record: City of Santa Monica
Under Negotiation: Interest in Real Property
The City Attorney advised this matter was heard with no reportable action taken.

1.G. Conference with Real Property Negotiator
Property: Hangar 8, Santa Monica Airport, Santa Monica
City Negotiator: Stelios Makrides, Airport Director
Owner of Record: City of Santa Monica
Under Negotiation: Interest in Real Property
The City Attorney advised this is a real property negotiation with respect to Hanger 8 at the Santa Monica Airport. The City entered a five-year lease with Spaces, Inc., the lease included a $307,610 rental credit in exchange for an agreed upon improvements during the term of the lease. To date, $242,805 in rental credit has been provided, but no improvements have been made. Spaces, Inc. advised the city that they are no longer able to maintain the lease or complete the required improvements. The City Attorney’s Office proposes a settlement with terms that Spaces, Inc. will immediately surrender the premises to the city; Spaces will be relieved of remaining lease obligations; and Spaces will pay the city $135,453.

Motion by Councilmember Himmelrich, seconded by Mayor Pro Tem O’Day, to approve Settlement No. 10795 (CCS) in the amount of $135,453, with terms. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None

1.H. Conference with Labor Negotiator: Government Code Section 54957.6. Agency Designated Representatives: Christina Winting Interim Director of Human Resources and Human Resources Manager Shawn Weiske, Bargaining Unit: Coalition of Santa Monica City Employees (CSMCE)
The City Attorney advised this matter was heard with no reportable action taken.

1.I. Conference with Legal Counsel – Existing Litigation – Litigation has been initiated formally pursuant to Government Code Section 54946.9(d)(1): Podrat, et al. v. City of Santa Monica, Los Angeles Superior Court, Case No. BC711380
DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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The City Attorney advised this was a property damage claim involving a ficus tree and recommended a settlement on the amount of $66,750.

Motion by Councilmember Himmelrich, seconded by Mayor Pro Tem O’Day, to approve Settlement No. 10796 (CCS) in the amount of $66,750.

The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None

SPECIAL AGENDA
ITEMS:

2.A. Recognition of Councilmember Tony Vazquez, was presented by Mayor Davis.

2.B. Recognition of retiring City employee: Laura Avery, was presented by Mayor Davis.

Member of the public Former Mayor Ruth Goldway spoke on this item.

REPORT ON COUNCIL
TRAVEL
Councilmember McKeown, reported that he traveled to Northern California for Community Choice Energy Summit where he heard about all of the opportunities that the city will have through the Clean Power Alliance.

CONSENT CALENDAR: All items were considered and approved in one motion unless removed by a Councilmember for discussion.

Members of the public Denise Barton and Elizabeth Van Denburg commented on various Consent Calendar items.

At the request of Councilmember Morena, Item 3.M. was pulled, and at the request of Mayor Pro Tem O’Day, Item 3.J. was removed from the Consent Calendar.

Motion by Councilmember Winterer, seconded by Councilmember Vazquez, to approve the Consent Calendar except for Items 3.J. and 3.M., reading resolutions by title only and waiving further reading thereof. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None
DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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BIG BLUE BUS 3.A. Award Construction Contract to EFS West for the Big Blue Bus Methane Detection System Upgrades Project, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #SP2371 to EFS West, a California-based company, for the construction of the Methane Detection System Replacement for the Big Blue Bus at the Transit-Maintenance Facility.

2. Authorize the City Manager to negotiate and execute Agreement No. 10784 (CCS) with EFS West in an amount not to exceed $632,815 (includes a 10% contingency) for two years with future year funding contingent on Council budget approval.

3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority.

ELECTRIC TRUCKS 3.B. Award Bid to Canadian Electric Vehicles Ltd. for the Purchase of up to 31 Might-E Electric Trucks, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #4299 to Canadian Electric Vehicles Ltd., a Canadianbased company, for the purchase and delivery of 25 Might-E Truck vehicles for the Public Works and Housing and Economic
Development departments; and

2. Authorize the Procurement Manager to issue a purchase order with Canadian Electric Vehicles Ltd. for the purchase and delivery of 25 Might-E Truck vehicles in the amount not to exceed $1,383,995, with future year funding contingent on Council budget approval; and

3. Authorize the Procurement Manager to issue any necessary change orders to the purchase order in an amount not to exceed $332,159 for the purchase of up to an additional six vehicles for an additional 12 months after receipt of the purchase order, at the same price, terms and conditions. This would result in a revised purchase order total amount not to exceed $1,716,154, with future year funding contingent on Council budget approval.

ASPHALT PAVING MIX 3.C. Award Bid to Sully-Miller Contracting for Asphalt Paving Mixes, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #4345 to Sully-Miller Contracting, a California-based company, for the purchase of asphalt paving mixes for the Public Works Department;

2. Authorize the Procurement Manager to issue a purchase order with Sully-Miller Contracting for asphalt paving mixes in an amount not DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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to exceed $179,795 for one year, with four additional one-year renewal options at 5% annual increases for a total amount not to exceed $993,481 with future year funding contingent on Council budget approval.
17TH STREET EXPO

BIKE CONNECTIVITY

IMPROVEMENT

PROJECT

3.D. Award Professional Services Agreement to Stantec Consulting Services, Inc. for the 17th Street Expo Bike Connectivity Improvement Project, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP #SP2484 to Stantec Consulting Services, Inc., a California-based company, to provide design services, develop construction documents, and provide engineering support during the construction of the 17th Street Expo Bike Connectivity Improvement Project for the Public Works Department;

2. Authorize the City Manager to negotiate and execute professional services Agreement No. 10785 (CCS) with Stantec Consulting Services, Inc., in an amount not to exceed $905,800 (including a 10% contingency);
HOUSING SOFTWARE 3.E. Happy Software Contract with MRI Software, LLC, for License, Maintenance, and Support to Administer Housing Voucher Programs, was approved.

Recommended Actions
Staff recommends that the City Council authorize the City Manager to negotiate and execute Agreement No. 10786 (CCS) with MRI Software, LLC, a New York-based company, for software licensing, software maintenance, and technical support services for the Housing Authority. The recommended award is made as an exception to the competitive bidding process per Municipal Code 2.24.080 (a). The agreement amount is not to exceed $48,552 for the first year, with four additional one-year renewal options with a maximum annual increase of 3.5 percent, for a total amount not to exceed $267,883 (including a $15,000 contingency) over a five-year period, with future-year funding contingent on Council budget approval.

POLICE DEPARTMENT
TRUCKS

3.F. Award Bid to Fritts Ford for the Purchase of up to Eight F-150 4x4 Pickup Trucks for the Police Department, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award Bid #4358 to Fritts Ford, a California-based company, for the purchase and delivery of six F-150 4x4 pickup trucks for the Police Department;

2. Authorize the Procurement Manager to issue a purchase order with DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Fritts Ford for the purchase and delivery of six F-150 4x4 pickup trucks in the amount not to exceed $227,454, with future year funding contingent on Council budget approval.

3. Authorize the Procurement Manager to issue any necessary change orders to the purchase order in an amount not to exceed $75,818 for the purchase of up to two additional vehicles for an additional 12 months at the same price, terms and conditions. This would result in a revised purchase order total amount not to exceed $303,272, with future year funding contingent on Council budget approval.

FIRE DEPARTMENT

TRAINING

3.G. Adopt Resolution No. 11155 (CCS) entitled, “A RESOLUTION

OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
APPROVING THE SANTA MONICA FIRE DEPARTMENT’S

MEMBERSHIP IN THE LOS ANGELES AREA REGIONAL TRAINING

GROUP AND AUTHORIZING THE CITY MANAGER TO EXECUTE A
JOINT POWERS AGREEMENT”, was adopted.

Recommended Action

1. Staff recommends that the City Council adopt attached Resolution No. 11155 (CCS) approving the Santa Monica Fire Department’s membership in the Los Angeles Area Regional Training Group (RTG) Joint Powers Authority (JPA)

2. Authorize the City Manager to execute JPA Agreement and to take such reasonable actions as may be required to implement the intent of the agreement.

COLLECTIONS AGENCY

SERVICES

3.H. Award Contract to I.C. System, Inc. for Collections Agency Services, was approved.

Recommended Action
Staff recommends that the City Council:

1. Award RFP# 195 to I.C. System, Inc., a Minnesota-based company, for Collections Agency Services for the Finance Department;

2. Authorize the City Manager to negotiate and execute Agreement No. 10787 (CCS) with I.C. System, Inc. in an amount not to exceed $120,000 for five years with future year funding contingent on Council budget approval.

EQUIPMENT

MAINTENANCE

3.I. Motorola Equipment Maintenance Contract, was approved.

Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute Maintenance and Support Agreement No. 10788 (CCS) with Motorola Solutions, Inc., an Illinois-based company, for maintenance of the interoperable public safety trunked radio communications system and radio DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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equipment in an amount not to exceed $1,086,000, over a five-year period with future year funding contingent on Council budget approval.

2. Authorize the Purchasing Manager to issue a purchase order to Motorola Solutions, Inc. for the purchase of portable and mobile radio equipment in the amount not to exceed $750,000, over a fiveyear period with future year funding contingent on Council budget approval. These recommendations are made as exceptions to the competitive bidding process pursuant to Section 2.24.080 (a), as competition does not exist, for proprietary items of original equipment manufacturers and/or their authorized exclusive distributors.

WATER RESOURCES

GRANT FUNDS

3.K. Application for Grant Funds from the California State Department of Water Resources Proposition 1 Grant Program for the Santa Monica Sustainable Water Infrastructure Project and Closed Circuit Reverse Osmosis Project, was approved and adopted.

Recommended Action
Staff recommends that the City Council:

1. Adopt attached Resolution No. 11156 (CCS) entitled, “A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SANTA MONICA AUTHORIZING THE CITY MANAGER TO

NEGOTIATE AND ENTER INTO CALIFORNIA STATE

DEPARTMENT OF WATER RESOURCES WATER

DESALINATION GRANT PROGRAM AGREEMENTS FOR

THE SANTA MONICA SUSTAINABLE WATER

INFRASTRUCTURE PROJECT AND CLOSED CIRCUIT
REVERSE OSMOSIS PROJECT”

2. Authorize the City Manager to execute all necessary documents to apply for the grant, accept the grant, if awarded, and accept all grant renewals, if awarded.

3. Authorize budget changes as outlined in the Financial Impacts and Budget Actions section of this report, in the event that the grant is awarded.

HOUSING ASSET FUND 3.L. Annual Report on Low- and Moderate-Income Housing Asset Fund, was approved.

Recommended Action
Staff recommends that the City Council:

1. Receive the Annual Report on the Low- and Moderate-Income Housing Asset Fund for Fiscal Year 2017-18 and authorize staff to post the report on the City's website by December 31, 2018; and

2. Direct staff to present the independent audit of the Low- and Moderate-Income Housing Asset Fund to the Council upon
DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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completion of the independent audit of the City’s Comprehensive Annual Financial Report (CAFR) and authorize staff to post the results of the audit on the City's website after presentation to Council.

PAYROLL SYSTEM 3.N. Modifications to Agreements with Kronos, the City's Payroll System, was approved.

Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute a fifth modification to Sales Agreement and Software License Agreement #8417 (CCS) in the amount of $143,505 with Kronos, Inc., a Massachusetts-based company, for upgrade services, training, and hardware for Kronos, the City’s electronic timekeeping system. This would result in an 18-year amended agreement with a new total amount not to exceed $608,684, with future year funding contingent on Council budget approval;

2. Authorize the City Manager to negotiate and execute a fourth modification to Software Maintenance and Support Agreement #8434 (CCS) in the amount of $647,791 (including $50,000 in contingency) over five-years with Kronos, Inc., for Software as a Service (SaaS) licenses. This would result in an 18-year amended agreement with a new total amount is not to exceed $1,850,445 with future year funding contingent on Council budget approval; and,

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

HOMELAND SECURITY

PROJECTS

3.O. State Homeland Security Grant Program (SHSGP) 2017 Grant Acceptance for Homeland Security Projects, was approved.

Recommended Action
Staff recommends that the City Council:

1. Authorize the City Manager to accept a grant awarded in the amount of $214,000 from the 2017 State Homeland Security Grant Program (SHSGP) for homeland security projects, and to accept all grant renewals.

2. Authorize the City Manager to execute all necessary documents to accept the grant and all grant renewals.

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

POLICE EQUIPMENT 3.P. Purchase of In-Car Camera Systems, Body Worn Cameras, and Cloud-based memory storage for the Police Department, was approved.

Recommended Action
Staff recommends that the City Council authorize the City Manager to DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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negotiate and execute Agreement No. 10796 (CCS) with Axon Enterprises, Inc., an Arizona-based company, for the purchase of 325 body worn camera systems, 75 in-car camera systems and related accessories, and supplies, for the maintenance of the in-car camera and body worn camera equipment, and for the cloud-based storage on Evidence.com for the storage of archived video for a total amount not to exceed $392,964 for the first year and a total amount not to exceed $2,044,265 (including a 10% contingency) for a period up to five years with future year funding contingent on Council budget approval. This recommendation is made as an exception to the competitive bidding process pursuant to Section 2.24.080(b) where competitive bid procedures have already been utilized, such as in purchasing from Federal, State, County, City or special district government agencies.

FIRE DEPARTMENT

EQUIPMENT

3.Q. Increase Purchase Order with Zoll to Purchase Cardiac Monitor Durable Goods, was approved.

Recommended Action
Staff recommends that the City Council authorize the Procurement Manager to issue a change order to purchase order #21901362 in the amount of $150,000 with Zoll Corporation, a Massachusetts-based company for the purchase of cardiac monitor defibrillator durable goods (batteries, battery chargers, cables, cuffs, pads, monitor paper, and specialty items), for the Fire Department. This would result in a revised purchase order total not to exceed $683,139, with future year funding contingent on Council budget approval.

BENEFITS 3.R. P & A Group - New Vendor for Flexible Spending Account Administration, was approved.

Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute professional services Agreement No. 10791 (CCS) with P&A Group, a New York-based company, in an amount not to exceed $275,000 (includes 10% contingency) for administration of the City’s Flexible Spending Account, Dependent Care Account, Section 125 Cafeteria Plan, COBRA and Retiree Billing over a five-year period, with two one-year renewal options for $60,000 each, which includes a 10% contingency and fee changes after the five-year period.

PERFORMANCE

MANAGEMENT

SOFTWARE

3.S. Modification to Agreement with NEOGOV, the City’s Onboarding and Performance Management Software, was approved.

Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a first modification to agreement #10257 in the amount of $71,7634 with Governmentjobs.com, Inc. dba NEOGOV, a California based company, for Human Resources onboarding and performance DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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management software. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.080(b) and will result in an amended five-year agreement with a new total amount not to exceed $165,069, with future year funding contingent on Council budget approval.

MINUTES 3.T. City Council - Special Meeting Minutes- Aug 28, 2018 4:30 PM, were approved.

ELECTRONIC

MARKETPLACE

3.U. Authorization to Purchase from Six Vendors Through an Internal Online/Electronic Marketplace, was approved.

Recommended Action
Staff recommends that the City Council:

1. Authorize the Procurement Manager to purchase goods and services though an internal online/electronic marketplace with CDW-G, an Illinois-based company; Grainger, an Illinois-based company; Ricoh, an Ōta, Tokyo, Japan-based company; Royal Corporation, a California-based company; Supply Works, a Georgia-based company; and Waxie Sanitary Supply, a California-based company;

2. Authorize purchases of goods and services through an internal online/electronic marketplace as an exception to the competitive bidding process pursuant to Section 2.24.080 (b) where the City would purchase from cooperative purchasing agreements for a total amount not to exceed $3,235,400 over a five-year period with CDWG, an Illinois-based company; Grainger, an Illinois-based company; and Ricoh, an Ōta, Tokyo, Japan-based company; and

3. Authorize purchases of goods and services for a total amount not to exceed $1,659,400 over a two-year period as an extension of existing City solicitations with Royal Corporation, a California-based company; Supply Works, a Georgia-based company; and Waxie Sanitary Supply, a California-based company, for a total amount not to exceed $4,894,800, with future year funding contingent on Council budget approval.

DISPLACED FAMILIES 3.V. Housing for Families Displaced by the Malibu Fire, was approved.

Recommended Action Staff recommends that Council authorize temporary forbearance of enforcement of the City’s local preference policy for nine Community Corporation of Santa Monica properties funded by housing trust funds to provide housing opportunities for low-income families with children currently enrolled in the Santa Monica-Malibu Unified School District who are permanently displaced due to the Woolsey fire in Malibu.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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SANTA MONICA PIER

CAROUSEL
Councilmember Morena was
excused at 8:17 p.m.

3.M. Operation and Maintenance of the Santa Monica Pier Carousel, was presented.

Recommended Action
Staff recommends that the City Council:

1. Award RFP# 197 to Roth Management, a California-based company, for the operation and maintenance of the Santa Monica Pier Carousel;

2. Authorize the City Manager to negotiate and execute three-year Agreement No. 10790 (CCS) with Roth Management, in an amount not to exceed $783,348 ($253,437 for the first year, with annual CPI increases of one to three percent thereafter), with two additional oneyear renewal options on the same terms and conditions, for a total contract amount not to exceed $1,345,531 over a five-year period, with future-year funding contingent on Council budget approval.

Councilmember Morena recused himself to avoid the appearance of a conflict of interest because his family owns and operates a restaurant on the Pier.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to approve the recommended action. The motion was approved by the following vote:

AYES: Councilmember Himmelrich, McKeown, Winterer, Vazquez, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: Councilmember Morena

ELECTRIC VEHICLE

ACTION PLAN
Councilmember Morena
returned at 8:18 p.m.

Mayor Pro Tem O’Day was
excused at 8:18 p.m.

3.J. Award Professional Services Agreement to Willdan Engineering for the Electric Vehicle Action Plan Design, was presented.

Recommended Action
Staff recommends that the City Council:

1. Award RFP #SP2572 to Willdan Engineering, a California-based company, to provide design services, develop construction documents, and provide engineering support during the construction of the Electric Vehicle Action Plan design for the Public Works Department;

2. Authorize the City Manager to negotiate and execute professional services Agreement No. 10789 (CCS) with Willdan Engineering in an amount not to exceed $409,912 (including a 10% contingency).

Mayor Pro Tem O’Day recused himself to avoid any potential conflict of interest, because he works in the electric vehicle industry.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Questions asked and answered of staff included, has staff looked at the Montana night time charging and/or gotten the neighborhood input on the different neighborhoods and where the chargers will be placed.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to approve the recommended action. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Davis
NOES: None
ABSENT: Mayor Pro Tem O’Day
STUDY SESSION:

CORPORATE HOUSING
Mayor Pro Tem O’Day
returned at 8:21 p.m.

4.A. Corporate Housing potential goals and policy options, was approved.

Recommended Action
Staff recommends that the City Council review and discuss potential goals and policy options to guide an updated corporate housing ordinance.

Members of the public Denise Barton, Shawn Landres, Anastasia Foster, Linda Piera-Avila (time donated by Genise Schnitman), Jennifer Kennedy (time donated by Debbie Perry), Michael Tarbet (time donated by Eileen Carry), and Harvey Eder.

Questions asked and answered of staff included: what would it take to redefine non-permanent residential use as a commercial use, and are there any legal impediments to doing that, if we decide to; is there a way to require leases on residential apartments be made only with natural persons and made for a minimum period of 12 months; what would it take to change procedures on permits so that incremental conversion of properties from truly residential to non-permanent residential would not be able to be done with a series of counter permits, how can we catch that; what would it take to raise the fines and penalties, including buyouts, and are the fines and penalties accurate the way they are; what can be done to control the advertising for corporate housing; how feasible is it to charge a vacancy tax for units that are not occupied; could this tax apply to both commercial and residential property:

Is there a way to flag all rent control apartments that are being renovated; can the city impose a penalty on those owners who violate the relocation buyout processes; are non-disclosure contracts legal; and, are there any other short-term steps that can be taken to help reduce the conversion of long-term housing to short-term housing.

Considerable discussion ensued on topics including, but not limited to:
redefine corporate housing; keep the amenities simple, have staff come back as soon as possible for medium-term housing; look at a 12-month minimum DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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for medium-term housing; medium-term housing should be established in the commercial zones of the city; and if someone is making more money per square foot, they should in turn provide more deed restricted low-income housing in return.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to propose the following staff direction:
1) Come back with an Interim zoning ordinance defining medium term residential as a commercial use prohibited in all residential zones; 2) require leases on apartments be made only to natural persons and require a 12-month initial lease;
3) Commence deeper scrutiny of alterations to rental stock that might lead to being used for medium term residential;
4) return with recommendations and justification for increase fines and penalties on things leading to medium-term residential, including on buyouts; and,
5) return with a way, by ordinance, to control the advertising of medium-term housing.

Mayor Davis, proposed a friendly amendment to include: 1) how to protect the existing housing market, and keep from conversing to medium-term housing. What else can be done to accommodate more innovative housing types down the line, where there is no displacement of existing residents; 2) Staff return with an honest evaluation about what the enforceability of these measures are.

The motion was considered friendly by the maker and seconder.

Councilmember Winterer, proposed a friendly amendment to include having staff redefine what is previously known as corporate housing.

The motion was considered friendly by the maker and seconder.

Councilmember Himmelrich, suggest staff look at the feasibility options of vacancy tax for residential units in the commercial use of medium-term rentals; and, buyout offers be submitted upon presentation to a tenant and the Rent Control board before tenants can accept the offer.

The motion was considered friendly to the maker and seconder.

The Mayor asked for clarification from the maker on what should be considered when defining medium-term rentals.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to give direction to staff including, amendments. The motion was unanimously approved by voice vote with all members present.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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ORDINANCES:

PARK AND BEACH
CODE

7.A. Introduction and first Reading of an Ordinance Amending Santa Monica Municipal Code Chapter 4.55 – Park and Beach Code; and Chapter 4.68 – Community Events, was presented.

Recommended Action
Staff recommends that the City Council introduce for first reading the attached ordinance amending Santa Monica Municipal Code Chapter 4.55 - Park and Beach Code; and Chapter 4.68 - Community Events.

There were no members of the public present.

Questions asked and answered of staff included: does this include the Lincoln Swim center; what is an example of a large group of 20 or more; once a group buys a permit, would the city be responsible for staffing; what is the genesis of why this is necessary; how would one get this permit, and how long does it take; does there have to be a permit, is there another way to notify or an easier way; is there a fee anticipated with the permit; and, how does the Coastal Commission treat these.

Motion by Councilmember Winterer, seconded by Councilmember Himmelrich, to introduce and hold first reading of the ordinance reading by title only and waiving further reading thereof, with the amendment adding the phrase “but not limited to” after Aquatic Facilities. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None
STAFF

ADMINISTRATIVE
ITEMS:
18TH STREET ARTS
CENTER

8.A. Authorization to enter into a management agreement for Airport Art Studios with 18th Street Arts Center, was presented.

Recommended Action
Staff recommends that the City Council:

1. Award RFP #190 to 18th Street Arts Center, a California-based company for management of the arts program at the Santa Monica Airport for the CCS Department;

2. Authorize the City Manager to negotiate and execute Agreement No. 10792 (CCS) with 18th Street Arts Center, in an amount not to exceed $250,000 per year (which includes a $50,000 contingency per year), for an initial two year term, with three additional one-year renewal options in the amount of $250,000, on the same terms and conditions for a total amount not to exceed $1,250,000 over a 5-year period with future funding contingent on Council budget approval.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Members of the public Sue Bell Yank, Anu Vikram, Jeny Amayer, Daniel Greaney, Ines Garcia, Cheyanne Soulter, Ted Schwab, Jan Williamson (time donated by Saul Quintero), Adrienne Luce, David McDonald, Lori Harris, Jerry Rubin, Dwight Trible, and Laurie Yehia, spoke generally in favor of the recommended action.

Members of the public Juliellen Weiss (time donated by Sarah Sims), Berenika Beberska, Carlo Siliotto, Max Borenstein, Ramin Ebrahimi, Natalie Raf, Amy Raash, Eric Drachman, Keith Flamonk, Shawn Wexman, Giti Rabbar, Brigita Slekys, Dominic Harris, Bonnie Kini, Deb Foster, Chrystal Michaelson (time donated by Krista Augius), Kristina Jakstys, Carl Berg, Ian Schuler, Jason Ironi (time donated by Amit Yehudayan Ironi), Jose de Perez, Rachel Chu, Sara Issakharian, Shahram Kaquanfar, Arezv Kaywanfer, Emily Ashenfelter (time donated by Merci Manklow), Rick Ruiz, Laura Stone, Miki Yokoyama, Joan Abramson, Tomoaki Shibata, Luigi Gorim (time donated by Paul Art Lee), Becky Lantry, CJ Leedy, Bruria Finkel, Shakira del Fresco, Kateryna Marchuck and Audrey Marchuck spoke generally in opposition to the recommended action.

Questions asked and answered of staff included: would the artist rent directly from the city, not the operator, and is it true that the majority of their rents would be less; and, why are we doing this when we are going to do another RFP in two years.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to adopt the staff recommendation.

Councilmember Morena, proposed a substitute motion to suspend the process, and look for other options. The motion failed due to a lack of a second.

The main motion was approved by the following vote:

AYES: Councilmembers Himmelrich, McKeown, Winterer, Vazquez, Mayor Pro Tem O’Day, Mayor Davis
NOES: Councilmember Morena
ABSENT: None
BIG BLUE BUS 8.B. Proposed March 2019 Big Blue Bus Service Changes, was presented.

Recommended Action
Staff recommends that the City Council approve the proposed Big Blue Bus (BBB) operating plan for new and restructured BBB routes and schedules for March 2019 implementation; and, adopt an adjustment to the Rapid 10 fare.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Members of the public Christine Ivey, Erskin Robinson (time donated by Derrick Bailey), Denise Barton, Jerry Rubin, Cris Gutierrez, and Harvey Eder spoke generally in favor of the recommended action.

Questions asked and answered of staff included: what is the marketing plan for the Pilot program; how do you plan to market and do outreach on the new routes and extensions when you launch new service; how long does it take to standardize ridership; what do you think about the Rapid service going down Lincoln being deleted; who are the downtown loop intended users, and has there been any consideration to have this be free; what are the plus and minuses of extending the service as far north as Wilshire; have you considered alternative types of vehicles for the downtown pilot plan; what are the plans for the 18 bus; and, is it quicker to take the 10 bus into downtown L.A. instead of the Expo.

Motion by Mayor Pro Tem O’Day, seconded by Councilmember Winterer, to adopt the staff recommendation. The motion was approved by the following vote:

AYES: Councilmembers Vazquez, Winterer, McKeown, Himmelrich, Morena, Mayor Pro Tem O’Day, Mayor Davis
NOES: None
ABSENT: None

COUNCILMEMBER
DISCUSSION ITEMS:

BUILDING & FIRE - LIFE

SAFETY COMMISSION

13.A. Appointment to one unscheduled vacancy on the Building & Fire - Life Safety Commission for a term ending June 30, 2021, was continued to a future meeting.

COMMISSION ON THE

STATUS OF WOMEN

13.B. Appointment to one unscheduled vacancy on the Commission on the Status of Women for a term ending June 30, 2021, was presented.

There were no members of the public present.

On order of the Mayor, the floor was opened for nominations.

Councilmember Winterer, nominated Glenda Callanen.

Councilmember Morena, nominated Kelsey O’Hara
Kelsey O’Hara was appointed by the following vote:

Callanen: Councilmembers Winterer, McKeown, Mayor Davis O’Hara: Councilmembers Vazquez, Himmelrich, Morena,
Mayor Pro Tem O’Day
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Councilmembers Winterer, McKeown and Mayor Davis changed their votes to O’Hara, thereby appointing Kelsey O’Hara by acclamation to the Commission on the Status of Women for a term ending July 30, 2021, with all members present.

CLEAN BEACHES AND

OCEAN PARCEL

CITIZENS TAX

OVERSIGHT

COMMITTEE

13.C. Appointment to three annual vacancies on the Clean Beaches and Ocean Parcel Citizens Tax Oversight Committee for terms ending 12/31/2020, was presented.

There were no members of the public present.

On order of the Mayor, the floor was opened for nominations.

Councilmember McKeown nominated reappointing Benjamin Kay and Vanessa Meier. There being no other nominations Mr. Kay and Ms. Meier were reappointed by acclamation for a term ending December 31, 2020 to the Clean Beaches and Ocean Parcel Citizens Tax Oversight Committee, with all members present.

On order of the Mayor, the floor was opened for nominations.

Councilmember Winterer nominated Troy Harris. There being no other nominations Mr. Harris was voted by acclamation for a term ending December 31, 2020, to the Clean Beaches and Ocean Parcel Citizens Tax Oversight Committee, with all members present.

AUDIT SUBCOMMITTEE 13.D. Recommendation to accept Greg Morena's resignation from the Audit Subcommittee and authorize the City Clerk to publish the vacancy, was presented.

There were no members of the public present.

Motion by Councilmember Winterer, seconded by Councilmember McKeown, to accept the resignation with regret.

The motion was approved by a unanimous voice vote, with all members present.

PERSONNEL BOARD 13.E. Recommendation to accept Bud Pell's resignation from the Personnel Board and authorize the City Clerk to publish the vacancy, was presented.

There were no members of the public present.

Motion by Councilmember Winterer, seconded by Councilmember McKeown, to accept the resignation with regret.

DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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The motion was approved by a unanimous voice vote, with all members present.

COMMISSION ON THE

STATUS OF WOMEN

13.F. Recommendation to accept Madeleine Brand's resignation from the Commission on the Status of Women and authorize the City Clerk to publish the vacancy, was presented.

There were no members of the public present.

Motion by Councilmember Winterer, seconded by Councilmember McKeown, to accept the resignation with regret.

The motion was approved by a unanimous voice vote, with all members present.

MEASURE R 13.G. Request of Councilmembers McKeown and Himmelrich that the Council, in order to achieve mandated compliance with voter-approved Measure R, which requires that 30% of all new multi-family housing be affordable, direct staff to prepare amendments to the Affordable Housing Production Plan disallowing the current option for developers to provide fewer extremely low-income units, until such time as a feasibility study can be completed to extend, as economically justified, to the rest of the City, the Downtown Community Plan formula requiring a mix of units at appropriate sizes and affordability levels, was presented.

Members of the public Shawn Landres, Paula Larmore (time donated by Jennifer Johnson), Harvey Eder, and Jennifer Kennedy spoke on the recommended action.

Questions asked and answered of staff included: what is the applicability date, and what kind of projects would this apply to, and why wouldn’t we have this come back with the feasibility study and a couple other options.

Discussion included not looking at the problem holistically, because piece mail solutions may cause an unintended result; these types of matters typically go to the Planning Commission before they come before the Council; and, how long will it take to get a feasibility study done.

Motion by Councilmember McKeown, seconded by Councilmember Himmelrich, to approve the recommendation, to bring this back as soon as practical. The motion was unanimously approved by voice vote, with all members present.

CLEAN POWER

ALLIANCE

13.H. Request of Councilmember McKeown, as Santa Monica’s Director on the Board of the Clean Power Alliance of Southern DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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California, that the Council authorize a letter from our Mayor to the California Public Utilities Commission expressing concern about the magnitude of proposed Southern California Edison rate increases, and of past financial losses Southern California Edison proposes to pass on to future customers of the Clean Power Alliance, and suggesting alternative options that would result in a more fair outcome for all ratepayers, including customers in Santa Monica, was presented.

There were no members of the public present to speak.

Motion by Councilmember Winterer, seconded by Councilmember Himmelrich, to approve the recommendation. The motion was unanimously approved by voice vote, with all members present.

ADJOURNMENT On order of the Mayor, the City Council meeting adjourned at 2:50 a.m. in memory of Merlin Murf.

ATTEST: APPROVED:

Denise Anderson-Warren Gleam Davis
City Clerk Mayor
DocuSign Envelope ID: C37FA33B-4C89-4B8C-AB3E-830EBD568281

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Report
City Council Meeting: October 14, 2025
Agenda Item: 4.K
1 of 2
To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Adoption of a Resolution Establishing the 2026 Council Meeting Dates Recommended Action
Staff recommends that the City Council:

1. Adopt the attached resolution establishing the 2026 Council regular meeting calendar; and

2. Adopt a finding that the resolution is not a project subject to the California Environmental Quality Act (CEQA) Guidelines.

Summary
Charter Section 611 requires the Council to hold two regular meetings per month, and that the meeting calendar shall be established by ordinance or resolution.

Discussion
Santa Monica City Charter section 611 states:

The City Council shall hold regular meetings at least twice each month, at such times as it shall fix by ordinance or resolution and may adjourn or readjourn any regular meeting to a date certain, which shall be specified in the order of adjournment and when so adjourned, each adjourned meeting shall be a regular meeting for all purposes.

The resolution also authorizes the City Clerk to cancel a regular meeting for an anticipated lack of a quorum, and that additional regular meetings may be scheduled by amendment to the resolution (which could be a simple minute resolution on the Consent Agenda).

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Environmental Review
This resolution is not a “project” subject to CEQA. The resolution is procedural in nature and establishes the City Council’s regular meeting schedule for the 2026 calendar year. Pursuant to CEQA Section 21065, the project does not meet the definition of a “project” subject to CEQA as it will not “cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment”. Additionally, per Section 15378(b) of the CEQA Guidelines, a “project” does not include continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy and procedure making.

Therefore, the adoption of the resolution is not subject to CEQA.

Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of recommended action.

Prepared By: Priscilla Bouvet, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Reso_2026 meeting schedule

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1 City Council Meeting October 14, 2025 Santa Monica, California RESOLUTION NUMBER _________ (CCS)
(City Council Series)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA ADOPTING THE 2026 COUNCIL MEETING CALENDAR WHEREAS, pursuant to Charter section 611, the City Council establishes its regular meeting schedule for the year, and
WHEREAS, the Council now wishes to adopt the 2026 meeting schedule set forth below.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS FOLLOWS:

SECTION 1. Pursuant to Charter section 611, the City Council establishes the following regular meeting calendar for the year 2026:

January 13, 27
February 10, 24
March 17, 24
April 14, 28
May 12, 26
June 9, 23
July 14, 28
August 11, 25
September 8, 22
October 13, 27
November 10, 17
December 8, 15
SECTION 2. A scheduled regular meeting may be subject to cancellation by the City Clerk for anticipated lack of quorum, and a regular meeting may be added by Council amending this Resolution.

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Packet Pg. 300 Attachment: Reso_2026 meeting schedule (7340 : Adopt Resolution establishing the 2026 Council meeting dates) 2 SECTION 3. The City Clerk shall certify to the adoption of this Resolution, and thenceforth and thereafter the same shall be in full force and effect.

APPROVED AS TO FORM:
________________________________
Heidi von Tongeln, Interim City Attorney

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Report
City Council Meeting: October 14, 2025
Agenda Item: 4.L
1 of 3
To: Mayor and City Council
From: Nikima Newsome, City Clerk, Records and Election Services Department Subject: Approval of Ninth Contract Modification with Carahsoft/Granicus for Electronic Agenda Management Services
Recommended Action
Staff recommends that the City Council:

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

2. Authorize the City Manager to negotiate and execute a ninth modification to Agreement 9784 (CCS) in the amount of $41,740 with Carahsoft/Granicus for an agenda management software system for the Records and Election Services Department. This will result in a 14-year amended agreement with a new total amount not to exceed $324,290 budget approval.

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 December 31, 2025, and staff recommends that Council authorize the City Manager to negotiate and execute a ninth modification to Agreement 9784 (CCS) in the amount of $41,740 for one-year. This will result in a contract not to exceed the amount of $324,290. Extending this contract will maintain services while staff begin a Request for Proposals (RFP) process for a replacement system. Extension will allow staff to continue efforts to find a new vendor and upgraded system in 2026.

Discussion

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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, seventh and eighth modifications extended the contract while staff worked to implement and transition to the new system and began data migration of legislative files. After a lengthy and unsuccessful implementation, staff determined that the new system could not meet the operational and functional conditions needed for a new agenda management system.

This ninth modification will allow time to begin a new RFP process to find a proven solution that fulfills the City’s requirements and replaces the current system. The new implementation date is anticipated to be at the end of 2026.

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

Past Council Actions
Meeting Date Description
08/13/13 (attachment A) Original bid and agreement electronic agenda management

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Services
06/24/25 (attachment B) Eighth 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 one-year software renewal of an agenda management system.

Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Amount
Future
Years
Amount
Account # Total Revised
Contract Amount
9784 $282,550 $20,870 $20,870 01110001.55201
0 $324,290
Future year funding is contingent on Council budget approval.

Prepared By: Priscilla Bouvet, Administrative Analyst
Approved Forwarded to Council
Attachments:

A. Contract 9784, Original
B. Eighth Modification to Agreement #9784
C. Levine Act Form
D. 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.L.a
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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. 306 Attachment: Contract 9784, Original (7345 : 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.L.a
Packet Pg. 307 Attachment: Contract 9784, Original (7345 : 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.L.a
Packet Pg. 308 Attachment: Contract 9784, Original (7345 : 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. 309 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBIT A
Request for Proposal (See Attached)

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Packet Pg. 310 Attachment: Contract 9784, Original (7345 : 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
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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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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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Packet Pg. 313 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) AGENDA MANAGEMENT SYSTEM f REQUEST FOR PROPOSALS
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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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
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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AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS
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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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
• 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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AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
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]
. 13.

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Packet Pg. 324 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS

ATIACHMENT A-BUSINESS LICENSE

CITY OF SANTA MONICA

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

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

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

BUSINESS LICENSE APPLICATION

APPLY ON-LINE

DOWNLOAD FORMS TO MAIL IN OR APPLY IN PERSON
• If your business is located at a commercial location in Santa Monica, download and complete the COMMERCIAL BUSINESS LICENSE APPLICATION.
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Packet Pg. 325 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM ( REQUEST FOR PROPOSALS
• 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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Packet Pg. 326 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
ATIACHMENT 8- INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

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

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

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

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

Other Insurance Provisions

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

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

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Packet Pg. 327 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

AGENDA MANAGEMENT SYSTEM I REQUEST FOR PROPOSALS
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. 328 Attachment: Contract 9784, Original (7345 : 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. 329 Attachment: Contract 9784, Original (7345 : 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. 330 Attachment: Contract 9784, Original (7345 : 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. 331 Attachment: Contract 9784, Original (7345 : 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# ____________ _
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Packet Pg. 332 Attachment: Contract 9784, Original (7345 : 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. 333 Attachment: Contract 9784, Original (7345 : 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. 334 Attachment: Contract 9784, Original (7345 : 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. 335 Attachment: Contract 9784, Original (7345 : 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.L.a
Packet Pg. 336 Attachment: Contract 9784, Original (7345 : 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.

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.L.a
Packet Pg. 337 Attachment: Contract 9784, Original (7345 : 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.L.a
Packet Pg. 338 Attachment: Contract 9784, Original (7345 : 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. 339 Attachment: Contract 9784, Original (7345 : 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.
29 4.L.a
Packet Pg. 340 Attachment: Contract 9784, Original (7345 : 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. 341 Attachment: Contract 9784, Original (7345 : 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).
31 4.L.a
Packet Pg. 342 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software)

EXHIBITB
Proposal (See Attached)

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Packet Pg. 343 Attachment: Contract 9784, Original (7345 : 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. 344 Attachment: Contract 9784, Original (7345 : 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. 345 Attachment: Contract 9784, Original (7345 : 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. 346 Attachment: Contract 9784, Original (7345 : 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.
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Packet Pg. 347 Attachment: Contract 9784, Original (7345 : 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. 348 Attachment: Contract 9784, Original (7345 : 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. 349 Attachment: Contract 9784, Original (7345 : 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. 350 Attachment: Contract 9784, Original (7345 : 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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Contact's .

Name/Title
cAddress
Phone
Email
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Packet Pg. 352 Attachment: Contract 9784, Original (7345 : 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. 353 Attachment: Contract 9784, Original (7345 : 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. 354 Attachment: Contract 9784, Original (7345 : 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. 355 Attachment: Contract 9784, Original (7345 : 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. 356 Attachment: Contract 9784, Original (7345 : 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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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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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. 359 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica

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

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

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

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

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

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

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

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Packet Pg. 360 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Carahsoft' s of Santa Monica

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

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

Security and Administrative Functions

24. Explain version control with your proposed system.

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

25. Explain archiving of revision history of information.

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

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

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

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

27. Describe backup and restore features.

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

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

29. What is the maximum file size for individual attachments (ensuring no latency occurs)? There is no limit on file size.
carahsoft 15

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Packet Pg. 361 Attachment: Contract 9784, Original (7345 : 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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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. 363 Attachment: Contract 9784, Original (7345 : 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. 364 Attachment: Contract 9784, Original (7345 : Extension of Contract with Carahsoft/Granicus for Agenda Mgmt Software) Project: M2 Suite Implementation
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Santa Monica City CouncilOctober 14, 2025

Santa Monica City Council
October 14, 2025