Seaside City Council
April 17, 2025

A G E N D A

CITY OF SEASIDE REGULAR MEETING
CITY COUNCIL/SUCCESSOR 440 HARCOURT AVE (COUNCIL CHAMBER) AGENCY TO THE Thursday, April 17, 2025
REDEVELOPMENT AGENCY 5:00 PM
__________________________________________________________________________________ NOTICE: The City Council will hold its public meetings in person, with a virtual option for public participation based on availability. The City of Seaside utilizes Zoom tele-conferencing technology for virtual public participation; however, we make no representation or warranty of any kind, regarding the adequacy, reliability, or availability of the use of this platform in this manner. Participation by members of public through this means is at their own risk. ___________________________________________________________________________________ _________________________________________________________________________________

1. To view this meeting: Please click on the following link to the City of Seaside YouTube Channel: https://www.youtube.com/c/CityofSeasideCalifornia

2. To view or participate this meeting: Using the Zoom application on your smart phone, laptop, tablet or desktop and click on this link: https://ci-seaside-ca-us.zoom.us/j/81936832059 WEBINAR ID: 819 3683 2059

3. To listen or participate by phone: Please call (669) 900-9128 Enter the WEBINAR ID: 819 3683 2059 when prompted. There is no participate code – press the pound sign # after the recording prompts you.

4. To make public comment, the following options are available:

Before the Meeting via Email: Written comments can be emailed to [email protected] Include the following subject line: “Public Comment Item #___” (insert the agenda item number relevant to your comment). Written comments must be received by 2:00 p.m. on the day of the meeting.

During the Meeting: When the Chair calls for public comment, members of the public participating in person and wishing to address the City Council may approach the podium when the Chair calls for public comment.

When the Chair calls for public comment, members of the public participating on Zoom and wishing to address the City Council can queue to speak with the “Raise Hand” feature. On the Zoom application, click the “Raise Hand” button. On the phone, press *9 to “Raise Hand”; press *6 to unmute.

5. In accordance with the City’s Remote Meeting Participation Policy for Public Comment: The City of Seaside reserves the right to refuse, limit, and/or revoke use of video conferencing technology and the option for virtual public participation. Granting use of the virtual participation in no way constitutes an endorsement of any person or group to display hateful conduct, including sending or posting hateful images, making violent threats, or targeting others with hateful or abusive speech. The City may remove any participate that violates its agreement or applicable policy with proper notice as outlined in the conditions of use/meeting access.

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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 2

1. CALL TO ORDER

2. ROLL CALL – ESTABLISHMENT OF QUORUM
Ian N. Oglesby
David R. Pacheco
Alexis Garcia-Arrazola
Rita Burks
Alex Miller
Mayor/Chair
Mayor Pro Tem/Vice Chair
Council/Agency Member
Council/Agency Member
Council/Agency Member

3. INVOCATION AND PLEDGE OF ALLEGIANCE

4. REVIEW OF AGENDA
If there are any items that arose after the 72-hour posting deadline, this is the point in the meeting where a vote may be taken to add the item to the agenda. (A 2/3- majority vote is required).

5. PUBLIC COMMENT
Members of the public wishing to address the City Council on matters within the jurisdiction of the City of Seaside, but not on this agenda, may do so during the Public Comment period for up to three (3) minutes. Public Comments for "Presentations" on this agenda are also taken at this time; comments on specific agenda items are heard under that item. For the public record, please state your name.

6. PUBLIC AGENCY COMMUNICATIONS
This is a time specifically set aside for representatives of public agencies to make brief comments of general interest to the City Council and the community.

A. CAL FIRE HAZARD MAPS PRESENTATION (PAUL BLAHA, INTERIM FIRE CHIEF)
B. SEASIDE CITY NEWS BROADCAST OF UPCOMING CITYWIDE EVENTS

AND COMMUNITY ANNOUNCEMENTS

7. PRESENTATIONS
A. FEBRUARY AND MARCH 2025 HOUSE OF THE MONTH AWARDS
(NEIGHBORHOOD IMPROVEMENT COMMISSION)
B. SB 1383 PROGRESS UPDATE PRESENTATION BY GREENWASTE

RECOVERY (BESSIE NICOLAIDES, GREENWASTE OUTREACH

SUPERVISOR)
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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 3 C. PRESCHOOL MURAL SELECTION AND UTILITY BOX ART PROGRAM

SELECTION (RECREATION SUPERVISOR, KEE HYON HIGGINS)
D. AFFORDABLE HOUSING FUNDING THROUGH SHORT TERM RENTAL TAX

COLLECTION (JOSE BAZUA, ECONOMIC DEVELOPMENT DIRECTOR)

8. CONSENT AGENDA
A. APPROVE PROCLAMATION RECOGNIZING MAY 4-10, 2025, AS

PROFESSIONAL MUNICIPAL CLERK'S WEEK
RECOMMENDATION: Approve proclamation recognizing May 4-10, 2025, as Professional Municipal Clerks Week in the City of Seaside.

B. APPROVE PROCLAMATION RECOGNIZING MAY 4-10, 2025, AS SMALL

BUSINESS WEEK
RECOMMENDATION: Approve a proclamation recognizing May 4-10, 2025, as Small Business Week in the City of Seaside.

C. APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS NATIONAL

WATER SAFETY MONTH
RECOMMENDATION: Approve the proclamation recognizing May as National Water Safety Month in the City of Seaside.

D. APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS AFFORDABLE

HOUSING MONTH
RECOMMENDATION: Approve a proclamation recognizing May, as Affordable Housing Month in the City of Seaside.

E. APPROVE A PROCLAMATION RECOGNIZING MAY 2025, AS ASIAN

PACIFIC AMERICAN HERITAGE MONTH
RECOMMENDATION: Approve proclamation recognizing the month of May, as Asian Pacific American Heritage Month in the City of Seaside.

F. APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS JEWISH

AMERICAN HERITAGE MONTH
RECOMMENDATION: Approve proclamation recognizing May 2025, as Jewish American Heritage Month in the City of Seaside.

G. APPROVE MAYOR'S YOUTH FUND CONTRIBUTION REQUEST OF
$3,000.00 FROM SEASIDE MIDDLE SCHOOL NATIONAL HISTORY DAY

PROGRAM TO ASSIST WITH THE COSTS ASSOCIATED WITH MATERIALS

FOR THEIR PROJECTS AND TRANSPORTATION, FOOD, AND

ACCOMMODATIONS FOR THE STATE COMPETITION
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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 4 RECOMMENDATION: Approve the request.

H. APPROVE MAYOR'S YOUTH FUND CONTRIBUTION REQUEST OF
$1,500.00 FROM MONTEREY LULAC 2895 TO ASSIST WITH THE COST

ASSOCIATED WITH SENDING THEIR YOUTH GROUP TO THE

CALIFORNIA LULAC STATE CONVENTION YOUTH LEADERSHIP

CONSORTIUM
RECOMMENDATION: Approve the request.

I. APPROVE A FEE WAIVER FROM MONTEREY PENINSULA RAMAYAN

MANDALI FOR THE USE OF THE LAGUNA GRANDE HALL AND KITCHEN FOR THEIR DIWALI NIGHT EVENT ON SEPTEMBER 27, 2025, IN THE AMOUNT OF $618.75
RECOMMENDATION: Approve the request.

J. APPROVE ENVIRONMENTAL SERVICES COOPERATIVE AGREEMENT (ESCA) REPORT COVERING ACTIVITIES FROM JANURY THROUGH
MARCH 2025
RECOMMENDATION: Approve report covering activities from January through March 2025.

K. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXTEND

THE AGREEMENT FOR PROFESSIONAL SERVICES WITH EVERYONE'S

HARVEST FOR THE OPERATION OF SEASIDE'S CERTIFIED FARMERS MARKET YEAR ROUND FOR A NOT TO EXCEED AMOUNT OF $34,800.00 A

YEAR FOR A TERM OF TWO YEARS
RECOMMENDATION: Approve an agreement with Everyone's Harvest.

L. ADOPT A RESOLUTION AUTHORIZING THE CLOSURE OF DEL MONTE

AVENUE TO THROUGH TRAFFIC FROM TIOGA AVENUE TO THE

BEGINNING OF THE GRANITE ROCK BUILDING FOR THE CLASSIC
PORSCHE EVENT ON AUGUST 11, 2025
RECOMMENDATION: Approve the closure of Del Monte Avenue.

M. ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $49,958.00

FOR PUBLIC WORKS INFRASTRUCTURE ASSET DATA COLLECTION
SERVICES TO NCE, INC.

RECOMMENDATION: Approve an agreement with NCE, Inc.

N. ADOPT A RESOLUTION OF THE ADMINISTRATIVE ANALYST II POSITION

ASSIGNED TO THE ENVIRONMENTAL SERVICES COOPERATIVE

AGREEMENT (ESCA) TO BE RETURNED AND ADDED TO THE

UNCLASSIFIED COMPENSATION PLAN AS THE PROGRAM COORDINATOR (ESCA) POSITION AND MODIFY THE POSITION ALLOCATION LIST TO

REFLECT THE CHANGES
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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 5 RECOMMENDATION: Approve the modification of the Position Allocation List and Compensation Plan to reflect the changes.

O. ADOPT A RESOLUTION TO CORRECT THE ANNUAL APPROPRIATION LIMIT FOR FISCAL YEAR 2024-2025
RECOMMENDATION: Approve the re-adopting the City's appropriation limit (commonly referred to as the Gann Limit) for Fiscal Year 2024-2025 in the corrected amount of $44,618,271.

P. REVIEW AND TAKE ACTION ON TRAFFIC ADVISORY COMMITTEE

RECOMMENDATIONS FOR RED CURB REQUESTS
RECOMMENDATION: The Traffic Advisory Committee (TAC) recommends:
1) approval of red curb on both sides of the driveway approach at 1238 Wanda Avenue;
2) approval of red curb immediately east of the driveway approach at 1538 Hilby Avenue;
Q. REVIEW AND TAKE ACTION ON TRAFFIC ADVISORY COMMITTEE

RECOMMENDATIONS FOR A SECOND DRIVEWAY REQUEST AND A GREEN CURB
RECOMMENDATION: The Traffic Advisory Committee (TAC) recommends:
1) denial of a request for a second driveway approach at 1496 Judson Street; 2) approval of green curb immediately north of the driveway approach at 1679 Soto Street;

9. PUBLIC HEARING
A. AN ORDINANCE TO AMEND CHAPTER 13.24 OF THE MUNICIPAL CODE

TO MODIFY PROCEDURES FOR ALLOCATING WATER TO DEVELOPMENT

PROJECTS (SECOND READING - ROLL CALL VOTE)
RECOMMENDATION: Receive public comment and conduct the second reading.

B. INTRODUCTION OF AN ORDINANCE AMENDING TITLE 2

ADMINISTRATION AND PERSONNEL OF THE SEASIDE MUNICIPAL CODE

FOR THE PURPOSE OF UPDATING CHAPTERS REGARDING BOARDS AND

COMMISSIONS, CORRECTING TYPOS, MISNUMBERED CODE SECTIONS,

SENTENCE STRUCTURE, MISSING DEFINITIONS, CLARIFICATIONS,

PROPOSED TEXT AMENDMENTS, COMPENSATION OF THE MAYOR AND CITY COUNCIL, AND MAKE APPROPRIATE FINDINGS. IN ACCORDANCE

WITH CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES THE PROPOSED AMENDMENTS ARE EXEMPT PER 15061(B)(3) (FIRST

READING - ROLL CALL VOTE)
RECOMMENDATION: Receive public comment and conduct the first reading:

1. Approve amendments to Title 2 regarding Board and Commissions;

2. Approve amendments to Title 2 regarding the increased compensation for the City Council.

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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 6

10. BUSINESS ITEMS
A. ANNUAL REPORT AB 481 REGARDING THE POLICE DEPARTMENTS

ACQUISITION AND USE OF MILITARY EQUIPMENT
RECOMMENDATION: Approve the use of current equipment defined in AB481.

B. ADOPT A RESOLUTION AUTHORIZING AMENDMENT OF THE

PROFESSIONAL SERVICES AGREEMENT WITH HARRIS & ASSOCIATES

OF THE CAMPUS TOWN PHASE I DEMOLITION DESIGN PROJECT (AG 2021-040) ADDING PHASE IB WORK IN THE AMOUNT OF $215,254.00

TO BE PAID FOR BY THE FORT ORD REUSE AUTHORITY BONDS
RECOMMENDATION: Authorize the amendment of the professional services agreement with Harris & Associates.

11. COUNCIL MEMBER REQUESTS

A. NEW COUNCIL MEMBER REQUESTS

B. FOLLOW UP ON PREVIOUS REQUESTS
City Manager Updates:

1. PG&E presentation on May 1, 2025.

2. Library lease agreement review and County Librarian presentation on May 17, 2025.

12. CITY ATTORNEY, CITY MANAGER, CITY COUNCIL AND MAYOR

COMMENTS AND REPORTS ON COMMITTEE ASSIGNMENTS
This is a time specifically set aside for members of the City Council, the City Manager and City Attorney to make brief comments of general interest to the community and report on committee assignments.

13. CLOSED SESSION
Pursuant to Government Code Section 54956 et seq., the City Council and Successor Agency to Redevelopment Agency may adjourn to a Closed Session to consider specific matters dealing with litigation, certain personnel matters, property negotiations or to confer with the City Attorney. Public comments on these items are taken after being read by the City Attorney. For the public record, please state your name.

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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 7

A. PURSUANT TO GOVERNMENT CODE 54957.6 - CONFERENCE WITH

LABOR NEGOTIATORS
Agency Negotiators: Greg McDanel, City Manager; Samantha Sahkrani, Human Resources Director/Risk Manager
Employee Organizations: Seaside Police Officers' Association, Seaside Firefighters' Association, Seaside Public Safety Managers' Association, Seaside City Employees Association, Seaside Managers Employee Association, Non-Represented NonExempt Confidential Employees, Non-Represented Exempt Confidential Employees, Executive Employees, Unclassified Exempt Employees, and Unclassified NonExempt Employees

B. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE 54956.8
Property: The Property Commonly Referred to As Campus Town (Property bounded by Highway 1/1st Avenue, 7th Avenue, Lightfighter/Colonel Durham Street, and Gigling)
Agency Negotiators: City Manager, et. al
Negotiating Parties: KBB Seaside Venture, et. al. and City of Seaside Under Negotiation: Price, terms of payment or both

C. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8:

Property: Golf Course Hotel parcel located at 1 McClure Way, Seaside, CA 93955 Agency Negotiators: City Manager and City Attorney
Negotiating Parties: City of Seaside and KDG
Under Negotiation: Price, Terms of Payment, or both
D. CONFERENCE WITH LEGAL COUNSEL PURSUANT TO GOVERNMENT CODE 54956.9 (D)(2)
Two Matters of Potential Litigation

14. ADJOURNMENT
Next Regularly Scheduled Meeting:

May 1, 2025
5:00 PM
The City of Seaside is committed to providing accessible facilities and accommodating people with disabilities in all of its services programs and activities. If special considerations are needed by any person to fully participate in this meeting, contact the City Clerk at 899-6707 no fewer than two business days prior to the meeting to allow reasonable arrangements. Agendas are posted at:

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City Council REGULAR Meeting April 17, 2025 5:00 PM Agenda Page 8 http://www.ci.seaside.ca.us/129/City-Council-Committee-Agendas Agenda-related writings or documents provided during public meetings are available for public inspection during the meeting or from the office of the City Clerk. This agenda is posted in compliance with California Governor Newsom's Executive Orders N-29-20 and N-33-20.

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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.A.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dominique Davis, City Clerk
DATE: April 17, 2025
SUBJECT: APPROVE PROCLAMATION RECOGNIZING MAY 4-10, 2025, AS

PROFESSIONAL MUNICIPAL CLERK'S WEEK

RECOMMENDATION
Approve proclamation recognizing May 4-10, 2025, as Professional Municipal Clerks Week in the City of Seaside.

BACKGROUND
The Office of the Professional Municipal Clerk is the oldest among public servants. The Office of the Professional Municipal Clerk provides a link between the City of Seaside and its citizens, local governing bodies and agencies of government at many levels.

Professional Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all.

FISCAL IMPACT
There is no fiscal impact.

ATTACHMENTS

1. Professional Municipal Clerks Week 2025
Reviewed for Submission to the City Council by:

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Item No. 8.A. Page 2 of 2
____________________________________
Greg McDanel, City Manager
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City of Seaside

PROCLAMATION
56th Annual Professional Municipal Clerks Week
Commemorative Observance
WHEREAS, The Office of the Professional Municipal Clerk, a time honored and vital part of the City of Seaside, exists throughout the world; and WHEREAS, The Office of the Professional Municipal Clerk is the oldest among public servants; and
WHEREAS, The Office of the Professional Municipal Clerk provides the professional link between the City of Seaside and its citizens, local governing bodies and agencies of government at other levels; and
WHEREAS, Professional Municipal Clerks have pledged to be ever mindful of their neutrality and impartiality, rendering equal service to all; and WHEREAS, The Professional Municipal Clerk serves as the information center on functions of the City of Seaside and community; and
WHEREAS, Professional Municipal Clerks continually strive to improve the administration of the affairs of the Office of the Professional Municipal Clerk through participation in education programs, seminars, workshops and the annual meetings of their state, provincial, county and international professional organizations; and WHEREAS, It is most appropriate that we recognize the many accomplishments of the City of Seaside’s Office of the Professional Municipal Clerk.

NOW THEREFORE, BE IT PROCLAIMED, that I, The Honorable Ian N. Oglesby, Mayor of the City of Seaside, on behalf of the City Council, do hereby proclaim the week of May 4 through May 10, 2025, as Professional Municipal Clerks Week, and further extend deep appreciation to our own outstanding Professional Municipal Clerk, Mrs. Dominique Davis, and to all Professional Municipal Clerks for the vital services they perform and their exemplary dedication to the communities they represent. _________________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.B.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dominique Davis, City Clerk
DATE: April 17, 2025
SUBJECT: APPROVE PROCLAMATION RECOGNIZING MAY 4-10, 2025, AS

SMALL BUSINESS WEEK

RECOMMENDATION
Approve a proclamation recognizing May 4-10, 2025, as Small Business Week in the City of Seaside.

BACKGROUND
National Small Business Week is celebrated during the first week of May every year and takes place from May 4 to May 10 this year. The aim of this week is to honor the entrepreneurs who have played their part in bringing new ideas to life and growing our economy.

FISCAL IMPACT
There is no fiscal impact.

ATTACHMENTS

1. Small Business Proclamation
Reviewed for Submission to the City Council by:

____________________________________
Packet Page 12

Item No. 8.B. Page 2 of 2
Greg McDanel, City Manager
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City of Seaside

PROCLAMATION

SMALL BUSINESS WEEK
May 4 – May 10, 2025
WHEREAS, small businesses are the engines of job creation in the United States and this fact comes to life in the City of Seaside, California; and
WHEREAS, small businesses represent a community at work; and often times their value and the role they play in our communities is overlooked because they are small; and WHEREAS, the impact is evident in our society as more than half of Americans either own or work for a small business, and they create approximately two out of three new jobs in the U.S. each year; and
WHEREAS, in the City of Seaside, our small businesses over the years have provided jobs, paid taxes, and contributed to local charitable and community efforts; and WHEREAS, owners of small businesses deserve recognition, gratitude and support through the Small Business Administration National Small Business Week May 4 to May 10, 2025; and WHEREAS, the City of Seaside recognizes that small businesses in Seaside are a core component of our local economy and pays tribute to the determination and entrepreneurial spirit of City of Seaside business owners.

NOW THEREFORE, BE IT PROCLAIMED, that, I, The Honorable Ian N. Oglesby, Mayor of the City of Seaside, California, on behalf of the City Council do hereby proclaim May 4 to May 10, 2025, as “Small Business Week,” and I urge all residents of Seaside to recognize small business for the contributions they make in providing jobs and for the unique cultural and social element they bring to our community.
_________________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.C.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
DATE: April 17, 2025
SUBJECT: APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS

NATIONAL WATER SAFETY MONTH

RECOMMENDATION
Approve the proclamation recognizing May as National Water Safety Month in the City of Seaside.

BACKGROUND
The American Red Cross, The National Recreation and Park Association, The California Park and Recreation Society, and the Association of Pool and Spa Professionals have combined efforts to educate Americans to be more "Water Aware" during National Water Safety Month.

Approving this proclamation is in support of the City Council's Strategic Priorities of:
• Diverse and Inclusive Community
• Community Safety & Quality of Life

FISCAL IMPACT
There is no fiscal impact associated with this proclamation.

ATTACHMENTS

1. Water Safety Month Proclamation
Packet Page 15

Item No. 8.C. Page 2 of 2
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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City of Seaside

PROCLAMATION

WATER SAFETY MONTH
MAY 2025
WHEREAS, The American Red Cross, The National Recreation and Park Association, The California Park and Recreation Society and the Association of Pool and Spa Professionals have combined efforts to educate Americans to be more “Water Aware” during National Water Safety Month; and
WHEREAS, The City of Seaside offers swim lessons and lifeguarding classes and programs to people of all ages; and
WHEREAS, promoting water safety and providing education on preventing recreational water-related injuries, illnesses and deaths is paramount to our community especially during the summer months; and
WHEREAS, citizens of the City of Seaside recognize the vital role that safe swimming and aquatic-related activities play in good physical and mental health which enhance the quality of life for all people; and
WHEREAS, The City of Seaside is extremely proud of the swimming facilities and aquatic programs of this community located at The Pattullo Swim Center; and WHEREAS, The City of Seaside’s swimming facilities and programs provide a safe and healthy place to recreate, a place to learn and grow, to swim, to build self-esteem, confidence and a sense of self-worth which contributes to the quality of life in our community.

NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Seaside hereby declares May 2025 as Water Safety Month and urges all our citizens in Seaside to support and promote this observance.
_____________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.D.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dominique Davis, City Clerk
DATE: April 17, 2025
SUBJECT: APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS

AFFORDABLE HOUSING MONTH

RECOMMENDATION
Approve a proclamation recognizing May, as Affordable Housing Month in the City of Seaside.

BACKGROUND
May is National Affordable Housing Month, an opportunity to recognize the central role that safe, dignified and affordable housing plays in the community's overall well being.

The federal government defines housing as affordable when its cost does not exceed more than 30% of a household's income, allowing households to have money leftover for other necessities.

The celebratory month was founded by community members and affordable housing advocates. Many community-based organizations offer housing-themed educational workshops, and celebrations throughout the month of May.

FISCAL IMPACT
There is no fiscal impact.

ATTACHMENTS

1. Affordable Housing Month Proclamation
Packet Page 18

Item No. 8.D. Page 2 of 2
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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City of Seaside

PROCLAMATION
Recognizing May 2025 as Affordable Housing Month
WHEREAS, Access to safe, dignified and affordable housing is central to Seaside’s overall health and vitality, and
WHEREAS, Housing affordability continues to be a city, state, and national concern, and
WHEREAS, The City of Seaside is committed to the continued advancement of housing opportunities for all its residents, across all income levels, and WHEREAS, The preservation and creation of affordable housing benefits the community at large, and
WHEREAS, Meeting the housing needs of Seaside’s residents require creative solutions and collaboration across professional sectors and community-wide engagement, and WHEREAS, It is most appropriate that we recognize the work of affordable housing partners, advocates and the City of Seaside in promoting a more accessible housing market.

NOW THEREFORE, BE IT PROCLAIMED, that I, The Honorable Ian N. Oglesby, Mayor of the City of Seaside, on behalf of the City Council, do hereby proclaim the month of May as Affordable Housing Month.
_________________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.E.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dominique Davis, City Clerk
DATE: April 17, 2025
SUBJECT: APPROVE A PROCLAMATION RECOGNIZING MAY 2025, AS

ASIAN PACIFIC AMERICAN HERITAGE MONTH

RECOMMENDATION
Approve proclamation recognizing the month of May, as Asian Pacific American Heritage Month in the City of Seaside.

BACKGROUND
The Library of Congress' list of commemorative observances was approved by the Council in May 2021; Asian Pacific American Heritage Month is included.

Asian Pacific American Heritage in the United States was celebrated beginning in 1978 and was made into a month-long event in 1992.

During Asian American and Pacific Islander Month, we acknowledge Asians and Pacific Islanders that live and work in the City of Seaside, contributing to our community's economy, culture, education, politics, arts, literature, science and technological developments.

A commemorative flag will be flown at City Hall.

FISCAL IMPACT
There is no fiscal impact.

ATTACHMENTS
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Item No. 8.E. Page 2 of 2

1. Recognizing May 2025 As Asian Pacific American Heritage Month Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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City of Seaside

PROCLAMATION

ASIAN PACIFIC AMERICAN HERITAGE MONTH
May 2025
WHEREAS, This May, during Asian Pacific Heritage Month, we recognize the history and achievements of Asian Americans, Native Hawaiians, and Pacific Islanders (AANHPIs) across our City. In the midst of a difficult year of pain and fear, we reflect on the tradition of leadership, resilience, and courage shown by AANHPI communities, and recommit to the struggle for AANHPI equity; and WHEREAS, Seaside is proud to be home to a large Asian American, and Native Hawaiian, and Pacific Islander population that contributes greatly to the prosperity and enrichment of our Community; and WHEREAS, for more than a century, Asian American, and Native Hawaiian, and Pacific Islander men and women have made valuable contributions to all areas of life in this nation, including government, business, arts and sciences, medicine, education, law enforcement, and the military; and WHEREAS, Asian Americans, and Native Hawaiians, and Pacific Islanders are deeply-rooted in the United States, California, and Seaside reminding us of proud and sometimes painful chapters of our history; and
WHEREAS, Asian Americans, and Native Hawaiians, and Pacific Islanders make our City more vibrant through diversity of cultures, languages, traditions, and religions. AANHPI have represented their communities through public and community service, advocacy, making our city stronger and resilient; and WHEREAS, diversity represents one of our greatest strengths, and by recognizing the contributions and accomplishments of Asian Americans, and Native Hawaiians, and Pacific Islander men and women, our City celebrates the importance of inclusion to building a brighter future for all of our residents; and WHEREAS, Seaside is committed to providing comprehensive support to ensure that our community is equitable and welcoming to all people; and
WHEREAS, the City of Seaside is proud to celebrate Asian Americans, and Native Hawaiians, and Pacific Islanders Heritage Month, and commemorate the essential contributions, sacrifices, and accomplishments that AANHPI have made to Seaside.

NOW, THEREFORE BE IT PROCLAIMED, that I, The Honorable Ian N. Oglesby, Mayor of the City of Seaside, on behalf of the City Council, do hereby recognize May 2025 as Asian Pacific American Heritage in the City of Seaside, Ca. and I call this observance to the attention of all our residents. ____________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.F.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dominique Davis, City Clerk
DATE: April 17, 2025
SUBJECT: APPROVE PROCLAMATION RECOGNIZING MAY 2025, AS

JEWISH AMERICAN HERITAGE MONTH

RECOMMENDATION
Approve proclamation recognizing May 2025, as Jewish American Heritage Month in the City of Seaside.

BACKGROUND
The Library of Congress' list of commemorative observances was approved by the Council in May 2021; Jewish American Heritage Month is included.

From our nation's earliest days, Jewish Americans have been an essential part of the American story, greatly contributing to the religious, cultural, political, economic, and intellectual advancement of all people in the face of discrimination and adversity.

As we celebrate their rich heritage in the City of Seaside and our Nation, we recognize that the Jewish American community has worked tirelessly to strengthen the promise of religious freedom and civil rights in the United States by joining together with all faiths to reject ignorance and intolerance, teach empathy and compassion, and root out hatred wherever it exists.

A commemorative flag will not be flown at City Hall.

FISCAL IMPACT
There is no fiscal impact.

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Item No. 8.F. Page 2 of 2

ATTACHMENTS

1. Proclamation Jewish American Heritage Month
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
Packet Page 25
City of Seaside

PROCLAMATION
Jewish American Heritage Month
Commemorative Observance
WHEREAS, This month, we honor Jewish Americans — past and present — who have inextricably woven their experience and their accomplishments into the fabric of our local and national identity; and
WHEREAS, from our Nation's earliest days, Jewish Americans have been an essential part of the American story, greatly contributing to the religious, cultural, political, economic, and intellectual advancement of all people even while in the face of discrimination and adversity; and
WHEREAS, as we celebrate their rich heritage in the City of Seaside and our Nation, we recognize that the Jewish American community has worked tirelessly to strengthen the promise of religious freedom and civil rights in the United States by joining together with all faiths to reject ignorance and intolerance, teach empathy and compassion, and root out hatred wherever it exists; and
WHEREAS, The Jewish American experience is a story of faith, fortitude, and progress, it is also a story that is connected to key tenets of American identity, including our Nation’s commitment to freedom of religion and conscience.

NOW THEREFORE, BE IT PROCLAIMED, that I, The Honorable Ian N. Oglesby, Mayor of the City of Seaside, on behalf of the City Council, do hereby proclaim May 2025 as Jewish American Heritage Month.
_________________________
Ian N. Oglesby, Mayor
April 17, 2025
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.G.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
Kee Hyon Higgins, Recreation Supervisor
DATE: April 17, 2025
SUBJECT: APPROVE MAYOR'S YOUTH FUND CONTRIBUTION REQUEST OF $3,000.00 FROM SEASIDE MIDDLE SCHOOL NATIONAL

HISTORY DAY PROGRAM TO ASSIST WITH THE COSTS

ASSOCIATED WITH MATERIALS FOR THEIR PROJECTS AND

TRANSPORTATION, FOOD, AND ACCOMMODATIONS FOR THE

STATE COMPETITION

RECOMMENDATION
Approve the request.

BACKGROUND
Seaside Middle School National History Program is requesting a donation of $3,000.00 from the Mayor's Youth Program to assist with the costs associated with materials for their projects, which include display boards, paint, stencils, colored paper, glue cutting boards, prop backdrops, props, technology, and costumes. For those who qualify for the State competition, the funds will help to cover transportation, food, and accommodations. Their National History Day flex elective class is a social studies program that encourages students in grades 6-12 to explore historical topics through research, project creation, and presentation, culminating in a state or national competition.

The students make use of recycled materials, such as recycled art supplies and materials, as well as props and costumes for the exhibits and performances. In addition, if awarded this grant, the National History Day students will participate in campus beautification projects at school, including campus clean-up during lunch and gardening club after school.

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Item No. 8.G. Page 2 of 2
Based on the information provided, staff has determined that the application meets the requirements of the Mayor's Youth Fund Policy. This is the first time that Seaside Middle School National History Program has requested a donation.

FISCAL IMPACT
This request would be funded by a donation from the Green Waste Recovery's donation to the Mayor's Youth Fund. The current balance is the Mayor's Youth Fund account (601-2106) is $20,864.61. If the City Council approves this request, the balance will decrease to $17,864.61. This is for fiscal year 2024/25.

In the event that all of the funds in the Mayor's Youth Fund become exhausted, staff will keep a file of all applications. Once Green Waste issues the next round of funding, all applications on file will be processed at the next available City Council meeting.

ATTACHMENTS

1. MYF Request Seaside Middle School - National History Day Program 2025 Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.H.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
Kee Hyon Higgins, Recreation Supervisor
DATE: April 17, 2025
SUBJECT: APPROVE MAYOR'S YOUTH FUND CONTRIBUTION REQUEST OF $1,500.00 FROM MONTEREY LULAC 2895 TO ASSIST WITH THE

COST ASSOCIATED WITH SENDING THEIR YOUTH GROUP TO

THE CALIFORNIA LULAC STATE CONVENTION YOUTH

LEADERSHIP CONSORTIUM

RECOMMENDATION
Approve the request.

BACKGROUND
Monterey LULAC 2895 is requesting a donation of $1,500.00 from the Mayor's Youth Fund to assist with the costs associated with sending their youth group to the California LULAC State Convention Youth Leadership Consortium.

Their students are learning about sustainability by using recycled materials such as reusable water bottles in their community projects. They will be attending this youth leadership consortium where they will learn more about healthy environments with the goal of presenting it to the Spanish-speaking community of the city.

Based on the information provided, staff has determined that the application meets the requirements of the Mayor's Youth Fund Policy. This is the first time that Monterey LULAC 2895 has requested a donation.

FISCAL IMPACT
This request would be funded by a donation from the Green Waste Recovery's donation Packet Page 34

Item No. 8.H. Page 2 of 2
to the Mayor's Youth Fund. The current balance is the Mayor's Youth Fund account (601-2106) is $17,864.61. If the City Council approves this request, the balance will decrease to $16,364.61. This is for fiscal year 2024/25.

In the event that all of the funds in the Mayor's Youth Fund become exhausted, staff will keep a file of all applications. Once Green Waste issues the next round of funding, all applications on file will be processed at the next available City Council meeting.

ATTACHMENTS

1. MYF Request - Monterey LULAC 2895

2. 501(c)(3) Information - Monterey LULAC 2895
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.I.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
Kee Hyon Higgins, Recreation Supervisor
DATE: April 17, 2025
SUBJECT: APPROVE A FEE WAIVER FROM MONTEREY PENINSULA

RAMAYAN MANDALI FOR THE USE OF THE LAGUNA GRANDE

HALL AND KITCHEN FOR THEIR DIWALI NIGHT EVENT ON
SEPTEMBER 27, 2025, IN THE AMOUNT OF $618.75

RECOMMENDATION
Approve the request.

BACKGROUND
The Monterey Peninsula Ramayan Mandali is a non-profit organization, and they are requesting a fee waiver to help cover the costs associated with their Diwali Night celebration on Saturday, September 27, 2025, from 12:00 p.m. to 11:00 p.m. in the Laguna Grande Hall at the Oldemeyer Center. The Monterey Peninsula Ramayan Mandali is a seaside base organization.

Staff recommend that the fees be waived for the rental cost of the facility and that the organization provide liability coverage and pay only the non-refundable portion of the deposit of $98.25 to go towards the building maintenance fund.

The City Council has approved this request on an annual basis since 2023.

FISCAL IMPACT
The approximate fees which are applicable to this request are:

Laguna Grande Hall Rental Fee 11 Hours @ $56.25 $618.75 Packet Page 42

Item No. 8.I. Page 2 of 2
Deposit Non-Refundable Portion $ 98.25
TOTAL $717.00
Should the City Council approve the request with the staff recommendation to waive all rental fees but require payment for the insurance and the non-refundable deposit only, the fiscal impact is $618.75.

ATTACHMENTS

1. Monterey Peninsula Ramayan Mandali - Fee Waiver 2025

2. 501(c)(3) - Monterey Peninsula Ramayan Mandali
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.J.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Melissa Broadston, ESCA Program Manager
DATE: April 17, 2025
SUBJECT: APPROVE ENVIRONMENTAL SERVICES COOPERATIVE

AGREEMENT (ESCA) REPORT COVERING ACTIVITIES FROM
JANURY THROUGH MARCH 2025

RECOMMENDATION
Approve report covering activities from January through March 2025.

BACKGROUND
The Fort Ord Reuse Authority (FORA) officially closed all operations on June 30, 2020.

Prior to sunset, the City of Seaside and FORA entered into a Memorandum of Agreement nominating Seaside as FORA’s Environmental Services Cooperative Agreement (ESCA) Successor-In-Interest (Successor). Seaside is now responsible for performing the remaining Long-Term Obligations (LTO) management responsibilities related to U.S. Army (Army) Munitions and Explosives of Concern (MEC) on ESCA property until June 30, 2028. A summary of the ESCA remediation program to date is provided below. A quarterly report is required to be prepared and submitted to the Army after review and acceptance by the City Council.

FORA ESCA Remediation Program Background:

In 2007, the Army and FORA entered into an agreement with the Army-funded ESCA for the removal of the remnant MEC on 3,340 acres of the former Fort Ord. Under the ESCA terms, the Army awarded FORA approximately $98 million to perform Comprehensive Environmental Response Compensation and Liability Act (CERCLA) MEC cleanup on those parcels. FORA also entered into the Administrative Order on Consent (AOC) with the United States Environmental Protection Agency (EPA) and California Department of Toxic Substance Control (DTSC) (collectively referred to as regulatory agencies), defining FORA’s contractual conditions to complete the Army remediation Packet Page 49

Item No. 8.J. Page 2 of 4
obligations for the “ESCA parcels.” FORA received ESCA property ownership after EPA approval and gubernatorial concurrence under a Finding of Suitability for Early Transfer in 2009.

The ESCA properties received Records of Decision (ROD) documenting controls required to protect public health and safety and the Land Use Control Implementation Plan (LUCIP) / Operation and Maintenance Plan (OMP) implementation, operation and maintenance ROD controls tailored to individual site conditions and historic MEC use.

The final ESCA LUCIP/OMP documents were accepted by the Army and Regulators in February 2019. These ESCA properties received the last EPA Remedial Action Completion letter in February 2019. The EPA issued a site-wide ESCA remedial completion certificate in April 2020.

Remedial Action Completion initiated the Army's long-term obligations on ESCA properties. To complete the ESCA and the AOC obligations, the Successor, Seaside, is required to complete a truncated series of tasks until the expiration on June 30, 2028, to include site investigation and monitoring, ensuring compliance with the land use controls for ESCA parcels by land holding jurisdictions, mitigation, monitoring, reporting for any potential or found munitions and explosives of concern, and public information and outreach regarding land use. Should any instances of MEC occur, the contractors of Arcadis, Inc., Weston Solutions, Inc. and Westcliffe Engineers, Inc. will assist with providing LTO support services.

ESCA QUARTERLY UPDATE
Jurisdiction Coordination
ESCA property could not be transferred to the jurisdictions until Army deed modifications and issuance of the Army CERCLA Warranties/Deed Amendments were completed. The ESCA property Army CERCLA Warranty and Deed modification documents were recorded in Monterey County on June 26, 2020. The receiving jurisdictions signed and recorded these deeds and have final ownership of their ESCA properties.

There are a few, remaining property transfer tasks. Work continues to transfer the last three Economic Development Conveyance parcels from Army ownership to their designated recipients: Monterey-Salinas Transit Parcels L2.3 and L2.4.1 and Seaside Parcel E20c.1.

ESCA staff continue to host LTO Management, and Property, Planning, Police, and Property Manager quarterly meetings with all land-holding jurisdictions and the Army.

These meetings discuss and review projects or other activities as outlined by the LUCIPs that are included on their properties. A quarterly meeting was held on February 5, 2025. ESCA provided “refresher” training and a site tour to representatives of the Monterey Peninsula Regional Park District on February 24, 2025. ESCA participated in a meeting, presentation, and tour for Army officials on February 20, 2025. Army Packet Page 50

Item No. 8.J. Page 3 of 4
participants included representatives from the Army’s G-9 Office, Fort Ord BRAC Field Office, and U.S. Army Corps of Engineers.

ESCA submitted the revised, Final Construction Support Plan for the Seaside storm water infiltration system repair project. There were no comments. ESCA will provide the required After Action Report for the in-progress Monterey One Water pipeline Phase 4 project upon completion.

Based on the history of the former Fort Ord as an Army base, munitions may be encountered during the reuse of the property. ESCA outreach specific to the munitions safety awareness class at FortOrdSafety.com serves as an important resource to remind community members who might discover suspicious objects to follow the 3Rs of explosives safety – Recognize, Retreat, and Report. ESCA is responsible for the maintenance and participant tracking for the English and Spanish version of the free online training class at Fort Ord Safety.com. The training at FortOrdSafety.com supplements and compliments the Army’s on-site munitions safety training program as an important community asset for the use of the lands of the former Fort Ord.

Participation in this training remains robust. In January, ESCA sent the annual munitions safety recognition class information to property owners, jurisdictions, and entities with possible intrusive activities on the former Fort Ord.

The ESCA team continues to conduct weekly patrols of Seaside’s ESCA properties and bi-weekly patrols of other ESCA properties.

ESCA provided program updates at the Army’s BRAC Cleanup Team meeting dedicated to munitions on February 13, 2025. Updates were also provided at the Army’s online Community Involvement Workshop (February 8) and Technical Review Committee (February 11). ESCA participated in the Army's Annual Munitions Site Security Committee meeting on February 27, 2025.

NEXT QUARTER GOALS
During the next quarter, the ESCA Program will be focusing on the following tasks. • ESCA will continue coordination supporting the completion of property transfers. • ESCA will also continue coordination with jurisdictions and extensive public outreach on the Munitions Recognition and Safety Training which is available at FortOrdSafety.com.
• ESCA will continue weekly inspection and monitoring of activities on ESCA lands. • ESCA will continue follow-up of incidents of concern. • ESCA will offer “refresher” training to Del Rey Oaks. A training session has been scheduled for California University State University Monterey Bay on June 4, 2025. • ESCA will continue to assist and coordinate with munitions documentation such as After-Action Reports, Construction Support Plans, and notifications for projects located on ESCA properties with soil disturbances of less than 10 cubic yards with low probability of encountering munitions.
• ESCA will assist other jurisdictions with questions related to ESCA land use controls.

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Item No. 8.J. Page 4 of 4
• ESCA will participate in the following outreach events: Seaside Earth Day, Army Technical Review Committee, and Army Community Involvement Workshop. • ESCA will participate in the Army’s munitions response BRAC Cleanup team meetings which are scheduled for May and July.

FISCAL IMPACT
None. The actual cost to Seaside of these Army obligations will be fully reimbursed.

ATTACHMENTS
None
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.K.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
DATE: April 17, 2025
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO

EXTEND THE AGREEMENT FOR PROFESSIONAL SERVICES

WITH EVERYONE'S HARVEST FOR THE OPERATION OF

SEASIDE'S CERTIFIED FARMERS MARKET YEAR ROUND FOR A
NOT TO EXCEED AMOUNT OF $34,800.00 A YEAR FOR A TERM

OF TWO YEARS

RECOMMENDATION
Approve an agreement with Everyone's Harvest.

BACKGROUND
The City of Seaside seeks to extend the contract for it's Certified Farmer's Market with the goals of building on the foundation of a festive community event and social gathering place. The goal of the farmer's market is to offer community members an opportunity to purchase locally grown produce, artisan goods, and locally sourced and culturally relevant products that will appear to a broad range of residents and visitors and will highlight the unique and diverse character of Seaside. The market will also give farmers an opportunity to sell their products locally, and also provide local businesses, non-profits, artisans, and musicians with an opportunity to participate.

During the Fiscal Year 22/23 budget meetings, it was determined that the City would like to bring back a Farmer's Market. Having a market in Seaside is a key component for the City to achieve Blue Zones Project Certification as the market will serve as the Marquee project in the area of food policy. The market will provide affordable, accessible and fresh fruits and vegetables for the community while also having a variety of multicultural vendors that reflect this city's diversity. The last time a City had a Farmer's Market was in Fiscal Year 18/19, and that market was held on Saturdays on Packet Page 53

Item No. 8.K. Page 2 of 3
the 600 block of Broadway.

Everyone's Harvest Team
Everyone's Harvest is a 501(c)3 organization that currently operates five Certified Farmer's Markets in Monterey County, and has 20 years of experience with the operational functions of these markets. In addition, Everyone's Harvest provides several community food programs such as: Market Match, Fresh Rx, and Edible Education, which provides a $15 match for CalFresh purchases and a weekly $35 voucher for FreshRx. These programs increase equitable access for low-income community members to affordable, locally grown produce. These programs are not offered by any other farmer's market operators in Monterey County.

Everyone's Harvest markets provide Venus where local multicultural, small-and midscale farmers can sell culturally relevant produce directly to local consumers, where in Seaside 45.6% are Latin X, 7.1% are African American, and 9.1% are Asian, according to the US census. The demographics of the farmers and vendors who participate in Everyone's Harvests' markets reflect the diversity of Seaside. Also, local food vendors and artisans can sell their products directly to members of the community, and local musicians and other performers will have the opportunity to entertain their fellow community members and community groups can educate the public about local programs, events, and activities.

The operation of a Certified Farmer's Market in the City of Seaside is in support of the City Council's Strategic Priorities of:

Diverse and inclusive Community
Community Safety and Quality of Life

FISCAL IMPACT
The authorized agreement amount is not to exceed Thirty Four Thousand Eight Hundred dollars ($34,800) a year for the two-year term, and a total contract amount of Sixty Nine Thousand Six Hundred dollars ($69,600). The funding source for the agreement is in the City's 2025-2026 Fiscal Year Community Events - Recreation Budget account 100-9220-7134.

ATTACHMENTS

1. Resolution

2. 2025 EH Seaside Farmers Market Proposal

3. PSA Farmer's Market 2025
Reviewed for Submission to the City Council by:

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Item No. 8.K. Page 3 of 3

____________________________________
Greg McDanel, City Manager
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RESOLUTION NO.

A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT FOR PROFESSIONAL SERVICES WITH EVERYONE’S HARVEST FOR THE OPERATION OF SEASIDE’S CERTIFIED FARMERS MARKET YEAR ROUND FOR A NOT TO EXCEED AMOUNT OF $24,600 A YEAR FOR A TERM OF

TWO YEARS
WHEREAS, the City of Seaside seeks to extend it’s Certified Farmers Market with the goals of continuing on the framework that built a festive community event and social gathering place, while also offering community members an opportunity to purchase locally grown produce, artisan goods, and locally sourced and culturally relevant products; and
WHEREAS, having a Certified Farmers Market in the City of Seaside is a key component for the City to achieve Blues Zones Project Certification; and WHEREAS, the Certified Farmers Market will provide and accept several community food programs such as; Market Match, Fresh Rx, and Edible Education; and WHEREAS, on April, 6, 2023, the City Council approved the two year contract with Everyone’s Harvest to operate a certified farmer’s market; and WHEREAS, Everyone’s Harvest team has be able to execute the vision outlined in their initial proposal, and has experience success with operant the Certified Farmers Markets in the City of Seaside at Laguna Grande Park.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Seaside hereby authorizes the City Manager to enter into a professional services agreement with Everyone’s Harvest to operate a Certified Farmer’s Market on Thursdays from 3pm – 7pm at Laguna Grande Park, on a year round basis for an amount not to exceed Twenty Four Thousand Six Hundred Dollars ($24,600) a year for a term of two years and a total contract of Forty Nine Thousand Two Hundred dollars ($49,200).

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Seaside duly held on the 17th day of April 2025 by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

______________________________
Ian N. Oglesby, Mayor
ATTEST:

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___________________________
Dominique Davis, City Clerk
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31Upper Ragsdale Dr. Ste 4 Monterey, CA 93940 ~ Phone: (831) 384-6961 ~ www.everyonesharvest.org

1. INTRODUCTORY LETTER
April 9, 2025
Dan Meewis
Recreation Director
City of Seaside
986 Hilby Ave
Seaside, CA 93955
Re: FARMERS’ MARKET PROPOSAL – CITY OF SEASIDE
Dear Mr. Meewis:

Thank you for the opportunity to submit, on behalf of Everyone’s Harvest, this application to create, operate and manage a vibrant, healthy, year-round Farmers’ Market (CFM) for the City of Seaside. On behalf of Everyone’s Harvest, I submit for your consideration our proposal to serve the community by operating and managing a year-round Seaside CFM. Everyone’s Harvest proposes to operate the market from April 10, 2025 to April 9, 2027 for the total amount of $69,600, subject to a contract with a term of two years that includes on-going one-year extensions.

Everyone’s Harvest is a 501(c)3 organization that operates six CFMs as well as community food programs in Monterey County. Our mission is to provide access to healthy, affordable fruits and vegetables through CFMs and community food programs. Our vision is for every community to have a fair and sustainable food system.

Everyone’s Harvest has 22 years’ experience operating CFMs, beginning with the year-round market in Marina in 2003, expanding to the year-round Pacific Grove market in 2008 and adding three seasonal markets in Salinas at the Natividad Medical Center, Salinas Valley Memorial Hospital, and at the WIC Office in East Salinas that we have operated for over a dozen years. CFMs (CFMs) are distinguished from other types of outdoor markets by the fact that they are required to have a specific designated area in the market where all the produce, flowers and plants are sold by the farmers who are growing the items, and all the farmers are “direct market” producers and thus able to sell at CFMs. Everyone’s Harvest combines our CFMs with weekly community events that feature prepared foods and artisan goods to create a larger, festive gathering place, drawing people to the market and giving local restaurants and artisans additional sales opportunities. Yet Everyone’s Harvest CFMs are self-contained enough to embrace a family and community atmosphere while providing the above mentioned assets.

Everyone’s Harvest is particularly interested in serving the Seaside community because, in addition to our CFMs, we provide several community food programs, Market Match, Fresh Rx, Edible Education, and Farms Together that provide a $30 match for CalFresh purchases, a weekly $35

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produce voucher for patients with diet-related health conditions, free cooking demonstrations, and free produce boxes for residents from low-income backgrounds, respectively. These programs increase equitable access for community members from low-income backgrounds to affordable, locally grown produce and they are not offered by any other CFM operators in Monterey County.

Using data from the US Census on CalFresh (SNAP) federal nutrition benefits use in Seaside and combining these data with information about the percentage of eligible families enrolling in CalFresh (59.2%) from the CalFresh Data Dashboard, we have calculated that approximately 3,000 families may be eligible for CalFresh yet only 1,776 families may be enrolled, according to the 2023 American Community Survey. This indicates an opportunity for growth given that Seaside has a median income of $82,303 as compared to nearby Monterey with a median income of $104,110. With

14.9% of Seaside residents living below the poverty level, we have an opportunity to promote CalFresh with the $30 match available thanks to support from the Market Match program, a matching program funded in part through the California Department of Food and Agriculture and the USDA’s National Institute for Food and Agriculture and by additional local funders.

Everyone’s Harvest was the first CFM in Central California to accept Calfresh benefits at our CFMs, and our Market Match program doubles the value of customers' CalFresh benefits to purchase fresh fruits and vegetables up to $30. That is, for every $30 spent using CalFresh for fruits and vegetables at the CFM, CalFresh recipients receive an extra $30 to buy produce at the market.

In 2024, 1483 people using CalFresh bought fresh produce at Everyone’s Harvest CFMs with a $30 match, making 4411 purchases totaling $178,700. At the Seaside CFM, the number of CalFresh customers increased by 63% between 2023 and 2024. These purchases not only impact CalFresh recipients’ health and wellbeing, but bring much-needed income to our local small-scale producers.

Fresh Rx is a produce prescription program operated as a partnership between healthcare providers and our CFMs. Physicians "prescribe" fresh fruits and vegetables to patients at risk for nutrition insecurity and diet-related illnesses and direct them to Everyone’s Harvest CFMs where they receive $35 worth of fresh produce weekly. The Seaside Family Health Center was our first healthcare partner when we established the Fresh Rx program in 2014 with a cohort of eight patients. Since then, we have served 1,920 patients, including referrals we have received from the Seaside Family Health Center since opening up the Seaside CFM!
Edible Education provides free, in-person cooking demonstrations at the CFMs featuring healthy recipes using market produce. The program has also grown to include a Food Navigator who directs community members to resources for healthy, affordable food throughout the county.

Farms Together is our newest community food program that we launched in April 2024 exclusively at the Seaside CFM. The program purchases fresh produce from the farmers who sell at the Seaside CFM, aggregates the produce into boxes, and distributes 285 produce boxes per week for free to any customer at the Seaside CFM from a low-income background. In 2024, we distributed 11,350 boxes, purchased $305,082 from farmers to help boost their sales at the market, and brought 285 people weekly to the market to pick up boxes, lbuy extra items while they attend the market, and learn about other ways they can stretch their buying power at the market through our community food programs.

Furthermore, Everyone’s Harvest CFMs provide venues where local multicultural, small- and mid-scale farmers can sell culturally relevant produce directly to local consumers, 46% of whom are Latinx, 5% are Black, and 10.4% are Asian in Seaside, according to the US Census. The demographics of the farmers and vendors who participate in our markets reflect the diversity of Seaside. Also, local food vendors and artisans can sell their products directly to members of the

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community, local musicians and other performers have the opportunity to entertain their fellow residents, and community groups can educate the public about local programs, events and activities.

We also want to acknowledge lessons learned from our current management of the Seaside CFM.

Everyone’s Harvest has strengthened its capacity to deliver a successful market for the City of Seaside. First of all, we now have the services of Elevate 831 to help us promote the market in various local media outlets, on social media, through our newsletter and through collaborating to bring more live entertainment to the market through Elevate 831’s affiliation with the Night Market 831 in Sand City. Second, we have an energetic and enthusiastic team of staff and board members who have deep ties to the local community and are well-connected to the local small-scale farmers, artisans, and small businesses who contribute to the vibrant ambiance of our CFMs. The staff are well-positioned to inform and support the expansion of the market.

In closing, Mr. Meewis, I want to express from all of us at Everyone’s Harvest how excited we are to present this proposal to start and operate the Seaside CFM with the option to extend the contract until 2027. We are requesting approval of a renewal of this Everyone’s Harvest – City of Seaside Year-round CFM Proposal. The Seaside CFM will continue to provide a bounty of healthy produce and community outreach activities to the City of Seaside and Monterey County.

I look forward to hearing from you regarding the status of our application. Please contact me with any additional questions or need for additional information. Thank you for your time and consideration of this proposal.

Sincerely,
Hester Parker, PhD
Executive Director

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TABLE OF CONTENTS

1. INTRODUCTORY LETTER 1

2. TABLE OF CONTENTS

3. QUALIFICATIONS AND EXPERIENCE 5
EVERYONE’S HARVEST KEY PERSONNEL: 6

4. WORKPLAN 7
EH MARKET FEES 8
DETAILED SITE PLAN 8
PROJECT DESCRIPTION & 8
NEW PROJECT ADDITION FOR 2025–2027 10
STAFFING PLAN 11
FLAT RATE FOR THE SEASIDE CFM SERVICE 12
ADDITIONAL SERVICES INCLUDED IN THE FLAT RATE 13
VENDOR FEES COLLECTED AT SEASIDE CFM 14
PAYMENT SCHEDULE/ REIMBURSABLE EXPENSES FOR ALL PROJECTS 14 SERVICES REQUIRED OF SEASIDE 14

5. CONFLICT OF INTEREST STATEMENT 14

6. SUPPORTIVE INFORMATION/REFERENCES 15

7. APPENDIX A: CERTIFICATE OF CURRENT INSURANCE 15

8. APPENDIX B: BUDGET 17

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3. QUALIFICATIONS AND EXPERIENCE
Everyone’s Harvest (EH) operates the following six CFMs:

1. Marina CFM since 2003

2. Pacific Grove CFM since 2008

3. Natividad Medical Center CFM in partnership with NMC since 2010

4. Alisal CFM at the Monterey County Health Department’s WIC office at 632 E. Alisal Street in East Salinas since 2011.

5. Salinas Valley Health CFM since 2013

6. Seaside CFM since 2023 (and in 2018-19)
CFMs are distinguished from other farmers’ markets by the fact that all of the vendors who sell produce in a CFM are required to be California producers who grow what they sell. EH has continuously received permits from the California Department of Food and Agriculture to operate CFMs for 22 years, beginning with the Marina CFM. We also update the following on a yearly basis:

1. health permits for each CFM with the Monterey County Health Department’s Environmental Health Bureau; 2. business licenses with the respective cities within which we operate; and 3. fire department permits where applicable. Upon opening each new CFM, EH obtained conditional use permits from the respective cities where we operate the market.

Our CFMs and community food programs focus on serving families impacted by nutrition insecurity and diet-related chronic health conditions in historically underserved Monterey County communities.

EH pioneered the use of electronic benefits transfer (CalFresh, the CA version of SNAP EBT) access at its CFMs long before other markets in Central California. The Natividad CFM at Natividad Medical Center (NMC) and the Salinas Valley Health CFM at the Salinas Valley Memorial Hospital provide Fresh Rx programs in collaboration with the healthcare providers on site. The Marina CFM and the Alisal CFM that operates outside of the MCHD Women, Infants, and Children’s (WIC) program office in East Salinas provide the Fresh Rx produce prescription program to patients enrolled through Monterey County Clinic Services and Clinica de Salud del Valle de Salinas.

In 2014, EH was the first–and remains the only–CFM organization in the county to implement a produce prescription program, Fresh Rx, in partnership with the Seaside Family Health Center.

Through Fresh Rx, families served by Monterey County Clinic Services are prescribed $35 worth of fresh produce by their physicians and access its benefits by receiving fresh produce vouchers, nutrition education and information about affordable food resources/access points throughout the county from EH staff at the weekly CFMs. Fresh Rx participants can immediately purchase culturally valued produce directly from the limited-resource, multi-cultural farmers who sell at the markets. The Fresh Rx program at the Seaside Family Health Center was temporarily suspended in 2020, but EH reinstated the program in 2023 when we opened the Seaside CFM.

EH’s additional community food programs include Edible Education–cooking demonstrations, workshops and nutritional tastings–that teach nutrition and cooking skills using produce from the markets, and Market Match, which doubles the spending power, up to $30, of families buying produce at CFMs using CalFresh (SNAP) benefits.

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EVERYONE’S HARVEST KEY PERSONNEL:

Hester Parker, PhD, Project Director & Executive Director: Parker has six years of experience on the board of Everyone’s Harvest before assuming the Executive Director position in January 2022. She is proficient in Spanish and has assisted small-scale Latine family farmers with an organic farmer cooperative in the greater Salinas area, founded and managed a farm-to-school program, and taught nutrition and garden-based education at the K-12 level in East Salinas. She has also taught undergraduate courses in social and ecological justice, environmental policy writing, and independent research capstones for the environmental studies major at CSUMB. Her leadership role at Everyone’s Harvest includes project management and cultivating partnerships.

Alejandro Hernandez, Edible Education Coordinator/Market Program Manager: Hernandez is fluent in Spanish and English and has 18 months experience in CFM operations, co-managing our Seaside, Pacific Grove and Natividad CFMs. In addition to managing the CFMs, he oversees Everyone’s Harvest’s Edible Education cooking workshops and nutritional tastings, and he will provide bilingual food navigation services, nutrition education, and in-person Edible Education program services at the CFMs. Hernandez also coordinates the Farms Together program by ordering from farmers, organizing the drop-off and aggregation of produce in the boxes at the Seaside CFM, and the distribution of produce boxes during the last two hours of the Seaside CFM.

James Arceo Vergara, Market Match Rx Program Coordinator/Market Program Manager: Vergara is fluent in Tagalog and English, and proficient in Spanish. He has six months of experience in CFM operations, co-managing our Seaside, Marina, Pacific Grove and two of our Salinas CFMs. He oversees EH’s Market Match program and will provide support to CalFresh/Market Match customers who frequent the CFM to purchase CalFresh eligible items and produce at the CFMs.

Beatriz Espinoza, Fresh Rx Coordinator/Market Program Manager: Espinoza is fluent in Spanish and English and will be a key liaison for the patients, healthcare partners, and farmers involved in the Fresh Rx program at the Seaside CFM. She has three years of experience in Fresh Rx program management and CFM operations, managing our Alisal CFM. She oversees EH’s Fresh Rx produce prescription program in collaboration with local healthcare providers. She will provide bilingual support to Fresh Rx participants who frequent the CFM to redeem their produce prescriptions and purchase produce.

Michelle Clark, Office and Finance Manager: Clark has experience illustrating data outcomes, providing program support, handling grant reports, program budgeting, administration and logistics to ensure program success. She manages and maintains the integrity of the program databases and reports. She will be a grant administrator, and her duties will include bookkeeping, invoices, project databases, collecting and tracking all market related fees, and making sure all permits are up to date.

She will also work with the Executive Director and staff to effectively analyze market data to make sure successful market outcomes are achieved.

Joana Ortiz Atlixqueno, CCAH Community Health Champion: Atlixqueno is fluent in Spanish and English and has been a part-time paid intern with EH for 18 months. She will assist the Edible Education Coordinator in providing bilingual food navigation services, nutrition education, and in-person Edible Education program services at the CFMs.

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4. WORKPLAN
Everyone’s Harvest’s vision for the Seaside CFM is to continue to provide a flourishing community gathering space and shopping experience for the City of Seaside. Community members will continue having the opportunity to move away from the large impersonal supermarket experience to a lively outdoor social marketplace featuring fresh, local produce and supporting local small-scale multicultural farmers and locally-owned restaurants and artisans.

The market will continue to:
❖ Create an outdoor marketplace for the local community ❖ Increase business for sustainable and organic small-scale farmers, local artisans, and local businesses
❖ Attract additional tourists to the City of Seaside
❖ Bring people from diverse backgrounds together
❖ Support farmer/consumer relationships
❖ Create a platform for Seaside restaurants and local groups to reach out to the public ❖ Maintain free booth spaces for local nonprofits, community groups and school clubs, with a minimum of three (3) free spaces reserved weekly for the City and/or non-profit groups selected by the City
❖ Allow volunteers and students to participate in the production of the market ❖ Provide a venue for musicians and entertainers to perform The primary development strategy is to create a market where all of the produce available is local, sustainably grown and primarily organic, and to provide a social event where people come together.

The market as a social event will be provided through seating, free live music, entertainment, a children’s activity table, a community information booth, and free booth spaces for local community groups. Locals will continue to benefit from a grocery shopping experience that transforms an anonymous individual task into a fun public weekly gathering. The market will continue to be a place where the community comes together.

Products sold to customers by vendors will be:
❖ Fresh, local, and sustainably grown fruits and vegetables ❖ Delicious prepared foods
❖ Artisan foods and crafts
(non-food items will be limited to a maximum of 25% of vendor sales dedicated to non-food products)
Services provided by the organization will be:
❖ Event Coordination, including regularly special events such as live music, wine and beer gardens, performances by local Seaside school and community groups, etc. ❖ Extensive advertising, featuring the City’s name and/or logo in a prominent position on all marketing materials
❖ A system of redemption for EBT/WIC & Market Match
❖ Community outreach
❖ Children’s activity table
❖ Community information booth
❖ Organization of interactive cooking workshops and demonstrations ❖ Comfortable seating
❖ Recycle, trash, and compost bins
❖ Staff and volunteers to assist in advertising the market, organizing special events at the market and help with vendor set up and break down

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The key to success will be to build on the connections already made between the small-scale farmers with Seaside’s authentic restaurants and involve local residents in the growth of the market.

Everyone’s Harvest’s aim is to provide only fresh, sustainably grown produce from small-scale farmers, and a unique marketplace reflecting the multicultural Seaside community featuring local artisans.

EH MARKET FEES
ON-SEASON: March 1 -– Nov 1.

SINGLE MARKET FEE
5x5-foot space = $35.00
10x10-foot space = $50.00
20x10-foot space = $75.00
30x10-foot space = $100.00
MONTHLY FEE (4 MARKETS):
5x5-foot space = $130.00
10x10-foot space = $190.00
20x10-foot space = $290.00
30x10-foot space = $390.00
MONTHLY FEE (5 MARKETS):
5x5-foot space = $160.00
10x10-ft space = $235.00
OFF-SEASON: WINTER: Nov. 1 - March

SINGLE MARKET FEE
5x5-foot space=$35.00
10x10-ft space=$50.00
20x10-foot space=$75.00
30x10-foot space=$100.00
MONTHLY FEE (4 MARKETS):
5x5-foot space = $130.00
10x10-ft space =$190.00
20x10-ft space = $290.00
30x10-ft space =$390.00
MONTHLY FEE (5 MARKETS):
5x5-foot space = $160.00
10x10-ft space = $235.00
20x10-ftspace = $360.00
30x10-ftspace = $485.00
20x10-ft space = $360.00
30x10-ftspace = $485.00

DETAILED SITE PLAN
For the proposal, the Seaside CFM set-up is from an hour before the market opens and breakdown is for an hour after the market closes. Note that these are only estimates and will be further clarified through the scope of services. Actual hours and costs may vary from the identified estimates below, depending on the scope of service.

PROJECT DESCRIPTION
SEASIDE CFM SERVICES:

The Seaside CFM will include California growers, prepared food, local artisans, and performers. The market will include a Market Information Booth staffed by Everyone’s Harvest. Under this scope of work, the City of Seaside will be invoiced for market costs up to a total not to exceed $34,800 per year.

Below is the list of identified projects and services Everyone’s Harvest anticipates providing to the City of Seaside under this scope of work from April 10, 2025 to April 9 2026 and April 10, 2026 to April 9, 2027, if the contract is extended for a second year. The proposal includes a total of 50 markets in the first year from an anticipated start date during the week of April 10, 2025 to April 9, 2026 and, if the contract is extended for a second year, 50 markets from April 10, 2026 to April 9, 2027. The markets will be closed for two weeks between the Christmas and New Year’s Day holidays in 2025-2026 and 2026-2027.

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Based on feedback from surveys of customers and vendors at the Seaside CFM, we are proposing that the market occurs every Thursday from 3:00 pm to 7:00 pm year-round.

Project Details and Timeline for Seaside CFM:

1. Everyone’s Harvest estimates employees will spend an average of 22 hours a week between four employees on the Seaside CFM on and off site.

2. Two months before the market renewal in June 2025: Current scope of work defines these activities from April to June, 2025:
a. Renew the following permits:
i. California Department of Food and Agriculture CFM certificate, ii. Health permit from the Monterey County Health Department’s Environmental Health Bureau,
iii. Business license from the City of Seaside (if applicable), iv. Fire department inspection and permits where applicable, v. WIC Farmers Market and Senior Market Nutrition Programs Farmers Market authorization,
vi. CalFresh/Supplemental Nutrition Assistance Program (SNAP)/Electronic Benefits Transfer (EBT) reauthorization upon renewal date. b. Recruit new vendors; farmers and local businesses,
c. Sign up nonprofits, community groups and school clubs to support and participate in the market,
d. Coordinate Community Food Program details,
e. Include in existing insurance plan coverage for the Seaside CFM, f. Organize live music, entertainment and educational workshops for the market, g. Replenish any market equipment needing replacement.
h. Continue advertising for the Seaside CFM through the following methods:

Press releases, print and digital announcements in local newspapers and event sections, social media campaigns, posters, flyers, signs, postcard and email announcements, and public service announcements on radio and television.
i. Provide presentations about the market opening and market information to local community groups.
j. January to April, 2026, meetings with City of Seaside and Everyone’s Harvest administrative staff will take place to reflect on the first year of the CFM renewed contract and Community Food Program season and to make adjustments for the season to come.

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NEW PROJECT ADDITION to 2025-2027 PROPOSAL: Seaside Sessions – A Monthly Music/Entertainment Series at the Seaside CFM
Overview
We propose launching Seaside Sessions, a live music and community event series held on the Third Thursday of every month at the Seaside CFM. This recurring event will feature local live music or entertainment, a beer and wine garden, and additional family-friendly activities. These special once a month Seaside events are designed to draw more people to the market, support local creatives and small businesses, and provide an inclusive space for the community to gather and connect.

Goals & Objectives
● Increase attendance and awareness of the Seaside CFM, ● Increase local farmer and vendor sales,
● Highlight and support local musicians, performers, and artists, ● Create a designated area for beer and wine service featuring local producers, ● Offer diverse entertainment and activities for all ages, ● Strengthen the sense of community and cultural vibrancy in Seaside.

Event Components
Live Music or Entertainment
● One or two performances per event featuring local talent with rotating genres each month
● Performances scheduled between 4:00 PM and 7:00 PM with a break from 5-5:30 for produce box distribution and announcements.

Beer & Wine Garden
● A designated 21+ area within the market footprint
● Featuring local breweries and wineries from Monterey County and beyond ● Proper permitting and staffing for alcohol service will be secured.

Additional Activities
● Kids’ Activities: crafts, bubbles, and outdoor games
● Live Cooking Demos: Coordinate Everyone’s Harvest Edible Education program with this event to feature local chefs for live cooking demos and nutritional tastings Logistics & Support Needs from City of Seaside
● PA sound system
● Tables and Chairs
● Barriers or rollup fencing to separate the beer and wine garden Promotion Strategy

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● Marketing through Everyone’s Harvest, local businesses, and city media platforms ● Event listings in local news, radio, and community calendars ● Social media campaigns leading up to each Third Thursday ● Cross-promotion opportunities with market vendors and sponsors

STAFFING PLAN
On-site services, total of 18 hours weekly:
● Market Program Manager for 10 hours at $24.00 per hour ● Market Program Manager for 8 hours at $24.00 per hour Off-site services, total of 4 hours weekly:
● Executive Director for 4 hours per week at $44 per hour ● Office and Finance Manager for 3 hours per week $40 per hour Executive Director provides for Seaside CFM:
● Planning and coordination of Seaside Market details with the City of Seaside. ● Acquiring all required permits (see above).
● Furnishing to the City of Seaside a copy of all permitting required to operate the Seaside CFM from other local, county or state health and/or safety agencies. ● Coordination, supervision, and support of Everyone's Harvest Seaside Market staff.

Market Program Managers provide for Seaside CFM:
● Off-site: Recruit farmers and vendors to participate in the Seaside CFM ● Off-site: Conduct outreach and advertising for the Seaside CFM including coordinating advertisements and the distribution of Seaside CFM posters and postcards throughout the City of Seaside, Health Department, and local area.
● On-site: Coordinate all Seaside CFM set-up and take-down activities, including placement of traffic barriers, direction of vendor traffic entering and exiting the market, assignment of vendors to booth spaces, and placement of trash, recycling, and compost bins (provided by Everyone’s Harvest). Bin contents will be monitored throughout the market to ensure that biodegradable, compostable, and recyclable products and food waste are being disposed of properly and the bins are never allowed to overflow.
● Maintain on site at all times copies of all permits required to operate the CFM from the City of Seaside and all other local, county or state health and/or safety agencies. ● Enforce all Everyone’s Harvest Rules and Regulations and governmental rules and regulations (including but not limited to California State Agricultural Commissioner, Monterey County Health Department rules and regulations, and Chapter 8.60 of the City of Seaside’s municipal code, “Environmentally Preferable Food Packaging,” requiring that all disposable food serviceware used by vendors shall be biodegradable, compostable, or recyclable, and proper disposal of all organic food waste from vendors and producers with unsold produce in compliance with SB1383).
● Organization of current participants' documents (collecting and filing): Participants' Applications, Rule-Sign-Off, Hold harmless agreements, and current permits. ● Distribution and collection of participants' Producer Load Lists.

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● Collection of all fees and receipts from market vendors. ● Determination of participants' role and if any, restrictions on produce sold at Seaside CFM to ensure variety and market success.
● Organization of participants' spaces at the CFM.
● Communication with Seaside CFM vendors and participants. ● Removal of recycling, compost, and trash in Everyone’s Harvest bins and disposal of their contents in the proper receptacles at Everyone’s Harvest’s office. ● Removal of debris and food from market premises after every market using Everyone’s Harvest’s cleaning supplies to prevent any waste entering the stormwater drainage system in keeping with Central Coast Regional Water Quality Control Board regulations. ● Off-site: Market Match Program Coordinator/Market Program Manager prepares reports for the market regarding vendor fees collected, vendor and customer attendance, and EBT, Market Match, and Fresh Rx produce prescription use at the Seaside CFM. ● Off-site: Market Match Program Coordinator/Market Program Manager prepares paperwork for the upcoming market, including vendor fee collection system, EBT, Market Match and Fresh Rx reimbursement checks, forms for tracking EBT, Market Match, and Fresh Rx use, and producer load lists.

Office and Finance Manager provides for the City of Seaside:
● Management of data regarding vendor fees, vendor and customer attendance, and EBT, Market Match, and Fresh Rx produce prescription use at the Seaside CFM, ● Coordination of redemption, reconciliation, and reimbursement to vendors for purchases of produce and eligible food items completed by customers using CalFresh/EBT, Market Match, and Fresh Rx,
● Purchasing of all Seaside Market supplies,
● Management of market-related costs, including permitting fees, staffing, equipment, advertising, etc.
● Submission of invoices to the City of Seaside.

Fresh Rx Program Coordinator provides for Seaside CFM:

Coordinate Fresh Rx Program to help Seaside families access healthy, affordable fruits and vegetables (services offered free of charge to Seaside CFM, as the position is funded by a grant to Everyone’s Harvest for the Fresh Rx program).

Edible Education Program Coordinator provides for Seaside CFM:

Coordinate Edible Education, including Food Navigation, and Farms Together programs to help Seaside families access healthy, affordable fruits and vegetables (services offered free of charge to Seaside CFM, as the position is funded by grants to Everyone’s Harvest for the Edible Education and Farms Together programs).

FLAT RATE FOR THE SEASIDE CFM SERVICE
Under this scope of work, the flat rate Everyone’s Harvest will invoice the City of Seaside to operate the Seaside CFM from April 10, 2025 to April 9, 2027, is $696 per week for 50 weeks, not to exceed $34,800 per year. Any expenses incurred over $34,800 will be paid for by Everyone’s Harvest. Vendor fees collected by Everyone’s Harvest at the Seaside Market will be reported to the City of Seaside when Everyone’s Harvest invoices the City.

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The flat rate includes the following fee structure:

On-site services, total of 18 hours weekly (except additional staffing for special events):
● Market Program Manager for 10 hours at $24.00 per hour ● Market Program Manager for 8 hours at $24.00 per hour ● Additional Staff (for monthly special events at the Seaside CFM) 4 hours at $24.00 x 12 events Off-site services, total of 8 hours weekly:
● Executive Director for 4 hours per week at $44 per hour ● Office and Finance Manager for 3 hours per week $40 per hour ● Market Program Manager for 4 hours at $24.00 per hour ● Additional Staff (for monthly special events at the Seaside CFM) 4 hours at $24.00 x 12 events On Site services - Additional entertainment costs:
● Live Entertainment for Monthly Events–$6,000–approximately $500 per month, will be invoiced separately on monthly invoice to the City of Seaside.

ADDITIONAL COSTS FOR SEASIDE CFM PER YEAR
Additional costs for this scope of work not included in the flat rate to run the Seaside CFM per year include:

Additional Personnel Cost - $20,000
Outside Contracts - Event Coordinator - $2400
Outside Contracts - Additional Entertainment - $2400
Permits and fees (city, county, and state) cost not to exceed $3000 Market supplies cost not to exceed $2500
Printing cost not to exceed $1000
Advertising and Promotions cost not to exceed $4500
Produce vouchers not to exceed $2,500.00 (Distribute 500 x $5.00 vouchers to Seaside community members)
Mileage Reimbursement - $200
Total additional costs (not including flat rate cost) $38,500 Total with Flat Rate $73,300
Indirect costs (10%) not to exceed $7,330
Total Market Costs Per Year with Indirect Cost $80,630

ADDITIONAL SERVICES INCLUDED IN THE FLAT RATE

1. EBT (Electrical Benefit Transfer): Everyone’s Harvest’s redemption system will allow residents from low-income backgrounds on Temporary Aid to Needy Families (TANF) to use their EBT card at the Seaside CFM. No power needed for this activity.

2. Market Match (incentive program): Everyone’s Harvest will participate in the Market Match program. This will allow every EBT customer who conducts a $30 transaction at the Seaside CFM to receive a match up to $30 worth of produce through Market Match fund incentives per day. The program runs when funding is available from The Ecology Center’ and other funders.

3. Farms Together Produce Box Distribution

4. Fresh Rx Distribution and Redemption

5. WIC (Woman, Infants, and Children) and Senior FMNP vouchers: Everyone’s Harvest will provide WIC and Senior FMNP voucher program involvement. This will allow low-income families on Temporary Aid to Needy Families (TANF) the ability to use their WIC CFM (FMNP) vouchers at the Seaside CFM.

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6. Everyone’s Harvest Rules and Regulations, Rule Sign-Off Form, and Vendor Application to ensure all Market vendors and participants are safe and follow governmental rules and regulations (including but not limited to California State Agricultural Commissioner and Monterey County Health Department rules and regulations).

7. Everyone’s Harvest Information Booth, including information about healthy eating, cooking at home, and access to EBT and Market Match benefits at every Seaside CFM.

8. Use of Everyone’s Harvest equipment and supplies at every Seaside CFM, including signage consisting of three sandwich board signs at each entrance and in the middle of the market, announcing our market, programs, and health code requirements concerning animals; sandwich board signs delineating the producer section at each end of the producer section, and a banner over our information table covered with a tablecloth containing our name and logo.

9. Coordination, communication, goal setting, and evaluation with Everyone’s Harvest Seaside CFM staff.

10. Collaboration with Seaside staff to determine Seaside CFM vendors and participants.

11. Management of other participating non-profit organizations including students from the Service Learning Institute and Collaborative Health and Human Services of California State University Monterey Bay.

12. Monthly market reports and deposits from vendor fees collected.

13. Monthly payment of bills pertaining to the Seaside CFM.

Everyone’s Harvest will support with vendor fees the additional cost of operating the market beyond the maximum amount of $34,800 per year allocated by the City to operate the CFM for the 2025-2026 and 2026-2027 seasons. See the attached budget in Appendix B.

VENDOR FEES COLLECTED AT SEASIDE CFM
It is estimated the Seaside CFM will collect vendor fees of $86,860 for 2 years from April 2025 to April 2027. These vendor fees will be reported to the City of Seaside when Everyone’s Harvest invoices Seaside by the 10th of the following month for the period being invoiced. The total estimated cost to run the Seaside CFM from April 10, 2025 to April 9 2027 is $161,260 with an estimated $86,860 in vendor fees and $4800 in Event Income, total expenses submitted to the City of Seaside for reimbursement will not exceed $69,600.

PAYMENT SCHEDULE/ REIMBURSABLE EXPENSES FOR ALL PROJECTS Invoices shall be sent to the City of Seaside by Everyone’s Harvest by the 10th of the following month for the period being invoiced. The City of Seaside will have 30 days to reimburse Everyone’s Harvest from the date that the invoice was sent.

Reimbursable expenses will be billed in accordance. Expenditures will be made in the direct interest of the Seaside CFM project including, but not limited to, expenses of incentives and project supplies.

SERVICES REQUIRED OF SEASIDE
● Traffic barriers and assistance with street closures where required ● Access to public restrooms available on site.

SPECIAL MONTHLY EVENT SERVICES REQUIRED OF CITY OF SEASIDE ● Tables and chairs, sound system, and any available barriers or rollable fencing to separate a wine and/or beer garden.

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5. CONFLICT OF INTEREST STATEMENT
I confirm that neither I nor any of my relatives nor any business with which I am associated nor any of the Everyone’s Harvest staff members nor any Board Members nor any of their relatives nor any business with which they are associated have any personal or business interest in or potential for personal gain from any of the organizations or projects linked to the City of Seaside, with the exception of the two Board Members listed below.

I confirm that one member of the Board of Directors of Everyone’s Harvest, Genevieve LeBlanc, is currently an employee of the Blue Zones Project, which may be considered as constituting a real, potential or apparent conflict of interest.

I also confirm that the disclosed information is correct and that no other situation of real, potential or apparent conflict of interest is known to me. I undertake to inform the City of Seaside of any conflict or potential conflict of which I become aware immediately following any announcement by the City of Seaside which may concern Everyone’s Harvest staff, board members and/or me. I also undertake to inform the City of Seaside of any change in these circumstances, including – if an issue arises – during the course of Everyone’s Harvest’s association with the City of Seaside as a service provider.

6. SUPPORTIVE INFORMATION/REFERENCES
References

1. Amanda Meyer
Health Promotion Manager
Salinas Valley Health
450 Romie Lane
Salinas, CA 93901
[email protected]
(831) 757-4333 ext. 1445

2. Andrea Rosenberg
Assistant Administrator
Natividad Medical Center
1441 Constitution Ave
Salinas, CA 93906
[email protected]
(831) 783-2562

3. Hillary Fish
Director of Marketing and Community
Relations
Natividad Medical Center
1441 Constitution Ave
Salinas, CA 93906
[email protected]
(831) 783-2693

4. Niaomi Hrepich, RD
WIC and CalFresh Healthy Living
Program Director
Monterey County Health Department
32 East Alisal St.

Salinas, CA 903905
[email protected]
(831) 796-2872

7. APPENDIX A: CERTIFICATE OF CURRENT INSURANCE
Everyone’s Harvest currently carries and maintains insurance with Nonprofit Insurance Alliance of California which includes the following limits of coverage for six operating farmer’s markets. Going

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forward and upon request, the Seaside Farmers Market will be added onto our existing commercial general liability policy. This addition should take no longer than seven days to become active.

General Aggregate Limit (other than product-completed operations - $2,000,000 Products - Completed Operations Aggregate Limit - $2,000,000 Personal and Advertising Injury Limit - $1,000,000
Each Occurrence Limit - $1,000,000
Damage to Premises Rented - $500,000
Medical Expense Limit - $20,000
Everyone’s Harvest currently carries and maintains a Commercial Umbrella policy with Nonprofit Insurance Alliance of California with the list of coverage and limits.

Occurrence - $5,000,000
Aggregate Limit - $5,000,000
Everyone’s Harvest currently carries and maintains Directors and Officers Liability policy with Nonprofit Insurance Alliance of California with the list of coverage and limits.

Each Wrongful Act - $1,000,000
Annual Aggregate - $1,000,000
Everyone’s Harvest currently carries and maintains business auto coverage insurance with Nonprofit Insurance Alliance of California with the list of coverage and limits.

Liability CSL - $1,000,000
Hired Auto - Included
Nonowned Auto - Included
Auto Medical Payments - $5,000
Uninsured Motorist - $1,000,000
Collision Coverage for Physical Damage - Cash Value or Cost of Repair minus $1,000 Deductable Comprehensive Coverage for Physical Damage - Cash Value or Cost to Repair minus $1,000 Deductible
Everyone’s Harvest currently carries and maintains Workers Compensation coverage through State Compensation Insurance Fund which includes statutory coverage of $1,000,000 for each staff member.

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8. APPENDIX B: BUDGET
SEASIDE Certified Farmers' Market Annual Budget
INCOME Pending Income Confirmed Income Total
Market income - vendor fees collected from food vendors and farmers. $43,430 $0 City of Seaside Support $34,800 $0
Special Event Income (Percent of Sales) to pay Event Coordinator $2,400 0 Total Income $80,630 $0 $0
EXPENSES Market Income Confirmed Income Total
Personnel
Executive Director $8,800 $0 $8,800
Office Finance Manager $6,000 $0 $6,000
Fresh Rx Coordinator AOM $2,000 $0 $2,000
Edible Ed MPM $16,000 $0 $16,000
Market Match MPM $16,000 $0 $16,000
Total Personal $48,800 $0 $48,800
Outside Contract Services $0 $0
Entertainment $2,400 $0 $2,400
Additional Monthly Special Entertainment $6,000 $6,000
Event Coordinator $2,400 $2,400
Operating Costs $- $0 $0
Permits and fees (city, county, and state) $3,000 $3,000 Market supplies including temporary fencing $2,500 $2,500 Printing $1,000 $0 $1,000
Mileage Reimbursement $200 $0 $200
Sanitation (trash service) $- $0 $0
Promotions $- $0 $0
Advertising $4,500 $0 $4,500
Produce Vouchers $2,500 $0 $2,500
Total Direct Expenses $73,300 $0 $73,300
Everyone's Harvest indirect cost at 10% including travel, postage, telecommunications, and insurance. $7,330 $0 $7,330 Total Expenses $80,630 $0 $80,630
Net Income $0 $0 $0
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(Certified Farmer’s Market Operator)
Rev. 2/19 Page 1 of 18 COS Non-Construction PSA

CITY OF SEASIDE
PROFESSIONAL SERVICE AGREEMENT FOR NONCONSTRUCTION PROJECT (Certified Farmer’s Market Operator)
This PROFESSIONAL SERVICE AGREEMENT (PSA) FOR NON-CONSTRUCTION PROJECT (“AGREEMENT”), is made and effective as of April, 17 2025, between the City of Seaside ("AGENCY"), a municipal corporation and Everyone’s Harvest, a California corporation ("CONSULTANT"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

I. TERM
This AGREEMENT shall commence on April 17, 2025, and shall remain and continue in effect until tasks described herein are completed, but in no event later than April 17, 2027, unless sooner terminated pursuant to the provisions of this AGREEMENT.

II. SERVICES
CONSULTANT shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full.

CONSULTANT shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A. To the extent that Exhibit A is a proposal from CONSULTANT, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this AGREEMENT unless specifically agreed to in writing.

III. PERFORMANCE
CONSULTANT shall at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein. CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of CONSULTANT hereunder in meeting its obligations under this AGREEMENT.

IV. AGENCY MANAGEMENT
Agency’s Recreation Director or their designee shall represent AGENCY in all matters pertaining to the administration of this AGREEMENT, review and approval of all products submitted by CONSULTANT, but not including the authority to enlarge the Tasks to Be Performed or change the compensation due to CONSULTANT. Agency’s Manager shall be authorized to act on AGENCY's Packet Page 75
(Certified Farmer’s Market Operator)
Rev. 2/19 Page 2 of 18 COS Non-Construction PSA
behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change CONSULTANT's compensation, subject to Section 5 hereof.

V. PAYMENT
A. The AGENCY agrees to pay CONSULTANT monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit B, attached hereto and incorporated herein by this reference as though set forth in full, based upon percentage of tasks completed. This amount shall not exceed THIRY FOUR THOUSAND AND EIGHT HUNDRED dollars ($34,800.00) per year for a total amount of SIXTY NINE THOUSAND AN SIX HUNDRED dollars ($69,600) for the term of the Agreement unless additional payment is approved as provided in this Agreement.

B. CONSULTANT shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency Manager. CONSULTANT shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and CONSULTANT at the time AGENCY's written authorization is given to CONSULTANT for the performance of said services.

C. CONSULTANT will submit invoices monthly for actual services performed.

Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month. Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the AGENCY disputes any of CONSULTANT's fees it shall give written notice to CONSULTANT within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this AGREEMENT shall be made within forty-five (45) days of receipt of an invoice therefore.

VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The AGENCY may at any time, for any reason, with or without cause, suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the CONSULTANT at least ten (10) days prior written notice. Upon receipt of said notice, the CONSULTANT shall immediately cease all work under this AGREEMENT, unless the notice provides otherwise. If the AGENCY suspends or terminates a portion of this AGREEMENT such suspension or termination shall not make void or invalidate the remainder of this AGREEMENT.

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B. In the event this AGREEMENT is terminated pursuant to this Section, the AGENCY shall pay to CONSULTANT the actual value of the work performed up to the time of termination, provided that the work performed is of value to the AGENCY. Upon termination of the AGREEMENT pursuant to this Section, the CONSULTANT will submit an invoice to the AGENCY pursuant to Section 5.

VII. DEFAULT OF CONSULTANT
A. The CONSULTANT's failure to comply with the provisions of this AGREEMENT shall constitute a default. In the event that CONSULTANT is in default for cause under the terms of this AGREEMENT, AGENCY shall have no obligation or duty to continue compensating CONSULTANT for any work performed after the date of default and can terminate this AGREEMENT immediately by written notice to the CONSULTANT. If such failure by the CONSULTANT to make progress in the performance of work hereunder arises out causes beyond the CONSULTANT's control, and without fault or negligence of the CONSULTANT, it shall not be considered a default.

B. If the Agency Manager or his/her designee determines that the CONSULTANT is in default in the performance of any of the terms or conditions of this AGREEMENT, he/she shall cause to be served upon the CONSULTANT a written notice of the default. The CONSULTANT shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the CONSULTANT fails to cure its default within such period of time or fails to present the AGENCY with a written plan for the cure of the default, the AGENCY shall have the right, notwithstanding any other provision of this AGREEMENT, to terminate this AGREEMENT without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this AGREEMENT.

VIII. OWNERSHIP OF DOCUMENTS
A. CONSULTANT shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by AGENCY that relate to the performance of services under this AGREEMENT. CONSULTANT shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible.

CONSULTANT shall provide free access to the representatives of AGENCY or its designees at reasonable times to such books and records; shall give AGENCY the right to examine and audit said books and records; shall Packet Page 77
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permit AGENCY to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this AGREEMENT. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination or suspension of this Agreement, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, computer discs, and reports prepared by the Contractor under this Agreement shall become the sole property of City and may be used, reused, or otherwise disposed of by City without the permission of Contractor. With respect to computer files, Contractor shall make available to City, at City's office and upon reasonable written request by City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.

IX. INDEMNIFICATION AND DEFENSE
A. Indemnity
To the fullest extent permitted by law, CONSULTANT shall indemnify and hold harmless AGENCY and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including legal counsel’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of CONSULTANT, its officers, agents, employees or subconsultants (or any agency or individual that CONSULTANT shall bear the legal liability thereof) in the performance of services under this AGREEMENT. CONSULTANT’s duty to indemnify and hold harmless AGENCY shall not extend to the AGENCY’s sole or active negligence.

B. Duty to defend
In the event the AGENCY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this AGREEMENT, and upon demand by AGENCY, CONSULTANT shall defend the AGENCY at CONSULTANT’s cost or at AGENCY’s option, to reimburse AGENCY for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by CONSULTANT’s negligent acts, errors or omissions. Payment by AGENCY is not a condition precedent to enforcement of this indemnity. In the event of any dispute between CONSULTANT and AGENCY, as to whether liability arises from Packet Page 78
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the sole or active negligence of the AGENCY or its officers, employees, or agents, CONSULTANT will be obligated to pay for AGENCY’s defense until such time as a final judgment has been entered adjudicating the AGENCY as solely or actively negligent. CONSULTANT will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees and costs of litigation.

X. INSURANCE
CONSULTANT shall maintain prior to the beginning of and for the duration of this AGREEMENT insurance coverage as specified in Exhibit C attached to and part of this AGREEMENT.

XI. INDEPENDENT CONSULTANT
A. CONSULTANT is and shall at all times remain as to the AGENCY a wholly independent consultant and/or independent contractor. The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control. Neither AGENCY nor any of its officers, employees, or agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's officers, employees, or agents, except as set forth in this AGREEMENT. CONSULTANT shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the AGENCY. CONSULTANT shall not incur or have the power to incur any debt, obligation, or liability whatever against AGENCY, or bind AGENCY in any manner.

B. No employee benefits shall be available to CONSULTANT in connection with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT as provided in the AGREEMENT, AGENCY shall not pay salaries, wages, or other compensation to CONSULTANT for performing services hereunder for AGENCY. AGENCY shall not be liable for compensation or indemnification to CONSULTANT for injury or sickness arising out of performing services hereunder.

XII. LEGAL RESPONSIBILITIES
The CONSULTANT shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at all times observe and comply with all such laws and regulations. The AGENCY, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this Section.

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XIII. UNDUE INFLUENCE
CONSULTANT declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the AGENCY in connection with the award, terms or implementation of this AGREEMENT, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the AGENCY has or will receive compensation, directly or indirectly, from CONSULTANT, or from any officer, employee or agent of CONSULTANT, in connection with the award of this AGREEMENT or any work to be conducted as a result of this AGREEMENT.

Violation of this Section shall be a material breach of this AGREEMENT entitling the AGENCY to any and all remedies at law or in equity.

XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of AGENCY, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this AGREEMENT.

XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by CONSULTANT in performance of this AGREEMENT shall be considered confidential and shall not be released by CONSULTANT without AGENCY's prior written authorization.

CONSULTANT, its officers, employees, agents, or sub-consultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this AGREEMENT or relating to any project or property located within the AGENCY. Response to a subpoena or court order shall not be considered "voluntary" provided CONSULTANT gives AGENCY notice of such court order or subpoena.

B. CONSULTANT shall promptly notify AGENCY should CONSULTANT, its officers, employees, agents, or sub-consultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this AGREEMENT and the work performed there under or with respect to any project or property located within the AGENCY, unless the AGENCY is a party to any lawsuit, arbitration, or administrative proceeding Packet Page 80
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connected to such Discovery, or unless CONSULTANT is prohibited by law from informing the AGENCY of such Discovery. AGENCY retains the right, but has no obligation, to represent CONSULTANT and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless AGENCY is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to CONSULTANT in such proceeding, CONSULTANT agrees to cooperate fully with AGENCY and to provide the opportunity to review any response to discovery requests provided by CONSULTANT. However, AGENCY's right to review any such response does not imply or mean the right by AGENCY to control, direct, or rewrite said response.

Note: The following paragraph is only to be used when the AGENCY will be taking in a fee or deposit from an applicant and use that fund to retain the CONSULTANT to prepare an EIR, Specific Plan, or some other specific document or where the AGENCY is funding a similar development-type study.

C. CONSULTANT covenants that neither he/she nor any officer or principal of their firm have any interest in, or shall acquire any interest, directly or indirectly, which will conflict in any manner or degree with the performance of their services hereunder. CONSULTANT further covenants that in the performance of this AGREEMENT, no person having such interest shall be employed by them as an officer, employee, agent, or subconsultant. CONSULTANT further covenants that CONSULTANT has not contracted with nor is performing any services, directly or indirectly, with any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the AGENCY or the study area and further covenants and agrees that CONSULTANT and/or its subconsultants shall provide no service or enter into any agreement or agreements with a/any developer(s) and/or property owner(s) and/or firm(s) and/or partnership(s) owning property in the AGENCY or the study area prior to the completion of the work under this AGREEMENT.

XVI. NOTICES
Any notices which either party may desire to give to the other party under this AGREEMENT must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

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To AGENCY: Recreation Director
City of Seaside
986 Hilby Ave, Seaside, CA 93955
To CONSULTANT: Hester Parker
Everyone’s Harvest
31 Upper Ragsdale Dr. Suite 4
Monterey CA, 93940
XVII. ASSIGNMENT
The CONSULTANT shall not assign the performance of this AGREEMENT, nor any part thereof, nor any monies due hereunder, without prior written consent of the AGENCY. Because of the personal nature of the services to be rendered pursuant to this AGREEMENT, only CONSULTANT shall perform the services described in this AGREEMENT. Hester Parker may use assistants, under his/her direct supervision, to perform some of the services under this AGREEMENT.

CONSULTANT shall provide AGENCY fourteen (14) days' notice prior to the departure of Hester Parker from CONSULTANT's employ. Should he/she leave CONSULTANT's employ, the AGENCY shall have the option to immediately terminate this AGREEMENT, within three (3) days of the close of said notice period. Upon termination of this Agreement, CONSULTANT's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the CONSULTANT. Before retaining or contracting with any CONSULTANT for any services under this AGREEMENT, CONSULTANT shall provide AGENCY with the identity of the proposed CONSULTANT, a copy of the proposed written contract between CONSULTANT and such sub-consultant which shall include and indemnity provision similar to the one provided herein and identifying AGENCY as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed sub-consultant carries insurance at least equal to that required by this AGREEMENT or obtain a written waiver from AGENCY for such insurance.

XVIII. LICENSES
At all times during the term of this AGREEMENT, CONSULTANT shall have in full force and effect, all licenses required of it by law for the performance of the services described in this AGREEMENT.

XIX. GOVERNING LAW
The AGENCY and CONSULTANT understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the Packet Page 82
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parties to this AGREEMENT and also govern the interpretation of this Agreement.

Any litigation concerning this AGREEMENT shall take place in the municipal, superior, or federal district court with jurisdiction over the AGENCY.

XX. ENTIRE AGREEMENT
This AGREEMENT contains the entire understanding between the parties relating to the obligations of the parties described in this AGREEMENT. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this AGREEMENT or with respect to the terms and conditions of this AGREEMENT, are merged into this AGREEMENT and shall be of no further force or effect. Each party is entering into this AGREEMENT based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
CONSULTANT is bound by the contents of AGENCY's Request for Qualifications, Exhibit "D" hereto and incorporated herein by this reference, and the contents of the proposal submitted by the CONSULTANT, Exhibit "A" hereto. In the event of conflict, the requirements of AGENCY's Request for Proposals and this AGREEMENT shall take precedence over those contained in the CONSULTANT's proposals. The incorporation of the CONSULTANT’s proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this AGREEMENT or the relationship between CONSULTANT and/or AGENCY, unless expressly agreed to in writing.

XXII. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this AGREEMENT on behalf of CONSULTANT warrants and represents that he/she has the authority to execute this AGREEMENT on behalf of the CONSULTANT and has the authority to bind CONSULTANT to the performance of its obligations hereunder.

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

CONSULTANT
By:___________________
Hester Parker
Everyone’s Harvest
______________________
Greg McDanel
City Manager
City of Seaside
Attachments:Exhibit A Scope of work/Consultants proposal/Payment Schedule Exhibit B Insurance Requirements
Exhibit C Request for Qualifications
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EXHIBIT C

INSURANCE REQUIREMENTS
Without limiting CONSULTANT’s indemnification of AGENCY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below and in a form satisfactory to AGENCY.

Note: Verify minimum limit for each coverage with Risk Manager.

General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. CONSULTANT shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the CONSULTANT arising out of or in connection with the services to be performed under this Agreement, in an amount not less than one million dollars ($1,000,000) combined single limit for each occurrence.

Professional liability (errors & omissions) insurance. CONSULTANT shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and CONSULTANT agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT.

Note: May need to delete workers' compensation and employer's liability insurance requirements for certain sole proprietorships, partnerships, or corporations without employees.

Workers’ compensation insurance. CONSULTANT shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).

CONSULTANT shall submit to AGENCY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of AGENCY, its officers, agents, employees and volunteers.

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Note: If the required limits for general liability, auto and employer’s liability are $1 million or less, the following paragraph may be omitted.

Umbrella or excess liability insurance. [Optional depending on limits required].

CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
• A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.

Other provisions or requirements
Proof of insurance. CONSULTANT shall provide certificates of insurance to AGENCY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with AGENCY at all times during the term of this contract. AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time.

Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants.

Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by AGENCY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of AGENCY before the AGENCY’s own insurance or self-insurance shall be called upon to protect it as a named insured.

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Agency’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, AGENCY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by AGENCY will be promptly reimbursed by CONSULTANT or AGENCY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, AGENCY may cancel this AGREEMENT.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against AGENCY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against AGENCY, and shall require similar written express waivers and insurance clauses from each of its sub-consultants.

Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the AGENCY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the AGENCY nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the AGENCY.

Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to AGENCY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.

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Additional insured status. General liability policies shall provide or be endorsed to provide that AGENCY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.

Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to AGENCY and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. CONSULTANT agrees to ensure that its sub-consultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to AGENCY for review.

Agency’s right to revise specifications. The AGENCY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the AGENCY and CONSULTANT may renegotiate CONSULTANT’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by AGENCY. AGENCY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by AGENCY.

Timely notice of claims. CONSULTANT shall give AGENCY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.L.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Dan Meewis, Assistant City Manager
Kee Hyon Higgins, Recreation Supervisor
DATE: April 17, 2025
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CLOSURE OF DEL

MONTE AVENUE TO THROUGH TRAFFIC FROM TIOGA AVENUE

TO THE BEGINNING OF THE GRANITE ROCK BUILDING FOR
THE CLASSIC PORSCHE EVENT ON AUGUST 11, 2025

RECOMMENDATION
Approve the closure of Del Monte Avenue.

BACKGROUND
Porsche Monterey will be holding their Classic Porsche Event on Monday, August 11, 2025, from 12:30 p.m. to 9:00 p.m. The majority of the event will take place on Porsche property. However, they are requesting the closure of Del Monte Avenue from Tioga Avenue to the beginning of the Granite Rock building for their Porsche display.

The closure of Del Monte Avenue will greatly enhance this event and will allow for greater safety for the participants.

If the City Council approves the request for closure of Del Monte Avenue from Tioga Avenue to the beginning of the Granite Rock building on Monday, August 11, 2025, between the hours of 12:30 p.m. to 9:00 p.m., staff recommends the following conditions be met:

1. Obtain an ABC License for the event. (Alcohol will only be allowed inside the building and they will have security).

2. Submit a Temporary traffic control plan and traffic detour plan prepared by a registered traffic engineer, reviewed and approved by Public Works.

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Item No. 8.L. Page 2 of 2

3. Organization to provide insurance coverage of the event.

4. Pay all city-related costs. See cost Estimate.

The City Council has approved this request on an annual basis since 2019.

FISCAL IMPACT
The estimated cost for staff time and resources is $4,122.00, and the event organizers will pay all associated costs.

ATTACHMENTS

1. Special Event Application - Porsche Monterey - Classic Porsche Event 2025

2. Map of Del Monte Avenue Closure 2025

3. Maps of Del Monte Avenue Closure 2025

4. Resolution Porsche Monterey Classic Porsche Event 2025

5. Porsche Event Cost Estimate 2025

6. Temporary Street Closure Policy- Porsche Monterey - Classic Porsche Event 2025 Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEASIDE APPROVING

THE CLOSURE DEL MONTE AVENUE TO THROUGH TRAFFIC FROM TIOGA

AVENUE TO THE BEGINNING OF THE GRANITE ROCK BUILDING
WHEREAS, Porsche Monterey will be holding their Classic Porsche Event that is open to the public;
WHEREAS, the closing of Del Monte Avenue from Tioga Avenue to the beginning of the Granite Rock building is necessary between the hours of 12:30 p.m. and 9:00 p.m. on August 11, 2025 to insure the safety of the public;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Seaside hereby approves the closure of Del Monte Avenue from Tioga Avenue to the beginning of the Granite Rock building to ensure the safety of the public using this portion of roadway during this event.

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Seaside duly held on the 17th day of April 2025 by the following vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:
______________________________
Ian Oglesby, Mayor
ATTEST:
___________________________
Dominique Davis, City Clerk
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COST ESTIMATE PORSCHE MONTERERY

ITEM QUANTITY UNIT COST EXTENDED COST
Temporary Traffic Control 1 $3,342.00 $3342,00
Temporary No Parking and/or Parking
Signage
1 $445.00 $445.00
Site Clean Up Including Street Sweeping 1 $335.00 $335.00 TOTAL ESTIMATED COST $4,122.00
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CITY OF SEASIDE

STAFF REPORT
Item No.: 8.M.

TO: City Council
FROM: Greg McDanel, City Manager
BY: Thomas Korman, Public Works Director/City Engineer
DATE: April 17, 2025
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE CITY MANAGER TO

AWARD A PROFESSIONAL SERVICES AGREEMENT IN THE
AMOUNT OF $49,958.00 FOR PUBLIC WORKS

INFRASTRUCTURE ASSET DATA COLLECTION SERVICES TO
NCE, INC.

RECOMMENDATION
Approve an agreement with NCE, Inc.

BACKGROUND
The scope of work will focus on the data collection of the assets, including relevant attributes. The request includes the following asset data collection services on approximately 80 centerline miles of the City’s network:
• Road Right-of-Way (ROW) Street Level Imagery
• Road Right-of-Way GIS Asset Inventory for the following asset types:
o Sidewalks (width, length – curb return to curb return) o Traffic Signs (by type and Location)
o Curb Ramps (location)
o Pavement Traffic Markings (by type and location)
o Curb Markings (color and location)
o Driveway Aprons (length, width, location)
The data collected as a result of this effort will support the department’s goals to create a Sidewalk Condition Index, as well as to inventory the curb ramps, traffic signs, pavement and curb markings, and location of driveway aprons for the objective of building a comprehensive database to be utilized for maintenance and future Packet Page 112

Item No. 8.M. Page 2 of 3
improvement projects.

DISCUSSION
On February 26, 2025, the Department of Public Works issued a Request for Proposals (RFP) for the Public Works Infrastructure Asset Data Collection Services. The RFP closed on March 21, 2025. Following the closure of the RFP, the submitted proposals were reviewed for consultant expertise and availability to perform the Infrastructure Asset Data Collection services. Of the proposals received, NCE had the highest-rated proposal and was selected as the consultant to be recommended for the award of the professional services agreement by the selection committee.

Alternatives

1. The City Council can direct that negotiations be reopened with NCE to modify the scope of work for the project. However, the scope of work is commensurate with the anticipated effort required to provide adequate services and the fees are in line with industry standards.

2. The City Council can elect not to award the Professional Services Agreement to NCE, reject the proposal, and direct the solicitation of new proposals. However, the selection committee determined the NCE’s proposal was responsive to the RFP. NCE has extensive experience and has completed numerous projects of similar nature for cities throughout the County of Santa Barbara County and throughout California.

Environmental Review
The Project qualifies for a Class 1 Categorical Exemption pursuant to Section 15302- replacement or reconstruction of existing structures and facilities of the California Environmental Quality Act State Guidelines.

Impact to the Community
The information collected will be utilized for maintenance and future improvement projects and will be useful to various functions and levels of users within the organization and the public.

FISCAL IMPACT
There are adequate Genderal Funds in the FY 2024/2025 CIP Sidewalk Improvement project account No. 212-8960-9578 to accommodate NCE's professional services agreement for an amount not to exceed $49,958.00.

ATTACHMENTS

1. Resolution
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Item No. 8.M. Page 3 of 3

2. PSA_NCE_Asset Data Collection
Reviewed for Submission to the City Council by:

____________________________________
Greg McDanel, City Manager
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Meeting Date: 4/17/25
Item #: X.X.

RESOLUTION NO. 25-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEASIDE

AUTHORIZING THE CITY MANAGER TO AWARD A PROFESSIONAL SERVICES AGREEMENT IN THE AMOUNT OF $49,958.00 FOR PUBLIC WORKS
INFRASTRUCTURE ASSET DATA COLLECTION SERVICES TO NCE, INC.

WHEREAS, there is a need to collect infrastructure asset data related to sidewalks, signage, and curb ramps; and
WHEREAS, the objective is to build a comprehensive data base to be utilized for maintenance and future improvement projects; and
WHEREAS, a Request for Proposals was issued on February 26, 2025 and closed on March 21, 2025; and
WHEREAS, the proposals were reviewed for consultant expertise and availability and NCE was found to be responsive and the most qualified to conduct the Infrastructure Asset Data Collection services for an amount of $49,958.00; and WHEREAS, there are sufficient General Funds in the CIP Sidewalk Improvement Account (No. 212-8960-9578).

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Seaside does hereby

1. The City Manager, or designee, is authorized to approve and execute on behalf of the City a Professional Services Agreement with NCE.

2. The City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained.

In doing so, the City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.

PASSED AND ADOPTED at a Regular meeting of the City Council of the City of Seaside duly held on the 17th day of April, 2025, by the following vote:

AYES: COUNCIL MEMBERS
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
ABSTAIN: COUNCIL MEMBERS
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-2
APPROVED:
_______________________________
Ian N. Oglesby, Mayor
ATTEST:
______________________________
Dominique L. Davis, City Clerk
APPROVED TO FORM:
______________________________
Sheri L. Damon, City Attorney
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CITY OF SEASIDE

PROFESSIONAL SERVICE AGREEMENT FOR

NON- CONSTRUCTION PROJECT

PUBLIC WORKS INFRASTRUCTURE ASSET

DATA COLLECTION SERVICES
This PROFESSIONAL SERVICE AGREEMENT (PSA) FOR NON-CONSTRUCTION PROJECT (“AGREEMENT”), is made and effective AS OF April 17, 2025 between the City of Seaside ("AGENCY"), a municipal corporation and NCE, corporation ("CONSULTANT"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:

I. TERM
This AGREEMENT shall commence on April 17, 2025 are completed, butin no event later than June 30, 2026 unless sooner terminated pursuant to the provisions of this AGREEMENT.

II. SERVICES
CONSULTANT shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full.

CONSULTANT shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A. To the extent that Exhibit A is a proposal from CONSULTANT, such proposal is incorporated only for the description of the scope of services and no other terms and conditions from any such proposal shall apply to this AGREEMENT unless specifically agreed to in writing.

III. PERFORMANCE
CONSULTANT shall at all times faithfully, competently and to the best of his/her ability, experience, and talent, perform all tasks described herein.

CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of CONSULTANT hereunder in meeting its obligations under this AGREEMENT.

IV. AGENCY MANAGEMENT
Agency’s City Manager or his/her designee shall represent AGENCY in all matters pertaining to the administration of this AGREEMENT, review and approval of all products submitted by CONSULTANT, but not including the authority to enlarge the Tasks to Be Performed or change the compensation Packet Page 117
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due to CONSULTANT. Agency’s Manager shall be authorized to act on AGENCY's behalf and to execute all necessary documents which enlarge the Tasks to Be Performed or change CONSULTANT's compensation, subject to Section 5 hereof.

V. PAYMENT
A. The AGENCY agrees to pay CONSULTANT monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit A, attached hereto and incorporated herein by this reference as though set forth in full, based upon actual time spent on the above tasks. This amount shall not exceed FOURTY NINE THOUSAND NINE HUNDRED EIGHT dollars
($49,958.00) for the total term of the AGREEMENT unless additional payment is approved as provided in this AGREEMENT.

B. CONSULTANT shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to those set forth herein, unless such additional services are authorized in advance and in writing by the Agency Manager. CONSULTANT shall be compensated for any additional services in the amounts and in the manner as agreed to by Agency Manager and CONSULTANT at the time AGENCY's written authorization is given to CONSULTANT for the performance of said services.

C. CONSULTANT will submit invoices monthly for actual services performed.

Invoices shall be submitted on or about the first business day of each month, or as soon thereafter as practical, for services provided in the previous month.

Payment shall be made within thirty (30) days of receipt of each invoice as to all non-disputed fees. If the AGENCY disputes any of CONSULTANT's fees it shall give written notice to CONSULTANT within thirty (30) days of receipt of an invoice of any disputed fees set forth on the invoice. Any final payment under this AGREEMENT shall be made within forty-five (45) days of receipt of an invoice therefore.

VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE A. The AGENCY may at any time, for any reason, with or without cause, suspend or terminate this AGREEMENT, or any portion hereof, by serving upon the CONSULTANT at least ten (10) days prior written notice. Upon receipt of said notice, the CONSULTANT shall immediately cease all work under this AGREEMENT, unless the notice provides otherwise. If the AGENCY suspends or terminates a portion of this AGREEMENT such suspension or termination shall not make void or invalidate theremainder of this AGREEMENT.

B. In the event this AGREEMENT is terminated pursuant to this Section, the AGENCY shall pay to CONSULTANT the actual value of the work performed up to the time of termination, provided that the work performed is of value to the AGENCY. Upon termination of the AGREEMENT pursuant to this Section, the CONSULTANT will submit an invoice to the AGENCY pursuant to Section 5.

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VII. DEFAULT OF CONSULTANT
A. The CONSULTANT's failure to comply with the provisions of this AGREEMENT shall constitute a default. In the event that CONSULTANT is in default for cause under the terms of this AGREEMENT, AGENCY shall have no obligation or duty to continue compensating CONSULTANT for any work performed after the date of default and can terminate this AGREEMENT immediately by written notice to the CONSULTANT. If such failure by the CONSULTANT to make progress in the performance of work hereunder arises out causes beyond the CONSULTANT's control, and without fault or negligence of the CONSULTANT, it shall not be considered a default.

B. If the Agency Manager or his/her designee determines that the CONSULTANT is in default in the performance of any of the terms or conditions of this AGREEMENT, he/she shall cause to be served upon the CONSULTANT a written notice of the default. The CONSULTANT shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the CONSULTANT fails to cure its default within such period of time or fails to present the AGENCY with a written plan for the cure of the default, the AGENCY shall have the right, notwithstanding any other provision of this AGREEMENT, to terminate this AGREEMENT without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this AGREEMENT.

VIII. OWNERSHIP OF DOCUMENTS
A. CONSULTANT shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by AGENCY that relate to the performance of services under this AGREEMENT.

CONSULTANT shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. CONSULTANT shall provide free access to the representatives of AGENCY or its designees at reasonable times to such books and records; shall give AGENCY the right to examine and audit said books and records; shall permit AGENCY to make transcripts or copies therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this AGREEMENT. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.

B. Upon completion of, or in the event of termination or suspension of this Agreement, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, computer discs, and reports prepared by the Contractor under this Agreement shall become the sole property of City and may be used, reused, or otherwise disposed of by City without the permission of Contractor. With respect to computer files, Contractor shall make available to City, at City's office and upon reasonable written request by City, the necessary computer software and hardware for purposes of accessing, Packet Page 119
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compiling, transferring, and printing computer files.

IX. INDEMNIFICATION AND DEFENSE
A. Indemnity
To the fullest extent permitted by law, CONSULTANT shall indemnify and hold harmless AGENCY and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including legal counsel’s fees and costs, caused in whole or in part by the negligent or wrongful act, error or omission of CONSULTANT, its officers, agents, employees or subconsultants (or any agency or individual that CONSULTANT shall bear the legal liability thereof) in the performance of services under this AGREEMENT. CONSULTANT’s duty to indemnify and hold harmless AGENCY shall not extend to the AGENCY’s sole or active negligence.

B. Duty to defend
In the event the AGENCY, its officers, employees, agents and/or volunteers are made a party to any action, lawsuit, or other adversarial proceeding arising from the performance of the services encompassed by this AGREEMENT, and upon demand by AGENCY, CONSULTANT shall defend the AGENCY at CONSULTANT’s cost or at AGENCY’s option, to reimburse AGENCY for its costs of defense, including reasonable attorney’s fees and costs incurred in the defense of such matters to the extent the matters arise from, relate to or are caused by CONSULTANT’s negligent acts, errors or omissions. Payment by AGENCY is not a condition precedent to enforcement of this indemnity. In the event of any dispute between CONSULTANT and AGENCY, as to whether liability arises from the sole or active negligence of the AGENCY or its officers, employees, or agents, CONSULTANT will be obligated to pay for AGENCY’s defense until such time as a final judgment has been entered adjudicating the AGENCY as solely or actively negligent. CONSULTANT will not be entitled in the absence of such a determination to any reimbursement of defense costs including but not limited to attorney’s fees, expert fees and costs of litigation.

X. INSURANCE
CONSULTANT shall maintain prior to the beginning of and for the duration ofthis AGREEMENT insurance coverage as specified in Exhibit C attached to and part of this AGREEMENT.

XI. INDEPENDENT CONSULTANT
A. CONSULTANT is and shall at all times remain as to the AGENCY a wholly independent consultant and/or independent contractor. The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under CONSULTANT's exclusive direction and control.

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Neither AGENCY nor any of its officers, employees, or agents shall have control over the conduct of CONSULTANT or any of CONSULTANT's officers, employees, or agents, except as set forth in this AGREEMENT. CONSULTANT shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the AGENCY. CONSULTANT shall not incur or have the power to incur any debt, obligation, or liability whatever against AGENCY, or bind AGENCY in any manner.

B. No employee benefits shall be available to CONSULTANT in connection with the performance of this AGREEMENT. Except for the fees paid to CONSULTANT as provided in the AGREEMENT, AGENCY shall not pay salaries, wages, or other compensation to CONSULTANT for performing services hereunder for AGENCY. AGENCY shall not be liable for compensation or indemnification to CONSULTANT for injury or sickness arising out of performing services hereunder.

XII. LEGAL RESPONSIBILITIES
The CONSULTANT shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this AGREEMENT. The CONSULTANT shall at all times observe and comply with all such laws and regulations. The AGENCY, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this Section.

XIII. UNDUE INFLUENCE
CONSULTANT declares and warrants that no undue influence or pressure was used against or in concert with any officer or employee of the AGENCY in connection with the award, terms or implementation of this AGREEMENT, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the AGENCY has or will receive compensation, directly or indirectly, from CONSULTANT, or from any officer, employee or agent of CONSULTANT, in connection with the award of this AGREEMENT or any work to be conducted as a result of this AGREEMENT.

Violation of this Section shall be a material breach of this AGREEMENT entitling the AGENCY to any and all remedies at law or in equity.

XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of AGENCY, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the Project performed under this AGREEMENT.

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XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
A. All information gained by CONSULTANT in performance of this AGREEMENT shall be considered confidential and shall not be released by CONSULTANT without AGENCY's prior written authorization. CONSULTANT, its officers, employees, agents, or subconsultants, shall not without written authorization from the Agency Manager or unless requested by the Agency Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this AGREEMENT or relating to any project or property located within the AGENCY. Response to a subpoena or court order shall not be considered "voluntary" provided CONSULTANT gives AGENCY notice of such court order or subpoena.

B. CONSULTANT shall promptly notify AGENCY should CONSULTANT, its officers, employees, agents, or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request (“Discovery”), court order, or subpoena from any person or party regarding this AGREEMENT and the work performed there under or with respect to any project or property located within the AGENCY, unless the AGENCY is a party to any lawsuit, arbitration, or administrativeproceeding connected to such Discovery, or unless CONSULTANT is prohibited by law from informing the AGENCY of such Discovery. AGENCY retains the right, but has no obligation, to represent CONSULTANT and/or be present at any deposition, hearing, or similar proceeding as allowed by law. Unless AGENCY is a party to the lawsuit, arbitration, or administrative proceeding and is adverse to CONSULTANT in such proceeding, CONSULTANT agrees to cooperate fully with AGENCY and to provide the opportunity to review any response to discovery requests provided by CONSULTANT. However, AGENCY's right to review any such response does not imply or mean the right by AGENCY to control, direct, or rewrite said response.

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XVI. NOTICES
Any notices which either party may desire to give to the other party under this AGREEMENT must be in writing and may be given either by (i) personal service,
(ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or
(iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:

To AGENCY: City of Seaside
440 Harcourt Ave
Seaside Ca, 93955
To CONSULTANT: NCE
2300 E. Katella Avenue, Suite 125
Anaheim, CA 92806
XVII. ASSIGNMENT
The CONSULTANT shall not assign the performance of this AGREEMENT, nor any part thereof, nor any monies due hereunder, without prior written consent of the AGENCY. Because of the personal nature of the services to be rendered pursuant to this AGREEMENT, only CONSULTANT shall perform the services described in this AGREEMENT. Vivek Jha, MS, PE shall be the Project Manager and Engineer of Record for the services described in this Agreement.

Vivek Jha, MS, PE may use assistants, under his/her direct supervision, to perform some of the services under this AGREEMENT. CONSULTANT shall provide AGENCY fourteen (14) days' notice prior to the departure of Vivek Jha, MS, PE from CONSULTANT's employ. Should he/she leave CONSULTANT's employ, the AGENCY shall have the option to immediately terminate this AGREEMENT, within three (3) days of the close of said notice period. Upon termination of this Agreement, CONSULTANT's sole compensation shall be payment for actual services performed up to, and including, the date of termination or as may be otherwise agreed to in writing between the Governing Board and the CONSULTANT. Before retaining or contracting with any CONSULTANT for any services under this AGREEMENT, CONSULTANT shall provide AGENCY with the identity of the proposed CONSULTANT, a copy of the proposed written contract between CONSULTANT and such sub-consultant which shall include and indemnity provision similar to the one provided herein and identifying AGENCY as an indemnified party, or an incorporation of the indemnity provision provided herein, and proof that such proposed subconsultant carries insurance at least equal to that required by this AGREEMENT or obtain a written waiver from AGENCY for such insurance.

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XVIII. LICENSES
At all times during the term of this AGREEMENT, CONSULTANT shall have in full force and effect, all licenses required of it by law for the performance of the services described in this AGREEMENT.

XIX. GOVERNING LAW
The AGENCY and CONSULTANT understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this AGREEMENT and also govern the interpretation of this Agreement. Any litigation concerning this AGREEMENT shall take place in the municipal, superior, or federal district court with jurisdiction over the AGENCY.

XX. ENTIRE AGREEMENT
This AGREEMENT contains the entire understanding between the parties relating to the obligations of the parties described in this AGREEMENT. All prior or contemporaneous agreements, understandings, representations, and statements, oral or written and pertaining to the subject of this AGREEMENT or with respect to the terms and conditions of this AGREEMENT, are merged into this AGREEMENT and shall be of no further force or effect. Each party is entering into this AGREEMENT based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material.

XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
CONSULTANT is bound by the contents of the Proposal, Exhibit "A" hereto and incorporated herein by this reference. In the event of conflict, the requirements of the Proposals and this AGREEMENT shall take precedence over those contained in the CONSULTANT's proposals. The incorporation of the CONSULTANT’s proposal shall be for the scope of services to be provided only, and any other terms and conditions included in such proposal shall have no force and effect on this AGREEMENT or the relationship between CONSULTANT and/or AGENCY, unless expressly agreed to in writing.

XXII. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this AGREEMENT on behalf of CONSULTANT warrants and represents that he/she has the
authority to execute this AGREEMENT on behalf of the
CONSULTANT and has the authority to bind CONSULTANT to the performance of its obligations hereunder.

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

CONSULTANT
By: __________________________ _______________
(signature) (date)
_______________________________
Name of Consultant
_______________________________ _______________
Greg McDanel, City Manager (date)
City of Seaside
Attachments:

Exhibit A – Proposal/Scope of Services
Exhibit B – Payment
Exhibit C - Insurance Requirements
Exhibit D – Request for Proposal
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EXHIBIT “A”

PROPOSAL/SCOPE OF SERVICES
Consultant hereby agrees to provide to the City of Seaside, as the proposal/scope of services under this Agreement, the services described on City’s Request for Proposal for Public Works Infrastructure Asset Data Collection Services dated March 21, 2025 (Exhibit “D”) which outlines the scope of services and work under this contract.

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SubmiƩed By:
300 E 2nd Street, #1210
Reno, NV 89501
(775) 329-4955
SubmiƩed By:
1003 West Cuƫng Blvd., Suite 110
Richmond, CA 94804
(510) 215-3620
Reno | Lake Tahoe | Point Richmond | Oakland | Sacramento | Anaheim | ScoƩsdale March 21, 2025
City of Seaside

PROPOSAL
Public Works Infrastructure
Asset Data CollecƟon Services (RFP 2025-03)
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1003 West Cutting Blvd, Suite 110
Pt. Richmont, CA 94804
(510) 215-3620
A. Letter of Transmittal
March 21, 2025
Thomas Korman, PE, PLS
Public Works Director/City Engineer
City of Seaside, Public Works Department Engineering Division 440 Harcourt Avenue
Seaside, CA 93955
Proposal – Asset Data Collection Services (RFP 2025-03) Dear Mr. Korman and Members of the Selection Committee:

NCE understands that the City of Seaside (City) is soliciting a proposal for the ROW asset data collection. We understand this request includes the following asset data collection services on approximately 80 centerline miles of the City’s network:
• Road ROW Geographic Information System (GIS) Asset Inventory for the following asset types:
• Sidewalks
• Traffic Signs
• Curb Ramps
• Pavement Traffic Markings
• Curb Markings
• Driveway Aprons
A detailed description of our workplan is provided in Section C. Project Understanding/Approach/Philosophy of the proposal.

We know that local agencies are looking for more cost-effective ways to perform engineering, maintenance, management, and rehabilitation of their infrastructure assets more than ever before to stretch funding allocations. To support this endeavor, the NCE team brings to the City more than 30 years of experience gathering large amounts of field data in the most cost-efficient manner by using the latest software applications and high-precision data collection devices, coupled with rigorous quality control. The benefit of our systematic approach is it allows large amounts of data to be collected and be readily available for analysis in developing tailored and effective repair programs.

NCE’s Project Manager, Vivek Jha, MS, PE, will be the primary point of contact for this proposal. His contact information is: 2300 E. Katella Avenue, Suite 125, Anaheim, California 92806 | p: (909) 362-7936 | e: [email protected].

NCE Project Locations: The work and delivery of this on-call contract will be managed by our Anaheim and Richmond offices.

Required Statements:
• NCE acknowledges and is in receipt of Addendum 1 dated March 11, 2025. • NCE has the ability and will provide timely services and meet the requirements of the proposed schedule. • NCE accepts the requirements of this RFP.
• NCE has read and fully accepts the terms and conditions of the City’s RFP and can comply with all requirements of the City’s sample agreement provided as Section 3. Attachment. However, if awarded the contract we would appreciate the opportunity to discuss a few standard modifications, particularly proposed indemnification changes in order to meet the new requirements of California Civil Code Section 2782.8. • This proposal is valid for a minimal period of sixty (60) days subsequent to the submission deadline.

As a Principal with NCE, I am duly authorized to negotiate a contract for the proposed services on behalf of NCE. NCE looks forward to your favorable review of our proposal and the opportunity to work with the City.

Sincerely,
NCE
Vivek Jha, MS, PE
Principal
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Why Choose NCE
NCE brings extensive experience in precisely the scope of work outlined in this RFP, having successfully executed similar asset data collection projects for municipalities with networks ranging from 25 to 2,000 centerline miles. Our approach delivers exceptional value to the City of Seaside through:
 Proven Right-of-Way (ROW) Asset Collection Methodology – NCE has developed and refined a systematic approach to ROW asset inventories through dozens of similar municipal projects. Our collection protocols for sidewalks, traffic signs, curb ramps, pavement markings, curb markings, and driveway aprons align perfectly with the City's requirements. Recent clients including Santa Maria, Hawaiian Gardens, Thousand Oaks, and San Bernardino have benefited from our precise collection methodology, resulting in highly accurate GIS deliverables.  Advanced
Technology
Integration – We
employ the latest
artificial intelligencemachine learning (AIML) technology for asset extraction and
validation, resulting in
faster deliverables
without sacrificing
quality. Our image
capture systems
ensure highresolution street-level
imagery that becomes
a valuable standalone resource for the City beyond the immediate asset inventory. The City will receive both comprehensive geodatabase deliverables compatible with your existing systems and access to our GIS-based web dashboard at no additional cost for 3 years.
 Multi-Disciplinary Technical Expertise – Unlike firms that only collect data, NCE's team includes experts in pavement management, Americans with Disabilities Act (ADA) compliance, civil engineering design, and asset management.

This comprehensive knowledge ensures we collect data attributes that provide genuine utility for municipal decisionmaking rather than merely checking boxes. Our team understands how this data will be used in practical applications, enabling us to deliver more actionable insights.
 Rigorous Quality Assurance/Quality Control (QA/QC) Protocols – We've developed specialized quality control processes specific to infrastructure asset inventories. Our dual-validation system includes both automated consistency checks and human verification of a statistically significant sample, ensuring accuracy rates that exceed industry standards. Our QA/QC Manager reports directly to the Project Manager to maintain independence in quality assessment.
 Municipal-Focused Implementation Support – With over 85% of our clients in the public sector, we understand the financial and operational constraints facing municipalities. We provide comprehensive training and ongoing support to ensure City staff can effectively utilize the collected data for planning, maintenance, and compliance purposes.

Our web-based dashboard allows non-technical staff to access and utilize asset data without specialized GIS knowledge.

NCE's proposed Project Manager, Vivek Jha, MS, PE, brings hands-on experience managing similar asset collection projects for municipalities comparable to Seaside. His technical background combined with project management expertise ensures responsive communication, adherence to timelines, and delivery of high-quality deliverables that exceed expectations.

City of Hawaiian Gardens – Street ROW Asset Inventory Using AI-ML Packet Page 129
City of Seaside
Asset Data Collection Services (RFP 2025-03)
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B. Table of Contents
A. Letter of Transmittal ................................................................................................................................................................... 1 B. Table of Contents ....................................................................................................................................................................... 3 C. Project Understanding................................................................................................................................................................ 4

2.5.4 Project Approach ............................................................................................................................................................... 4

2.5.5 Philosophy ......................................................................................................................................................................... 9 D. Scope of Work ......................................................................................................................................................................... 12

2.5.6 Workload ......................................................................................................................................................................... 12

2.5.7 Preliminary Schedule ...................................................................................................................................................... 14 E. Relevant Experience ................................................................................................................................................................ 15

2.5.2 Project Team Experience and Qualifications ................................................................................................................... 15

2.5.3 Firm Experience/History .................................................................................................................................................. 29 F. Proposed Financial Details of Program .................................................................................................................................... 33

2.5.8 Cost Proposal .................................................................................................................................................................. 33 Packet Page 130
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Asset Data Collection Services (RFP 2025-03)
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C. Project Understanding

2.5.4 Project Approach
NCE understands that the City of Seaside (City) is soliciting a proposal for the ROW asset data collection. This request includes the following asset data collection services on approximately 80 centerline miles of the City's network:

Road ROW GIS Asset Inventory for the following asset types:
• Sidewalks
• Traffic Signs
• Curb Ramps
• Pavement Traffic Markings
• Curb Markings
• Driveway Aprons
The scope of work will focus on the data collection and analysis of the above-noted assets, including relevant attributes to develop a comprehensive inventory. The asset inventory will provide City staff with valuable knowledge regarding the number and location of different pavement ROW assets. This inventory can be utilized by City staff to develop a longterm maintenance plan for various assets. For example, in one of NCE's previous projects, traffic sign inventory data enabled a city to determine the cost of replacing all traffic signs. Based on this cost assessment, that city developed a 10- year replacement plan. Similarly, the sidewalk inventory will provide City staff with detailed information regarding the location and width of sidewalks within the City's jurisdiction. As all data will be available in GIS format, the City can also use the inventory to determine the cost of addressing assets such as curb ramps as part of street rehabilitation projects.

All collected and processed data will be provided to the City in GIS Shapefile format and presented on a GIS-based web dashboard. Additionally, our team will assist the City in importing compatible assets to the City's StreetSaver® database.

Advanced Data Collection Methodology
NCE will employ a streamlined workflow for street ROW Asset Inventory using state-of-the-art imaging techniques. Our process includes:

1. Collecting high-resolution streetlevel imagery using vehiclemounted mobile devices and cloud-based image processing
applications

2. Processing imagery through
primarily automated asset
extraction workflows, enhanced
by strategic manual review

3. Visual verification of processed
street-level images and aerial
ortho-imagery from publicly
accessible roads and map services

4. Compiling extracted information
into standalone GIS feature
classes (Environmental Systems Research Institute (ESRI) File Geodatabase)

5. Delivering final products in formats compatible with the City's current GIS database structure and hosted on an intuitive GIS-based Web-Dashboard
The inventory will capture detailed attributes for each asset type as specified in our comprehensive deliverables table.

Our approach balances efficiency with accuracy through strategic use of AI-assisted technologies and human verification processes, ensuring 85-90% accuracy in our deliverables for this planning-level study.

Please note that while this proposal does not include measurable condition assessment, code compliance evaluation, work type assessment, or asset management analysis, NCE can provide general visual condition assessment for certain asset types at additional cost if required by the City.

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NCE proposes to accomplish this scope of work through a systematic task-based approach detailed in the following sections. Please note it is assumed that all the assets within the public ROW and are visible to the data collection vehicle.

Table 1. Attributes of Assets included in the Final Deliverable Task Road ROW
Asset
Feature
Class GIS Attributes
1 Sidewalks Polyline  GIS location (polyline
centroid)
[latitude/longitude],
sidewalk width
(estimated) [feet, no
decimals], and
comments1
 Sidewalks  Polyline
2 Signs Point
 GIS location
[latitude/longitude]
 Street name
(nearest)
 Address (nearest)
 Sign ID (unique)
 Sign type
[Warning/Regulatory
/Guide/Street Name/
Miscellaneous]
 Manual on Uniform
Traffic Control
Devices (MUTCD)
code
 MUTCD description
 Pole ID (unique)
 Signpost (support) type
 Post count (per Pole ID)
 Sign count (per Pole ID)
 Sign installation order
(vertically per Pole ID)
 Sign width (estimated)
[inch, no decimals]
 Sign height (estimated)
[inch, no decimals]
 Sign mounting height
(estimated) [feet, no
decimals]
 Size estimation
error (disclaimer
for estimating sign
width, height, and
mounting height)
 Sign text (if
readable)
 Sign facing
direction
[NB/SB/EB/WB]
 Physical condition
[Good/Fair/Poor]
 comments1
3 Curb Ramps Point GIS location [latitude/longitude], tile (truncated domes) [Yes/No], missing curb ramp [Yes/No], island passageway [Yes/No], and comments1 4 Pavement
Markings Point GIS location [latitude/longitude], MUTCD code, MUTCD description, and comments1
Pavement
Striping Polyline GIS location (polyline centroid) [latitude/longitude], MUTCD code, MUTCD description, striping length [feet, no decimal], and comments1 5 Curb
Markings Polyline GIS location [latitude/longitude], type, color, length [feet, no decimal], and comments1
6 Driveway
Aprons Polyline GIS location [latitude/longitude], apron width [feet, no decimal], and comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

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Task 1: Sidewalk Inventory
NCE will collect sidewalk data assuming
unobstructed line-of-sight to the public ROW.

We will estimate sidewalk width using aerial
ortho-imagery and collect GIS location and
width measurements as outlined in the RFP.

Our inventory will focus on capturing accurate
location data without including condition
assessments or ADA compliance evaluations.

Task 2: Sign Inventory
NCE will inventory all signs visible in the public ROW. For typical two-lane roads, our process requires only one pass to capture signs in both directions. For two-lane roads, only one pass will be required to capture signs in both directions. More than two-lane roads may require additional passes based on the number and division of lanes by median islands. The attributes to be collected do not include sheeting type, visibility, or retroreflectivity. The inventory will include GIS location, street name, address, sign ID, type, MUTCD code/description, pole ID, signpost type, post/sign count, installation order, estimated width/height, mounting height, size estimation error disclaimer, sign text, facing direction, and physical condition. If a sign is leaning or possibly missing, a comment will be provided. If a sign has no matching MUTCD code or standard description, a comment will be provided to better describe the sign.

Task 3: Curb Ramp Inventory
It is assumed that curb ramps are located within the public ROW and are visible to the data collection vehicle. The inventory may also include island passageways, with or without tiles. However, the attributes to be collected do not include the type of ramp, its condition, compliance with ADA, surface grooving, or placement direction. As per Table 1, the curb inventory will only identify the GIS location and the presence of truncated domes on tiles. NCE will also note intersection corners that do not have curb ramps as part of the curb ramp GIS inventory.

Task 4: Pavement Marking and Striping Inventory
It is assumed that pavement markings are located in the public ROW and unobstructed from the data collection vehicle's line of sight. The majority of pavement markings will be captured through street-level imagery of the front-facing camera of the data collection vehicle. Redundant markings captured by the rear-facing camera will not be extracted unless necessary. Pavement marking attributes will include length of pavement striping, assume standard MUTCD striping widths (i.e., will not differentiate between 4-inch or 6-inch lane line widths), and assume standard MUTCD surface area of pavement markings (including crosswalks). The City may request NCE to categorize crosswalks into conventional, continental, or ladder type on a time and materials basis. Additionally, attributes will not include marking condition, temporary markings, glass bead retroreflectors, etc. When pavement markings overlap with other traffic control devices (e.g., speed humps), only the painted marking will be inventoried, there will be no attribute field discerning overlap with a device. Per Table 1, only GIS location, MUTCD code, and striping length of pavement markings will be inventoried. If the pavement marking does not have a matching MUTCD code, a comment will be provided to better describe the marking.

City of Santa Maria – Sidewalk Inventory
City of Hawaiian Gardens –
Sign Inventory
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Task 5: Curb Marking Inventory
The assumption for this task is that curb markings
will only be captured if they are located within the
public ROW and are clearly visible to the data
collection vehicle (i.e., not blocked by parked
vehicles. As part of this task, only a standardized type (e.g., 'No Parking'), marking color, and marking
length will be recorded as outlined in Table 1. Other
attributes such as marking condition, MUTCD code,
and retroreflectivity will not be included.

Task 6: Driveway Apron Inventory
Assumes driveway aprons are in the public ROW and
unobscured from the line-of-sight of the data
collection vehicle (i.e., no vehicles parked on the side of the road). Only the front edge of the driveway apron will be collected and, as per Table 1, the attributes to be collected are limited to apron width.

Task 7: Data Collection QC and Asset Inventory Validation QA/QC checks are critical when a large amount of
data needs to be collected and processed. As part of
NCE’s goal to provide a superior quality product for
our clients, we incorporate a QA/QC component into
all our projects. NCE’s QA/QC Manager Vijay Pulijal
will be responsible for the following:
• Calibration of data collection equipment (e.g.,
camera angle)
• Review of field activities, including spot checks
on the field crews
• Reviewing field procedures and making changes
as needed
• Comparing field data collected with on-site
conditions
• Review completeness of data collection
Attribute QC Approach
To ensure accuracy, at least 5% of images processed per data collection zone from the automatic data extraction workflow for signs, sidewalks, curb ramps, and pavement markings will be manually reviewed and validated. If the percentage of misclassified assets per street block exceeds 5%, NCE will manually review the processed imagery for extracted assets along that block for re-validation. Please note that NCE's approach involves using AI-ML to be cost effective. However, this approach can have an impact on the overall quality of the project. As this project is a planning level study, using AI-ML and Human-in-the-Loop approach, we are confident in providing an accuracy of 85-90% in our deliverables.

Task 8: GIS Deliverables and Technical Memorandum
A single ESRI File Geodatabase will be compiled to store all asset information extracted from Task 1-6. The database will undergo a quality control review before submission to the City, and will be compatible with the latest version of ESRI ArcGIS Pro. Post-processing or packaging may be necessary to meet the City's requirements.

After the data collection, NCE will provide the City with a technical memorandum via email, summarizing the process and deliverables, as well as recommendations for future asset data collection or condition inspections.

City of Hawaiian Gardens – Driveway Apron Inventory
City of Santa Maria –
Curb Marking Inventory
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NCE will also provide the City with all processed
images from the data collection in an electronic
submission, along with one year of online data
hosting using an interactive map viewer to
visualize asset locations, images, and attribute
data. After a year, the data will be automatically
archived, but the service can be retained for an
additional annual cost.

As part of this task, NCE will also assist the City in
uploading compatible assets in the City’s
StreetSaver® database. Please note, NCE scope
does not include StreetSaver® subscription cost. NCE will submit all the deliverables within 4 months (20 weeks) from the notice to proceed.

Task 9: Additional Street ROW Asset Inventory
In this optional task, NCE will perform an asset inventory for the features noted below for the entire City network. • Light post inventory; guardrail/traffic barrier inventory; utility box inventory. • Water Valves, Manholes
• Tree and Tree Well
Please note the condition assessment will be based on overall condition assessment (good, fair, and poor) and not in accordance with any federal, state or City standards. Additionally, all the assets noted above are assumed to be visible from public ROW while driving the City street network during data collection. Should the City choose to focus on specific assets, such as traffic signs, rather than addressing all previously mentioned assets, NCE can provide a revised cost estimate based on the selected assets for inventory.

Data Collection and Project Management
Additionally, as part of Phase 1 (Tasks 1
through 7), NCE will collect street-level
imagery using a vehicle-mounted mobile
device and an image processing application
with cloud storage. This task assumes only one
pass is required for all two-lane streets (i.e.,
local/residential roads by functional class). For
roads with 3-4 lanes (i.e., collector/arterial
roads by functional class), the task assumes
two passes total, one per each direction to
sufficiently collect asset imagery.

Some segments will receive additional passes
due to vehicle routing or data quality
purposes. The City may request additional
passes on specific streets on a time and
materials basis (approximately $3/mile
depending on total mileage). The spatial
accuracy of GIS locations will be within three
feet (subject to human review). NCE will utilize
this imagery to process the extraction of asset information in attributes listed under Table 1. It is assumed that the City will provide NCE with an updated GIS shapefile that shows all the streets within its jurisdiction.

High-Resolution Camera
High-Resolution Camera
Street Level 3DHD 360 Imagery
High Precision GPS
Data Collection Vehicle from NCE Fleet
City of Santa Maria – GIS Dashboard Viewport
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Project Management, Meetings, and Coordination
As part of Phase I, NCE will manage the project and conduct virtual project meetings. These meetings include:
• Project kick-off meeting (virtual)
• Monthly progress reports (via email)
• Two additional technical meetings (virtual)
NCE will virtually meet with City staff to kick-off the project by reviewing the project approach and any administrative matters, as necessary. At a minimum, items to be discussed during the kick-off meeting will include the following:
• Scope of work, project schedule, budget, and invoicing requirements • Points of contacts
• Field Work
• Scheduling and access requirements
• Public safety concerns, requirements, and procedures
• Criteria for data collection
• Quality Control activities
• Checkpoints for future meetings

2.5.5 Philosophy
The process of delivering a project can be complicated and allencompassing. Successful project delivery requires a team that understands the entire project delivery process beginning with planning and programming, and into design and construction. The City’s perspectives are well aligned with NCE’s in that we are both focused on efficient project delivery from start to finish. Because the firm can, and does, deliver projects from start to finish, our staff understand this mindset and it is embedded in our culture and embraced by our staff.

The first step in every NCE design project is meeting with the client to discuss design expectations and document project goals. These goals then become the foundational basis of the design process and at each design milestone the draft product is compared to the goals documented and agreed to at the outset. Our design process also includes multiple key milestone check-ins with the client and design team at 30% (design development) and 60%/90% (draft construction documents) and 100% (final construction documents). By
implementing this approach, the design is
consistently checked against the agreed
goals and the design never progresses too
far without the client’s review and input.

NCE routinely utilizes local agency design
standards and will include these standards
as appropriate on each client project.

Project Management Approach
NCE brings a collaborative, innovative, and
problem-solving mentality to the
management of all our projects, and this is
the foundation of our approach. We
believe in allocating the right resources at
the right time to cost-effectively produce
high-quality deliverables and projects for
our clients. We focus on understanding our
NCE has performed several pavement
management contracts for OCTA,
including but not limited to, needs
assessments, MicroPAVER software and
field inspection training and
development of county-wide pavement
management plan guidelines. All
projects were completed on time, within
budget in a highly professional
manner.”
Harry Thomas, Project Manager
(Retired), Orange County
Transportation Authority (OCTA)
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client’s “big picture,” while increasing the value of every dollar spent on every effort or project by identifying and eliminating challenges before they occur. This starts with assigning experienced and capable project managers and surrounding them with handpicked teams tailored to every effort, task, or project. NCE’s objective for any contract is to deliver technically sound and high-quality projects on-time, on-budget, and with a high level of satisfaction to our clients.

To demonstrate our commitment to excellence, our approach is outlined in the following paragraphs.

Delivering Projects with Efficiency and Effectiveness
During the project execution phase, the task manager will be responsible for delivering the scope of work. Tasks will include managing the budgets, project schedule, sub-consultants, and preparation of work products. Our Project Manager, Vivek Jha, PE, will be responsible for monitoring the progress of the project, ensuring that the scope of work is fully performed, ensuring the financial elements are being tracked and are on budget, monitoring schedules, and ensuring that the necessary resources are assigned and committed to the project. He will be responsible for maintaining consistency of invoices with the project contracts and deliverables, ensuring that sub-consultant agreements are consistent with the master contract (flow downs), and that NCE delivers technically sound projects on time, on budget, and with a high-level of satisfaction to the City.

Coordination
To ensure effective communication with the City, NCE’s Project Manager will communicate progress with informal briefings, either in person or via phone or email. Depending on the task, these can vary in frequency from once a week to daily. Formal interactions between the technical team and the City are included in each detailed project schedule.

Communication creates synergy and ensures high engagement, leading to the most creative and cost-effective solutions.

Scheduling
Timeliness is a high priority for the NCE team. Clear communication, concise documentation, prompt problem resolution, and frequent review of the schedule are the tools NCE uses to complete every project within the established timeframe.

NCE works collaboratively with our clients to prepare project-specific schedules with clear delivery timelines. In the event of a potential delay on project milestones, NCE will promptly notify the City, present the details of the potential delay, and make recommendations for bringing the project schedule back on track.

Budget Performance
NCE is capable of complying with state, federal, and specific contract requirements. NCE has a centralized computerized cost accounting system that accurately tracks specific job costs. Labor hours and expenses are entered into the system daily and project managers have access to real-time project reporting. Costs are routinely compared with budget and schedule to identify discrepancies or adjustments that need to be made in terms of level of effort, labor hour allocation, team performance, or scheduling.

NCE’s cost control and invoicing system is well suited to tracking costs, preparing invoices in styles and formats consistent with our client’s requirements, and providing the necessary backup in a complete and easy-to-follow package. Monthly invoices with budget tracking summaries will be provided to the City for review. Also, NCE has a long history of working on Caltrans projects throughout California, providing financial documentation, reporting, and invoicing to comply with Caltrans financial reporting requirements. In addition, NCE has an approved Indirect Cost Rate and received a Caltrans Audit with a high degree of acceptance.

High-Quality Deliverables
NCE has an active Quality Assurance Management Program (QAMP) that includes specific quality control (QC) procedures. The goal of NCE’s QAMP is to infuse quality throughout the entire project.

Each NCE employee attends our quality assurance training and is required to pass an exam and receive certification. NCE’s QAMP is based on four principles: client satisfaction, employee participation, problem prevention, and continuous quality improvement.

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March 21, 2025
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Managing Subconsultants
Managing the subconsultant contracting process and performance needs to be as structured as other aspects of project management. Just as the City looks to NCE as the overall responsible party for the contract with them, NCE will be diligent with each of its teaming partners to be sure their performance is going to enhance the overall project results and meet the goals and expectations of the City. NCE requires a QA/QC program plan from each teaming partner. NCE will ensure the scope of services in each subconsultant contract is clearly written with identified deliverables and milestones and the division of work and responsibilities is clearly defined to eliminate confusion, duplication, and gaps in the project work.

NCE will coordinate and integrate subconsultant activity and hold regular meetings to facilitate project coordination, understand the subconsultant’s progress on the work, and to answer pressing questions.

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D. Scope of Work

2.5.6 Workload
Firm Current Workload, Capacity, and Available Resources NCE provides and commits qualified personnel from start to finish for our projects, and we will certainly do so for the City’s project. Currently, the personnel listed serve in various roles for other projects. For those smaller commitments which may overlap with the start of the project, NCE can readily adjust our personnel assignments to ensure we meet our commitments. Based on our existing workload and projections, the NCE team is capable of seamlessly integrating the City of Seaside Asset Data Collection Services project into our company’s future work plans. Provided below are projects currently underway that are being managed by NCE’s Anaheim office.

Client Name Project Name Project
Manager
Anticipated
Completion
City of Anaheim Anaheim – 2022-2023 PMP Update Vivek Jha June 2025 City of Corona Corona – Pavement Assessment & Management Services – 10-year PMP Update Vivek Jha May 2025
City of Diamond Bar Diamond Bar – 2023-2026 Street Rehabilitation and ADA Curb Ramp Improvements Jim Bui December 2026
City of Richmond Richmond – Central Ave at I-80 Construction and Environmental Documents Jim Bui June 2025
City of San Clemente San Clemente – PMS Update 2025 Vivek Jha June 2025 City of San Marino San Marino – Construction Support Street Rehab Program No. 21-9271 Jim Bui June 2025
City of San Marino San Marino – 2022 & 2023 Street Rehab Program Jim Bui April 2025 San Diego County San Diego County – As Needed Consultant Services for Pavement Management & Road Surveying Vivek Jha June 2027 Federal Highway
Administration
Long Term Pavement Performance Materials
Reference Library
Timin
Punnackal June 2025
Orange County
Transportation
Authority
OCTA – Pavement Management Software Trainings –
1-3662 Vivek Jha June 2025
Orange County Orange County – Roadway Analysis & Distress Surveys for County Roads Vivek Jha June 2025
City of Santa Maria Asset Inventory and PMP Support Vivek Jha June 2025 City of Santa Maria PAED Active Santa Maria SRTS Jim Bui June 2025 City of San Bernardino Pavement Management and Asset Inventory Vivek Jha December 2025 City of Redondo Beach Pavement Management and Street Rehabilitation Jim Bui December 2025 City of Thousand Oaks Pavement Management and Sign Inventory Vivek Jha June 2025 Project Team Current Workload, and Project Availability NCE’s Project Manager, Vivek Jha, MS, PE, has the demonstrated ability to manage multiple complex assignments and he is supported by a highly qualified group of personnel who have managed the planning, design, and construction activities for several critical projects simultaneously. The table below summarizes the current work commitments of NCE’s team proposed for this project.

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March 21, 2025
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Key Staff Commitments to Other Agencies Availability
During Contract
NCE Staff
Vivek Jha, MS, PE
Project Manager
 County of San Diego – Pavement Management Program
Update and GIS ROW Asset Inventory OCTA Pavement
Support Program
 OCTA Pavement Management Training
 City of Anaheim – 2025 PMP Update
 City of San Bernardino – Pavement Management Program
and GIS ROW Asset Inventory
40%
Vijay Pulijal, PE, PMP
QA/QC Manager
 Town of Moraga – 10 Year Paving Plan
 Sonoma County – PMP Update
 County Engineers Association of California (CEAC) –
Statewide Local Street and Road Needs Assessment
 Metropolitan Transportation Commission (MTC) – Pavement Management Technical Assistance Program (P-TAP)
30%
Shahram Misaghi, MS, PE
GIS Manager
 Sonoma County – PMP Update
 CEAC – Statewide Local Street and Road Needs Assessment  MTC – P-TAP Program
25%
Shaun Russo
Asset/GIS Management Analyst
 City of San Bernardino – Pavement Management Program
and GIS ROW Asset Inventory
 City of Monterey Park – Pavement Management Program
Update and GIS ROW Asset Inventory
 City of Wildomar – Pavement Management Program Update and GIS ROW Asset Inventory
 County of San Diego – Pavement Management Program
Update and GIS ROW Asset Inventory
50%
Jordan Lin
Asset/Data Science Analyst
 City of San Bernardino – Pavement Management Program
and GIS ROW Asset Inventory
 City of Monterey Park – Pavement Management Program
Update and GIS ROW Asset Inventory
 City of Wildomar – Pavement Management Program Update and GIS ROW Asset Inventory
 County of San Diego – Pavement Management Program
Update and GIS ROW Asset Inventory
40%
Joseph DeLeon
Senior Field Technician
 City of Anaheim – PMP Professional Services
 City of Monterey Park – 2025 PMP Update
 City of San Bernadino – PMP and Asset Inventory
 County of San Diego – As-Needed Engineering Consultant Services, Pavement Management, and Surveying
 City of Wildomar – Pavement Management Program Update and GIS ROW Asset Inventory
40%
Subconsultant – Transconomy Staff
Jonathan Groeger
Task Manager – Data Processing
 Federal Highway Administration – HIERD Contract
 City of Bowie – Pavement Condition Survey
 Virginia Department of Transportation – Asset Extraction  San Bernadino – Asset Extraction
40%
Jaya Rajwani
Technology Lead
 Transconomy Internal Client – Development of PCI Model  University of Virginia – Asset Extraction 60%
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Key Staff Commitments to Other Agencies Availability
During Contract
 City of Allentown – Asset Extraction
Subconsultant –märker geospatial Staff
Ken Huisman
Field Data Collection Manager
 Fresno Council of Governments City and County of Fresno – Pavement Assessment
 Santa Cruz County – Pavement Assessment
 Placer County – Pavement Assessment
30%
John Zimmer
Field Data Collection
Coordinator
 Fresno Council of Governments City and County of Fresno – Pavement Assessment
 Santa Cruz County – Pavement Assessment
 Placer County – Pavement Assessment City of Anaheim – Pavement Assessment
90%

2.5.7 Preliminary Schedule
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E. Relevant Experience

2.5.2 Project Team Experience and Qualifications
Project Team
NCE has assembled a proven project team of highly qualified individuals who have the knowledge, expertise, and experience with the pavement ROW asset data collection services. We are committed to providing our clients with continuity in staff and quality of service. Our staff routinely benefits from continuous training in the latest versions of pavement and assets inventory collection and analysis software systems, design, and construction techniques. We not only frequently participate in such training but have also instructed and conducted extensive training including field distress and software workshops to hundreds of engineers, technicians, and agency staff in California. The organizational chart below shows the structure and team we propose for this project, as well as the communication and reporting relationships of the key staff in relation to the City for this project.

The NCE team will be led by our proposed Project Manager, Vivek Jha, MS, PE. He is supported by an experienced and trusted team of professionals that have successfully worked together on multiple projects. In addition, all team members, including subconsultants, will be managed as an extension of NCE.

Organization Chart
The organization chart below illustrates NCE’s proposed team.

NCE’s team was responsive, clearly
communicated their progress, and
tracked their expenditures to ensure
they stayed within budget. NCE’s
work product and deliverables were
professionally prepared and
submitted on time. The NCE team
demonstrated to the City staff how
the data was collected using the
automated approach and answered
questions regarding this new
technology. Additionally, NCE staff
were readily available to answer any
questions and assist the City staff in
running additional analyses even
after completing their project.”
Fabian Aoun, PE, Associate
Engineer, City of Diamond Bar
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Subconsultants
Transconomy
The Transconomy team consists of 45 individuals with diverse backgrounds and expertise in asset management, AI, ML, data processing, and GIS. The firm was founded in spring 2022 as a spinoff of iENGINEERING Corporation. Transconomy provides cuttingedge tools for collecting roadway images and automatically extracting assets to create GIS-based inventories of transportation infrastructure using AI-ML.

Transconomy identifies assets such as traffic control devices (e.g., traffic signs, signals, etc.) based on the MUTCD for Streets and Highways. It also extracts critical facilities and infrastructure such as safety appurtenances (e.g., guardrails, barriers, fire hydrants, etc.), and other ancillary structures (e.g., object markers, utility and transmission posts and lines, parking meters, etc.) meeting Model Inventory of Roadway Elements specifications recommended by the Federal Highway Administration.

A typical asset extraction project is usually divided into four phases, collection, processing, validation, and viewing/integration as shown in the figure below.

Transconomy provides information to asset owners that is essential to solve critical transportation problems such as:
• Using GIS-based asset inventories to conduct an evaluation based on the condition of assets and the adequacy of the asset location to implement a Transportation Asset Management process. • Performing safety studies to determine whether a traffic sign is provided at a sufficient distance ahead to allow adequate driver response time or evaluate whether adequate protection is being provided based on the beginning and end of guardrails. These studies can be conducted based on the American Association of State Highway Transportation Officials Highway Safety Manual. • Delivering pavement condition surveys to detect surface defects such as cracking, potholes, patching, etc. so that a plan for achieving and sustaining a desired state of good repair of pavement can be conducted. märker geospatial, llc
märker geospatial
(märker) has provided
hundreds of successful
pavement and asset management projects specifically for municipal governments for over 30 years. märker has implemented industry-leading technologies with a focus on successfully collecting, processing, and delivering accurate, up-to-date pavement conditions, along with other various public works roadway and roadside infrastructure assets for a multitude of government agencies across the country. märker owns and operates a fleet of ROW data collection equipped vehicles and they use proven technologies to complete pavement data collection and asset management projects. märker’s testing vehicle has Packet Page 143
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been certified by MTC through the Vendor Certification Program (VCP), further ensuring that we meet the accuracy requirements specified by MTC.

Their proposed team of experienced pavement management specialists truly helps government agencies implement, update, and operate sound Transportation Asset Management Systems (TAMS). märker geospatial owns and operates a fleet of ROW data collection equipment and utilizes proven technologies to successfully complete pavement data collection and asset management projects.

More than 90% of märker geospatial’s revenues come from City and County governments. Their innovative thinking goes beyond accurate technical solutions and builds client confidence through the delivery of successful projects.

Non-Substitution of Key Staff Statement
NCE understands there shall be no substitution of designated members of the team without prior approval by the City.

Resumes
Resumes for our project team are provided on the following pages.

Packet Page 144
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 18
Vivek Jha, MS, PE
Client/Project Manager
Vivek is an experienced Project Manager and Principal and the Southern California Operations Manager at NCE. With over 15+ years of comprehensive experience in the pavement industry, he has recently developed substantial expertise in ROW asset data collection and inventory projects. His leadership in comprehensive asset inventory projects for municipalities like Santa Maria, Hawaiian Gardens, San Bernardino, and Thousand Oaks demonstrates his proficiency in managing complex data collection efforts. Vivek has successfully overseen projects involving traffic signs, sidewalks, curb ramps, pavement markings, and other infrastructure assets using advanced AI-ML technology and rigorous validation methodologies. His technical background combined with project management expertise ensures responsive communication, adherence to timelines, and delivery of high-quality deliverables that exceed expectations.

Representative Projects
Citywide Asset Data Collection, City of Santa Maria, CA. Project Manager. NCE was selected to perform a comprehensive ROW asset inventory for the City's entire 239- mile street network. This extensive project involves collecting detailed data on traffic signs, curb ramps, sidewalks, curb markings, pavement markings, driveway aprons, and light posts. Vivek is leading the implementation of NCE's systematic data collection methodology using vehicle-mounted mobile devices and cloud-based image processing. He oversees both the automated asset extraction processes and the human verification quality control measures that ensure data accuracy exceeding 85%. The final deliverables include comprehensive GIS data and access to NCE's webbased asset management dashboard. 2024 Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA. Project Manager. NCE is conducting a comprehensive evaluation of the City's entire street network consisting of about 384-centerline miles. In addition to pavement condition assessment according to American Society for Testing and Materials (ASTM) D6433 via automated surveys, Vivek is leading an advanced traffic sign inventory initiative utilizing AI and machine learning. This innovative approach has successfully identified and cataloged over 25,000 traffic signs throughout the City, capturing detailed attributes for each sign including location, type, MUTCD code, condition, and mounting specifications. He is also managing night-time inspections to validate and verify the AI-extracted sign data, ensuring optimal inventory accuracy.

Pavement Management Program and Asset Inventory, City of San Bernardino, CA.

Project Manager. or this large-scale project covering 650-centerline miles, Vivek is managing the collection of comprehensive asset data across multiple asset classes including traffic signs, curb ramps, sidewalks, curb markings, pavement markings, driveway aprons, light posts, trees, guard rails, and utility boxes. His leadership ensures efficient data collection, processing, and quality control for this complex, multi-faceted project. The resulting asset inventory will provide the City with detailed information to support infrastructure maintenance planning and budgeting.

Pavement Survey and Asset Inventory, City of Hawaiian Gardens, CA. Project Manager. For this 18-centerline mile network, Vivek managed a comprehensive asset inventory that included sidewalks, traffic signs, curb ramps, pavement markings, curb markings, driveway aprons, light posts, trees, and utility boxes. His methodical approach integrated advanced mobile data collection with AI-assisted processing to create complete, actionable GIS deliverables that provide the City with detailed asset location and attribute information for future maintenance planning.

Education
MS, Civil Engineering, Rowan
University, 2009
BS, Civil Engineering, Sardar
Patel College of Engineering,
Mumbai, India, 2007
Registration
Professional Engineer – Civil,
MD #52713
Affiliations
Advisory Board Member,
CREATEs
Airport Cooperative Research
Program )ACRP) Panel Member
Automated Pavement
Condition Survey Practices
Joined NCE
2022
Total Years of Experience
15 years
Since joining NCE in 2022,
Vivek has made substantial
contributions to more than
50 asset and pavement
management projects,
as well as roadway
rehabilitation programs for
public agencies across the
Southern California
Counties of Los Angeles,
Orange, San Diego,
San Bernardino, Riverside,
and Santa Barbara.

Packet Page 145
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 19
Vijay Pulijal, MS, PE, PMP
QA/QC Manager
Vijay is a licensed California Civil Engineer and certified Project Management Professional with more than 21 years of expertise in both pavement and nonpavement infrastructure. He has successfully managed over 170 asset and pavement management projects, consistently delivering cost-effective, high-quality solutions to public agencies across California. Vijay has recently developed expertise in AI technologies pertinent to asset management. This encompasses advanced data collection methods for assessing pavement conditions and overseeing non-pavement assets such as traffic signs, streetlights, and signals. These proactive initiatives are establishing a foundation for a more scalable and accurate approach to asset management, highlighting Vijay’s commitment to innovation and the pursuit of future-ready solutions. In addition, his work with the MTC as a recognized 'Power User' for StreetSaver® further highlights his deep expertise in GIS-based tools and asset management software.

Representative Projects
P-TAP Rounds 5 through 25, MTC, CA. Project Manager. Vijay led the P-TAP for MTC for the past 21 years, overseeing more than 168 assignments for municipalities in the Bay Area. The P-TAP program, which receives approximately $1.5 million in federal funding each year, assists local agencies in optimizing their road maintenance budgets through the implementation, updating, and management of pavement management databases. Additionally, the program facilitates the management of non-pavement street and road assets, such as signage, storm drains, curbs, gutters, traffic signals, and streetlights via pilot projects. Vijay conducted pavement condition surveys, updated PMPs for agencies utilizing StreetSaver® with field data and integrated maintenance and rehabilitation activities. He collaborated closely with agencies to devise pavement treatment strategies, carefully considering factors such as treatment costs, inflation, interest rates, and long-term budget projections. He also developed budget scenarios illustrating the potential impacts on pavement conditions, thereby optimizing annual budgets for cost-effective outcomes. He also enhanced provided color-coded PCI and work plan maps using GIS tools like ESRI ArcMap, along with comprehensive reports detailing all findings for both MTC and the relevant agencies.

Pavement Management Program Update, City of Simi Valley, CA. Project Engineer.

Vijay and the pavement management team at a prior firm performed pavement condition inspections of the entire network of 350-centerline miles. Vijay’s responsibilities involved updating the newly created StreetSaver® database with the inspections, maintenance, and rehabilitation data, and providing extensive two-day training of City staff. He integrated the GIS street shapefile with the StreetSaver® program and created a presentation for City staff to present to the City Council.

Pavement Management Program Updates, City of Palm Springs, CA. Project Manager. At a prior firm, Vijay conducted and managed a pavement condition survey of the City’s entire street network of 250-centerline miles, as well as an inventory and condition assessment of all warning and regulatory signs and prepared a report of findings and recommendations for presentation to the City council and the City’s Measure J task force. He provided recommendations to the City on treatment strategies and a priority list of streets with cost-effective treatment strategies.

Education
MS, Engineering Technology,
University of Memphis TN,
2000
BS, Civil Engineering, Osmania
University, India, 1999
Registration and Certification
Professional Engineer – Civil,
CA #76480
Project Management
Professional (PMP), PMI
MTC StreetSaver® Rater
Certification
OSHA 10-Hour Construction,
ClickSafety
Joined NCE
2024
Total Years of Experience
21 years
Vijay has effectively
overseen and managed over
170 asset and pavement
management projects in
California, showcasing a
comprehensive range of
expertise.

Packet Page 146
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 20
Shahram Misaghi, MS, PE
GIS Administrator
Shahram is an experienced Project Manager and Senior Project Engineer at NCE with over 20 years of experience in pavement management, asset management, maintenance, rehabilitation, design, and planning projects. His expertise includes advanced GIS applications for asset inventory development, data integration, and spatial analysis. Currently, he is leading multiple projects focused on ROW asset collection for agencies across California and has managed over 70 pavement management projects in the last 12 years. Shahram excels at developing GIS databases that integrate multiple asset types into cohesive, usable formats for municipal planning and decision-making. His comprehensive knowledge of GIS tools enables him to create effective visualization and analysis solutions for complex asset inventories, enhancing their utility for client agencies. He maintains expertise in both ArcGIS and open-source GIS platforms, enabling flexible solutions tailored to client needs.

Representative Projects
Statewide Local Streets and Roads Needs Assessment, League of California Cities and CEAC, California State Association of Counties, CA. Senior Engineer. NCE has prepared the biennial needs analysis for both pavement and non-pavement assets for 540 cities and counties since 2008. Shahram's role includes developing and maintaining the GIS infrastructure supporting this massive data collection and analysis effort, creating standardized frameworks for asset organization and integration across hundreds of municipalities.

Citywide Asset Data Collection, City of Santa Maria, CA. GIS Administrator. For this comprehensive asset inventory project covering 239-centerline miles, Shahram designed the GIS database structure to accommodate all collected asset types, including traffic signs, curb ramps, sidewalks, pavement markings, and more. His expertise ensured proper spatial alignment, attribute standardization, and integration with the City's existing GIS infrastructure. He also configured the webbased dashboard providing user-friendly visualization and query capabilities for the collected assets.

Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA. GIS Administrator. Shahram developed the GIS framework for organizing and presenting the 25,000+ traffic signs identified through AI-ML extraction from street-level imagery. His work included designing the database schema, standardizing attribute classifications, ensuring spatial accuracy, and creating visualization tools that highlight sign distribution, condition ratings, and MUTCD compliance across the City's 384-centerline mile network.

Pavement Survey and Pavement Management Program with Asset Inventory, City of Hawaiian Gardens, CA. GIS Administrator. For this 18-centerline mile network, Shahram configured the GIS deliverables for all collected assets, ensuring proper integration with the City's existing systems. His approach included comprehensive metadata development, standardized attribution, and creation of user-friendly data access tools to maximize the utility of the asset inventory for City staff.

Education
MS, Civil Engineering,
University of Texas, El Paso,
2011
BS, Civil Engineering,
University of Science and
Technology, Tehran, 1999
Registration and Certification
Professional Engineer – Civil,
CA #82874
MTC StreetSaver® Rater
Certification Program
Joined NCE
2011
Total Years of Experience
22 years
Shahram has been
instrumental in the
successful execution of more
than 70 pavement and asset
management projects
throughout California. His
experience includes a
comprehensive
understanding of all facets
of pavement management,
including GIS integration.

Additionally, he has
expertise in the collection of
various roadway asset data.

Packet Page 147
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 21
Shaun Russo
Asset/GIS Management Analyst
Shaun joined NCE in 2023 as a Pavement Management Program Analyst bringing over five years of experience managing diverse public works projects across Southern California. He has completed projects for 60+ local agencies including pavement management programs, sidewalk management programs, ROW asset inventories, and various GIS technical support services. His experience spans municipal and local government agencies in San Diego, Orange, Los Angeles, Riverside, and San Bernardino Counties. Shaun specializes in GIS-based asset management, with particular expertise in data quality control, spatial analysis, and creating actionable visualizations from complex asset datasets. His advanced knowledge of GIS tools enables him to perform sophisticated analyses of asset inventories, identify spatial patterns, and develop user-friendly maps and dashboards that enhance decisionmaking capabilities for client agencies.

Representative Projects
Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA. GIS Analyst. Shaun is working on the City's 2024/25 asset inventory and PMP update, covering 384 centerline miles. A key component of his work includes quality control and attribute standardization for the 25,000+ traffic signs identified through AI-ML processing of street-level imagery. His meticulous approach ensures consistent classification, accurate spatial placement, and complete attribute documentation for all identified signs, creating a comprehensive inventory that supports the City's maintenance planning and compliance efforts.

Citywide Asset Data Collection, City of Santa Maria, CA. GIS Analyst. For this 239- centerline mile asset inventory project, Shaun performed detailed quality control review of all collected assets, with particular focus on sidewalk and traffic sign inventories. His work included identifying missing sidewalk segments, correcting misclassified asset attributes, and ensuring spatial accuracy of all collected features.

His thorough approach contributed significantly to the project's high accuracy rate and overall data quality.

Pavement Survey and Pavement Management Program with Asset Inventory, City of Hawaiian Gardens, CA. GIS Analyst. For this 18-centerline mile network, Shaun conducted quality control of the city's pavement marking inventory, ensuring accurate identification and classification of regulatory markings such as stop symbols and crosswalks. He also created projected condition maps based on various budget scenarios, helping the City visualize the potential impacts of different funding approaches.

Pavement Management Program and Asset Inventory, City of San Bernardino, CA.

GIS Analyst. For this extensive 650-centerline mile project, Shaun is applying his expertise to manage the quality control processes for all collected assets, ensuring database integrity and spatial accuracy. His role includes developing standardized attribution protocols, validating asset classifications, and creating visualization tools that highlight asset distribution and conditions across the City's extensive network.

Registration/Certifications
OCTA Pavement Inspector
Prequalification
Affiliations
American Society of Civil
Engineers
American Public Works
Association
Joined NCE
2023
Total Years of Experience
5 years
Packet Page 148
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 22
Jordan Lin
Asset/Data Science Analyst
Jordan joined NCE upon graduation and has quickly developed specialized expertise in GIS mapping, data automation, and advanced spatial analysis. His technical background includes internships at both Esri and UCLA in IT/technical support and application/website development, providing him with a strong foundation in geospatial technologies and data management. At NCE, Jordan has become a key contributor to asset inventory projects, developing automated tools for processing collected data, performing quality control checks, and creating innovative visualizations that enhance understanding of complex datasets. His combined knowledge of GIS and programming allows him to develop customized solutions for extracting, validating, and analyzing asset data from various sources including streetlevel imagery, automated surveys, and manual inspections.

Representative Projects
Pavement Survey and Pavement Management Program with Asset Inventory, City of Hawaiian Gardens, CA. Data Analyst. Jordan performed quality control of the City's pavement marking inventory to ensure items such as stop symbols were correctly identified within ArcGIS Pro. He created projected condition maps based on various budget scenarios, helping the City visualize the long-term effects of different investment strategies. His attention to detail and systematic approach ensured accurate identification and classification of all asset types across the 18-centerline mile network.

Citywide Asset Data Collection, City of Santa Maria, CA. Data Analyst. For this comprehensive asset inventory covering 239 centerline miles, Jordan conducted quality control of the sidewalk inventory, validating existing segments and adding missing sections to ensure complete coverage. He developed automated processes to streamline data validation, significantly improving efficiency while maintaining high accuracy standards. His methodical approach to data review contributed substantially to the project's success in documenting over 16,000 traffic signs, 326 miles of sidewalks, and numerous other asset types.

Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA. Data Analyst. Jordan is contributing to the quality control processes for the 25,000+ traffic signs identified through AI-ML extraction from street-level imagery. His work includes validating sign classifications, verifying spatial accuracy, and developing visualization tools that highlight sign distribution, condition ratings, and MUTCD compliance across the City's 384- centerline mile network.

Pavement Management Program and Asset Inventory, City of San Bernardino, CA. Data Analyst. For this extensive 650- centerline mile project, Jordan is developing automated quality control processes to efficiently validate the large volume of collected asset data. His approach combines GIS analysis with custom scripts to identify potential errors or inconsistencies, allowing for targeted manual review while maintaining project efficiency.

Education
BS, Computer Science and
Engineering (minor in
Geospatial Information
Systems and Technologies),
University of California, Los
Angeles, 2024
Joined NCE
2024
Total Years of Experience
2 years
Packet Page 149
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 23
Joseph DeLeon
Senior Field Technician
Joseph joined NCE in 2017 as a Pavement Management Technician and has developed extensive expertise in field data collection for various pavement and asset management projects. He currently leads all activities related to data collection and plays an active role in the quality control process. Joseph is certified by MTC to perform pavement distress inspections and has completed the OCTA PAVER™ 'Distress Identification' course for both Asphalt Concrete and Portland Cement Pavements. His field expertise extends beyond pavement assessment to include comprehensive ROW asset data collection through various methodologies including walking surveys, windshield surveys, and automated collection using specialized vehicles equipped with high-resolution cameras. Joseph excels at calibrating data collection equipment, implementing efficient field procedures, and ensuring complete coverage of all assets within project areas.

Representative Projects
Citywide Asset Data Collection, City of Santa Maria, CA. Senior Field Technician.

Joseph led the field data collection effort for this comprehensive 239-centerline mile asset inventory. His responsibilities included operating the data collection vehicle, ensuring proper camera calibration and positioning, monitoring image quality in realtime, and coordinating collection routes to maximize efficiency while maintaining complete coverage. His meticulous approach ensured high-quality street-level imagery that supported successful identification and documentation of over 16,000 traffic signs, 4,500 curb ramps, 326 miles of sidewalks, and numerous other asset types.

Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA. Senior Field Technician. Joseph operated the automated data collection vehicle for this 384-centerline mile project, capturing high-resolution street-level imagery used for AI-ML extraction of traffic signs and other assets. He is also conducting night-time inspections to validate and verify sign conditions and reflectivity properties, ensuring a comprehensive and accurate inventory of the 25,000+ traffic signs identified through automated processing.

Pavement Survey and Pavement Management Program with Asset Inventory, City of Hawaiian Gardens, CA. Senior Field Technician. For this 18-centerline mile network, Joseph coordinated and conducted the field data collection, capturing detailed street-level imagery of all ROW assets. His careful attention to collection parameters and image quality ensured optimal conditions for subsequent automated extraction and human verification of assets including traffic signs, sidewalks, curb ramps, and pavement markings.

Pavement Management Program and Asset Inventory, City of San Bernardino, CA.

Senior Field Technician. Joseph is leading the field data collection efforts for this extensive 650-centerline mile project. His responsibilities include planning collection routes, operating the data collection vehicle, monitoring equipment performance, and ensuring complete coverage of the City's extensive street network. His expertise in data collection methodologies is critical to capturing the high-quality imagery needed for comprehensive asset identification across all targeted asset classes.

Education
Mendocino College
Registrations/Certifications
MTC StreetSaver® Rater
Certification Program
OCTA PAVER™ Certification
Joined NCE
2017
Total Years of Experience
7 years
Packet Page 150
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 24
Packet Page 151
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 25
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City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 26
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City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 27
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City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 28
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City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 29

2.5.3 Firm Experience/History
NCE has had the privilege to work with many counties, cities, and towns in California, Arizona, and Washington. The following individuals and agencies are listed as NCE’s references for similar projects which we have successfully completed within the past five years.

Citywide Asset Data Collection, City of Santa Maria, CA Client: City of Santa Maria
Contact: David Beas, PE
Telephone: (805) 361-9291
Email: [email protected]
NCE Role: Prime consultant
Budget: $173,500
NCE Fee: $173,500
Dates: May 2023 – Present
NCE is providing ROW asset data collection services on approximately 239 centerline miles of the City's network. Asset types include sidewalks, traffic signs, curb ramps, pavement traffic markings, curb markings, and driveway aprons. The scope aligns precisely with the City of Seaside's requirements, focusing on collecting and analyzing relevant attributes to develop a comprehensive inventory that provides City staff with valuable knowledge regarding the number and location of different ROW assets.

NCE's methodology employs vehicle-mounted mobile devices to collect high-resolution street-level imagery and leverages cloud-based image processing applications. This imagery is then processed using a combination of primarily automated asset extraction workflows enhanced by strategic manual review of processed street-level images and aerial ortho-imagery.

The extracted data is compiled into standalone GIS feature classes (ESRI File Geodatabase) and presented on a user-friendly GIS-based web dashboard.

As part of this project, NCE has collected the following assets:
 Traffic Signs: 16,602
 Curb Ramps: 4,525
 Corners with no Curb Ramps: 309
 Sidewalk: 326 miles
 Curb Marking: 357 miles
 Pavement marking: 256 miles
 Driveway Apron: 17,989
 Light Posts: 6,580
 Pavement True Area
NCE Staff: Vivek Jha (Project Manager), Shahram Misaghi (QA/QC Manager), Timin Punnackal (Project Engineer), Shaun Russo (GIS Analyst), Jordan Lin (Data Science Analyst), Joseph DeLeon (Field Technician), and Franc Escobeo (Field Technician).

Subconsultants: märker geospatial (Automated Survey), Transconomy (Asset Data Processing).

Packet Page 156
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 30
Pavement Survey and Pavement Management Program, City of Hawaiian Gardens, CA Client: City of Hawaiian Gardens
Contact: Neema Ghanbari, PE
Telephone: (562) 420-2641 ext 206
Email: [email protected]
NCE Role: Prime consultant
Budget: $72,100
NCE Fee: $72,100
Dates: March 2024 – March
2025
NCE provided engineering services to develop, implement, and prepare updates for a pavement management program for street improvements, while also conducting a comprehensive ROW asset inventory. The City manages its street network of approximately 18 centerline miles of streets and alleys, and NCE's asset collection methodology exactly mirrors what's proposed for the City of Seaside.

The project utilized vehicle-mounted mobile devices for collecting streetlevel imagery, which was then processed using a sophisticated combination of AI-assisted asset extraction workflows supplemented with targeted human verification. The deliverables included a standalone GIS database with all collected assets and a web-based dashboard for easy visualization and data access.

As part of this project, NCE collected data on:
 Traffic Signs
 Curb Ramps
 Corners with no Curb Ramps
 Sidewalk
 Curb & Gutter
 Pavement marking
 Driveway Apron
 Light Posts
 Tree, Tree Wells
 Utility Boxes
 Pavement True Area
NCE Staff: Vivek Jha (Project Manager), Shahram Misaghi (QA/QC Manager), Timin Punnackal (Project Engineer), Shaun Russo (GIS Analyst), Jordan Lin (Data Science Analyst), Luis Alberto Rocher (Staff Engineer), and Franc Escobeo (Field Technician).

Subconsultants: märker geospatial (Automated Survey), Transconomy (Asset Data Processing).

Pavement Management Program and Asset Inventory, City of San Bernardino, CA Client: City of San Bernardino
Contact: Azzam Jabsheh, PE, TE
Telephone: (909) 384-7251
Email: [email protected]
In 2024, the City of San Bernardino selected NCE to develop, implement, and prepare a Pavement Management Program and Asset Inventory for the City's 650-centerline miles of streets. This large-scale project demonstrates NCE's capacity to handle significant asset collection assignments efficiently and accurately.

The project methodology follows NCE's proven asset collection approach, using vehicle-mounted mobile devices to collect street-level imagery, which is then processed through a combination of AI-assisted workflows and strategic human verification. The extracted information is being compiled into a comprehensive geodatabase and hosted on a GIS-based web dashboard for easy access by City staff.

As part of this ongoing project, NCE is collecting the following assets:

Packet Page 157
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 31
NCE Role: Prime consultant
Budget: $820,3000
NCE Fee: $820,300
Dates: August 2024 – Present
 Traffic Signs
 Curb Ramps
 Corners with no Curb Ramps
 Curb Marking
 Sidewalk
 Curb & Gutter
 Pavement marking
 Driveway Apron
 Light Posts
 Tree, Tree Wells
 Guard Rail/Traffic Barrier
 Utility Boxes
 Pavement True Area
NCE Staff: Vivek Jha (Project Manager), Shahram Misaghi (QA/QC Manager), Timin Punnackal (Project Engineer), Shaun Russo (GIS Analyst), Jordan Lin (Data Science Analyst), Luis Alberto Rocher (Staff Engineer), and Franc Escobeo (Field Technician).

Subconsultants: märker geospatial (Automated Survey), Transconomy (Asset Data Processing).

Pavement Management Program Update and Traffic Sign Inventory, City of Thousand Oaks, CA Client: City of Thousand Oaks
Contact: Jorge Munoz, PE, CCM
Telephone: (805) 449-2434
Email: [email protected]
NCE Role: Prime consultant
Budget: $217,300
NCE Fee: $217,300
Dates: July 2023 – Present
NCE is currently conducting a comprehensive Pavement Management Program Update and Traffic Sign Inventory for the City of Thousand Oaks' street network, consisting of 384-centerline miles. The pavement evaluation is being performed in accordance with ASTM D6433 standards using automated surveys, while the traffic sign inventory employs cutting-edge AIML technology.

The sign inventory component of this project is particularly relevant to the City of Seaside's requirements. Using AI-ML algorithms, NCE has successfully extracted and cataloged over 25,000 traffic signs from collected imagery throughout the city. This inventory includes detailed attributes for each sign, including location, type, MUTCD code, condition, and mounting information.

To enhance the accuracy of the inventory, NCE is currently conducting nighttime inspections of the signs identified via the AI-ML inventory. This additional verification step ensures optimal data quality and reliability for the City's asset management needs.

The project demonstrates NCE's capability to efficiently collect and process large volumes of ROW asset data using advanced technologies while maintaining high standards of accuracy through strategic human verification.

NCE Staff: Vivek Jha (Project Manager), Shahram Misaghi (GIS Administrator), Shaun Russo (GIS Analyst), Jordan Lin (Data Science Analyst), Luis Alberto Rocher (Staff Engineer), and Franc Escobeo (Field Technician).

Subconsultants: märker geospatial (Automated Survey), Transconomy (Asset Data Processing).

Packet Page 158
City of Seaside
Asset Data Collection Services (RFP 2025-03)
March 21, 2025
Page | 32
City of Seaside Experience
2018 to 2020 Pavement Management Program Update, City of Seaside, CA Client: City of Seaside
Contact: Leslie Llantero, PE
Telephone: (831) 899-6832
Email: [email protected]
NCE Role: Prime consultant
Budget: $59,600
NCE Fee: $59,600
Dates: February 2018 – April
2020
Starting in 2017, NCE updated the City's StreetSaver® PMP. Due to new funding sources (Measure X and RMRA), new accountability measures were in place to assure the public that new revenues were being spent in the most cost-effective manner, and that performance measures were being instituted. One such measure was the PCI, which was reported periodically to elected officials and/or the public. Therefore, it was vital that the pavement condition data be accurate and that it be closely calibrated with the performance prediction models in StreetSaver®. NCE also assisted in recommending or implementing new paving technologies that would not just meet the PCI requirements, but also the City's sustainability and environmental goals. NCE's extensive working knowledge of StreetSaver® and the City's street network was of tremendous benefit to the City, and allowed NCE to execute on this project quickly and efficiently.

NCE Staff: Margot Yapp (Principal), Mei-Hui Lee (Project Manager), Rich LaValley (Senior Field Technician), Jim Bui (Project Engineer), Sharlan Dunn (Project Engineer).

Subconsultants: märker geospatial (Automated Survey)
Packet Page 159
City of Seaside
Asset Data Collection Services (RFP 2025-03)
Page | 33
F. Proposed Financial Details of Program

2.5.8 Cost Proposal
Per the RFP instructions, NCE has provided in a separate sealed envelope, our itemized cost proposal listing the scope and fee for each phase of the project.

Packet Page 160
Reno | Lake Tahoe | Point Richmond | Oakland | Sacramento | Anaheim | ScoƩsdale ncenet.com
CollaboraƟon. Commitment. Confidence.

Packet Page 161
EXHIBIT “B”

PAYMENT
I. Invoice procedure.

A. Payment shall be at the conclusion of the Assigned Task based on the billable charges.

B. The Consultant shall present the bill for charges by the second day of the month.

C. The Consultant's bill shall be substantiated by appropriate documentation, and include an itemized listing of personnel, subConsultants, and other direct costs incurred.

II. Maximum billable amounts
Under no circumstance shall the total of all payments to the Consultant exceed ninety percent (90%) of the maximum “not-to-exceed” cost, prior to acceptance by the City of all items to be completed as noted within Exhibit "A" or any Assigned Task.

Packet Page 162
Submitted by: NCE
Address: 2300 E. Katella Avenue, Suite 125, Anaheim, CA 92806 Task Description
Project
Manager
QA/QC
Manager
Project
Engineer
Staff
Engineer
Senior
Technician
Technical
Assistant
Labor
Expenses Subconsultants Reimbursable Expenses Total Cost Rate $225 $250 $170 $140 $100 $100

1. Sidewalk Inventory 1 1 8 16 $ 3,115 $ 2,365 $ - $ 5,480

2. Sign Inventory 2 1 28 48 $ 9,340 $ 4,978 $ - $ 14,318

3. Curb Ramp Inventory 0 1 8 16 $ 2,890 $ 1,650 $ - $ 4,540

4. Pavement Marking & Striping Inventory 1 1 8 20 $ 3,515 $ 3,135 $ - $ 6,650

5. Curb Marking Inventory 1 1 4 16 $ 2,555 $ 935 $ - $ 3,490

6. Driveway Apron Inventory 0 1 4 12 $ 1,930 $ 1,650 $ - $ 3,580

7. Data Collection QC and Asset Inventory Validation 5 4 2 3 16 8 $ 5,285 $ - $ - $ 5,285

8. GIS Deliverables and Technical Memorandum 1 1 5 6 2 $ 2,365 $ 1,650 $ 2,600 $ 6,615 Total 11 5 13 69 144 10 $ 30,995 $ 16,363 $ 2,600 $ 49,958

9. Additional Street Right-of-Way (ROW) Asset Inventory 4 8 12 40 120 1 $ 22,640 $ 11,903 $ 500 $ 35,043 Total with OPTIONAL TASKS 15 13 25 109 264 11 $ 53,635 $ 28,266 $ 3,100 $ 85,001 Please note the above cost is based on 80 centerline miles.

Please note all the assets noted in Task 1-6 and 9 are assumed to be visible from public right of way while driving the City street network during data collection.

Tasks 1 through 6 does not include condition assessment Task 8 includes data hosting on a web-based GIS Dashboard for 3 Years Task 9 assumes asset inventory using AI-ML for the following Assets for the entire Street Network (80 centerline miles) - Light Post, Guardrail, Utility Box, Water Valves, Manholes, Tree, and Tree Well CITY OF Seaside
Asset Data Collection Services

REQUEST FOR PROPOSAL
Labor Hours
Optional Tasks
Phase 1:

Phase 2:

Contact: Vivek Jha, PE
Principal Southern California Operations Manager
[email protected]
C: 909-362-7936
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EXHIBIT “C”

INSURANCE REQUIREMENTS
Without limiting CONSULTANT’s indemnification of AGENCY, and prior to commencement of Work, CONSULTANT shall obtain, provide and maintain at its own expense during the term of this AGREEMENT, policies of insurance of the type and amounts described below and in a form satisfactory to AGENCY.

Note: Verify minimum limit for each coverage with Risk Manager.

General liability insurance. CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.

Automobile liability insurance. CONSULTANT shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this AGREEMENT, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.

Professional liability (errors & omissions) insurance. CONSULTANT shall maintain professional liability insurance that covers the Services to be performed in connection with this AGREEMENT, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this AGREEMENT and CONSULTANT agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this AGREEMENT.

Workers’ compensation insurance. CONSULTANT shall maintain Workers’Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).

CONSULTANT shall submit to AGENCY, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of AGENCY, its officers, agents, employees and volunteers.

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Note: If the required limits for general liability, auto and employer’s liability are $1 million or less, the following paragraph may be omitted.

Umbrella or excess liability insurance. [Optional depending on limits required].

CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policyor policies shall include the following terms and conditions:
• A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.

Other provisions or requirements
Proof of insurance. CONSULTANT shall provide certificates of insurance to AGENCY as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with AGENCY at all times during the term of this contract. AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time.

Duration of coverage. CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by CONSULTANT, his agents, representatives, employees or subconsultants.

Primary/noncontributing. Coverage provided by CONSULTANT shall be primary and any insurance or self-insurance procured or maintained by AGENCY shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of AGENCY before the AGENCY’s own insurance or self-insurance shall be called upon to protect it as a named insured.

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Agency’s rights of enforcement. In the event any policy of insurance required under this AGREEMENT does not comply with these specifications or is canceled and not replaced, AGENCY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by AGENCY will be promptly reimbursed by CONSULTANT or AGENCY will withhold amounts sufficient to pay premium from CONSULTANT payments. In the alternative, AGENCY may cancel this AGREEMENT.

Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the Agency’s Risk Manager.

Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against AGENCY, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow CONSULTANT or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. CONSULTANT hereby waives its own right of recovery against AGENCY, and shall require similar written express waivers and insurance clauses from each of its subconsultants.

Enforcement of contract provisions (non estoppel). CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of the AGENCY to inform CONSULTANT of non-compliance with any requirement imposes no additional obligations on the AGENCY nor does it waive any rights hereunder.

Requirements not limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance.

Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the AGENCY requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the AGENCY.

Notice of cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to AGENCY with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.

Additional insured status. General liability policies shall provide or be endorsed to provide that AGENCY and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.

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Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to AGENCY and approved of in writing.

Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.

Pass through clause. CONSULTANT agrees to ensure that its subconsultants, subcontractors, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage and endorsements required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section.

CONSULTANT agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the project will be submitted to AGENCY for review.

Agency’s right to revise specifications. The AGENCY reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the AGENCY and CONSULTANT may renegotiate CONSULTANT’s compensation.

Self-insured retentions. Any self-insured retentions must be declared to and approved by AGENCY. AGENCY reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by AGENCY.

Timely notice of claims. CONSULTANT shall give AGENCY prompt and timely notice of claims made or suits instituted that arise out of or result from CONSULTANT’s performance under this AGREEMENT, and that involve or may involve coverage under any of the required liability policies.

Additional insurance. CONSULTANT shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.

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EXHIBIT D

REQUEST FOR PROPOSAL
Packet Page 168
City of Seaside

REQUEST FOR PROPOSALS
Public Works Infrastructure
Asset Data Collection Services
ISSUING OFFICE: City of Seaside
Public Works Department
440 Harcourt Avenue
Seaside, CA 93458
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i
Table of Contents
REQUEST FOR PROPOSALS .................................................................................................... 1 SECTION 1 ................................................................................................................................... 2 INSTRUCTIONS AND CONDITIONS ....................................................................................... 2

1.1 Project Description ........................................................................................ 3

1.2 Information ..................................................................................................... 3

1.3 Important Notice ............................................................................................ 4

1.4 Definitions ...................................................................................................... 4

1.5 Contracting Agency ....................................................................................... 5

1.6 Legal Responsibilities ................................................................................... 5

1.7 Business Tax Certificate ............................................................................... 5

1.8 Withdrawal of Proposals ............................................................................... 5

1.9 Rejection of Proposals .................................................................................. 5

1.10 Evaluation ....................................................................................................... 6

1.11 Pricing Guidelines ......................................................................................... 7

1.12 Proprietary Information ................................................................................. 7

1.13 Tentative Selection Schedule ....................................................................... 7 SECTION 2 ................................................................................................................................... 8 OVERVIEW .................................................................................................................................. 8

2.1 Introduction .................................................................................................... 9

2.2 Term of Contract ............................................................................................ 9

2.3 Scope of Work ................................................................................................ 9

2.4 Submittal Requirements .............................................................................. 14

2.5 Competitive Selection ................................................................................. 15

2.6 Selection and Evaluation Factors ............................................................... 16

2.7 Oral Presentation ......................................................................................... 16

2.8 Inquiries ........................................................................................................ 16

2.9 Proposal Acceptance Period ...................................................................... 16

2.10 Contract Incorporation ................................................................................ 16

2.11 Negotiations ................................................................................................. 17

2.12 Proposal Format .......................................................................................... 17 Packet Page 170
City of Seaside Page 2
2 SECTION 3 ................................................................................................................................. 18 AGREEMENT ............................................................................................................................ 18 CITY OF SEASIDE ................................................................................................... 19 I. TERM ............................................................................................................. 19 II. SERVICES ..................................................................................................... 19 III. PERFORMANCE ........................................................................................... 19 IV. AGENCY MANAGEMENT ............................................................................ 19 V. PAYMENT ..................................................................................................... 20 VI. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE .. 20 VII. DEFAULT OF CONSULTANT ....................................................................... 21 VIII. OWNERSHIP OF DOCUMENTS ................................................................... 21 IX. INDEMNIFICATION AND DEFENSE ............................................................ 22 B. Duty to defend .............................................................................................. 22 X. INSURANCE .................................................................................................. 22 XI. INDEPENDENT CONSULTANT .................................................................... 22 XII. LEGAL RESPONSIBILITIES ......................................................................... 23 XIII. UNDUE INFLUENCE ..................................................................................... 23 XIV. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES ..................................... 23 XV. RELEASE OF INFORMATION/CONFLICTS OF INTEREST ........................ 24 XVI. NOTICES ....................................................................................................... 25 XVII. ASSIGNMENT ............................................................................................... 25 XVIII. LICENSES ................................................................................................. 26 XIX. GOVERNING LAW ........................................................................................ 26 XX. ENTIRE AGREEMENT .................................................................................. 26 XXI. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL ................ 26 XXII. AUTHORITY TO EXECUTE THIS AGREEMENT ......................................... 26 EXHIBIT “C” ............................................................................................................ 15 Note: Verify minimum limit for each coverage with Risk Manager. ........................................ 15 Note: If the required limits for general liability, auto and employer’s liability are $1 million or less, the following paragraph may be omitted. ................................................................................... 16 Other provisions or requirements ......................................................................... 16 SECTION 4 ..................................................................................... Error! Bookmark not defined.

ATTACHMENTS ............................................................................ Error! Bookmark not defined.

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City of Seaside
Public Works Infrastructure Asset Data Collection Services

PUBLIC NOTICE

REQUEST FOR PROPOSALS
Request for Proposals (RFPs) must be received by the Public Works Department, no later than 5:00 p.m., March 21st, 2025 via PlanetBids.

Public Works Infrastructure Asset Data Collection Services No proposer shall discriminate in employment practices on the basis of race, color, national origin, ancestry, disability, gender, or religion.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination in any matter leading to the award of contract.

The right is reserved by the City of Seaside to reject any or all proposals, to waive any irregularities or informalities not affected by law, to evaluate the proposals submitted, and to award the contract according to the proposal which best serves the interests of the City.

Dated this 6th day of February 2025 at Seaside, California.

By: Thomas Korman, P.E., P.L.S. Public Works Director/ City Engineer

City of Seaside, California
Publication Date: February 6, 2025
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SECTION 1

INSTRUCTIONS AND CONDITIONS
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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

1.1 Project Description
The City of Seaside is soliciting a Scope and Fee proposal for the right-of-way asset data collection. The scope of work will focus on the data collection of the assets, including relevant attributes. The request includes the following asset data collection services on approximately 80 centerline miles of the City’s network:
• Road Right-of-Way (ROW) Street Level Imagery (required) • Road Right-of-Way GIS Asset Inventory for the following asset types:
• Sidewalks (width, length – curb return to curb return) • Traffic Signs (by type and Location)
• Curb Ramps (location)
• Pavement Traffic Markings (by type and location)
• Curb Markings (color and location)
• Driveway Aprons (length, width, location)
The scope does not include measurable condition assessment, code compliance, work type assessment, or asset management analysis.

1.2 Information
Submit an electronic copy on or before 5:00 p.m., Friday, March 21, 2025.

Proposers are directed to mail one (1) copy the consultant's schedule of fees submitted in a separate sealed envelope, post marked prior to the submission deadline.

For hand delivery, or mail delivery, please use the following address:

City of Seaside
Public Works Department – Engineering Division
440 Harcourt Avenue
Seaside, CA 93955
Unless otherwise directed, all communications regarding this Request for Proposals should be directed to the Public Works Department, via email at [email protected]
Any revisions to the Request for Proposal will be issued and distributed as Addenda. Proposers are specifically directed not to contact any other City personnel for meetings, conferences, or technical discussions related to this Request for Proposal. Failure to adhere to this policy may be grounds for rejection of proposal.

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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

1.3 Important Notice
The City of Seaside will not be responsible for oral interpretations given by any City employee, representative, or others. Proposers are cautioned that any statements made that materially change any portion of the proposal documents shall not be relied upon unless subsequently ratified by a formal written amendment to the proposal document. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued, the City will attempt to notify all prospective consultants. However, it will be the responsibility of each prospective consultant, prior to submitting its proposal, to determine if addenda were issued via PlanetBids, and to make such addenda a part of their proposal.

1.4 Definitions

1. "Agency" refers to the City of Seaside, an Agency established under the laws of the State of California.

2. "Days" refers to working days of the City of Seaside when used in context with Agency's bid protest procedures.

3. The terms “file” or “submit” refer to the date of receipt by Agency.

4. "Interested party" includes all bidders on the contract or procurement. The term may also include a subconsultant or vendor at any tier who shows that it has a substantial economic interest in a provision of the Request for Proposals (RFP), or of the interpretation of such a provision.

5. "Local" as used herein refers to the County of Monterey and the State of California. When used in conjunction with the phrase "laws and regulations" it is construed to mean only those laws or regulations associated with the provision of public funds. It is not construed to include the purchasing and/or protest procedures used by either of the aforementioned entities.

6. “Request for Proposal" as used herein, also includes the term "offer" or “RFP” as used in the context of negotiated procurements.

7. "Administrator" or “Manager” as used herein refers to the project manager of the City of Seaside.

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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

1.5 Contracting Agency
The City of Seaside will administer the contract resulting from this Request for Qualification.

1.6 Legal Responsibilities
All proposals must be submitted, filed, made, and executed in accordance with State of California and Federal laws relating to proposals for contracts of this nature, whether the same or expressly referred to herein or not.

1.7 Business Tax Certificate
Possession of a City of Seaside Business Tax Certificate is not required to submit a proposal in response to this invitation. However, Consultant shall be required to possess, at its own expense, a valid and current City of Seaside Business Tax Certificate prior to commencing work. Fee is based on gross receipts for all business transactions in the City of Seaside.

1.8 Withdrawal of Proposals
Any proposal may be withdrawn at any time prior to the time fixed in the public notice for the receipt of proposals only by written request filed with the City of Seaside Project Manager. The request shall be executed by the offeror or his duly authorized representative. The withdrawal of a proposal does not prejudice the right of the offeror to file a new proposal. No proposal may be withdrawn after the time fixed in the public notice for the receipt of proposals.

1.9 Rejection of Proposals
Failure to meet the requirements of the Request for Proposals (RFP) will be cause for rejection of the proposal. The City may reject the proposal if it is incomplete, contains irregularities of any kind, or is offered conditionally. The City reserves the right to reject any and all proposals without cause.

The proposal is to be prepared in such a way as to provide a straightforward, concise delineation of the information requested. Proposals which contain false or misleading statements, or which do not support an attribute or condition claimed by the proposer, may be cause for rejection of the proposal. If, in the sole opinion of the City, such information was intended to mislead the City in its evaluation of the proposal, it will be cause for rejection of the proposal.

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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

1.10 Evaluation
Evaluation and selection of statement of qualifications will be based on the qualifications and evaluation criteria outlined in the RFP request. Brochures or other promotional presentations beyond that which is deemed sufficient to submit a complete and effective proposal are not desired. Elaborate artwork, expensive paper or binders, and expensive visuals are not necessary and will not affect the evaluation process.

The City of Seaside reserves the right to make the selection of a proposer based on any or all factors of value, whether quantitatively identifiable or not, including, but not limited to, the anticipate initiative and ability of the proposer to perform the services set forth herein.

The City of Seaside reserves the right to reject any or all statement of qualifications, to waive any requirements, both the City's and those proposed by the proposer; to waive any irregularities or informalities in any proposal or the RFP process when it is in the best interest of the City to do so; to negotiate for the modification of any proposal with mutual consent of the proposer; to re-advertise for RFP proposals, if desired; to sit and act as sole judge of the merit and qualifications of the service offered; and to evaluate in its absolute discretion, the proposal of each proposer, so as to select the proposer which best serves the requirements of the City, thus providing that the best interest of the City will be served. The proposer's past performance, and the City's assurance that each proposer will provide service as proposed, will be taken into consideration when statement of qualifications are being evaluated.

The City may make such investigation as it deems necessary to determine the ability of a proposer to furnish the required services, and the proposer will furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the City that such proposer is properly qualified to carry out the obligations of a contract and to deliver the services contemplated herein or the service of any consultant who has previously failed to perform properly, or complete on time, contracts of a similar nature. Any material misrepresentation or material falsification of information provided to the City in the proposer's submission, or at any point in the evaluation process, including any interview conducted, is grounds for rejection of the proposal. In the event that the misrepresentation or falsification is not discovered until after any agreement is awarded, the agreement may be terminated at that time. A determination as to whether a misrepresentation or falsification of the submission is material shall be made solely in the exercise of the City's sole discretion. The City expressly reserves the right to reject the proposal of any consultant who is in default on the payment of taxes, licenses, or other monies due the City of Seaside.

The City reserves the right to conduct a background inquiry of each proposer which may include the collection of appropriate criminal history information, contractual and Packet Page 177
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

business associations and practices, employment histories, and reputation in the business community. By submitting a statement of qualifications to the City, the proposer consents to such an inquiry and agrees to make available to the City such books and records as the City deems necessary to conduct the inquiry.

1.11 Pricing Guidelines
Proposers shall provide proposed fees and cost information as a part of this RFP. Fee schedules submitted in response to this RFP shall identify hourly rates and be no higher than the proposer's standard commercial rates for same services. Fees submitted may be used as a basis of negotiation with the successful consultant.

1.12 Proprietary Information
The proposals received shall become the property of the City of Seaside and are subject to public disclosure. Proposers are to indicate any restrictions on the use of data contained in their responses. Those parts of a proposal which are defined by the bidder as business or trade secrets, as that term is defined in California Government Code, Section 6254.7, and are reasonably marked as "Trade Secrets", "Confidential" or "Proprietary" shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Proposers who indiscriminately and without justification identify most or all, of their proposal as exempt from disclosure may be deemed non-responsive.

1.13 Tentative Selection Schedule
Issuance of RFP February 6, 2025
Question Submission deadline 5:00 p.m., February 28, 2025 Submission deadline 5:00 p.m., March 21, 2025
Council Award of contract April 17, 2025 (tentative)
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SECTION 2

OVERVIEW
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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

PROJECT OVERVIEW

2.1 Introduction
The City of Seaside, a municipal corporation, is currently seeking proposals from qualified consultants to perform asset data collection services on approximately 80 centerline miles of the City’s network:
• Road Right-of-Way (ROW) Street Level Imagery (required) • Road Right-of-Way GIS Asset Inventory for the following asset types:
• Sidewalks (width, length – curb return to curb return) • Traffic Signs (by type and Location)
• Curb Ramps (location)
• Pavement Traffic Markings (by type and location)
• Curb Markings (color and location)
• Driveway Aprons (length, width, location)
The scope does not include measurable condition assessment, code compliance, work type assessment, or asset management analysis.

2.2 Term of Contract
The successful bidder will commence services in as soon as possible.

2.3 Scope of Work
Task 1: Sidewalk Inventory
Sidewalk data collection assumes that the sidewalk is in the public right-of-way and the line-of-sight to the data collection vehicle is unobscured (no gated, access-control, or restricted public areas). However, Consultant will review publicly available aerial ortho-imagery (e.g., Google Maps or Bing Maps) to estimate sidewalk width.

The sidewalk inventory does not distinguish driveways, driveway aprons, and curb and gutter. The City may opt to collect driveway apron inventory per Task

3.6. Sidewalk attributes to be collected do not include sidewalk distresses, ADA compliance, material type, etc. per the following table, sidewalk attributes will only include GIS location and sidewalk width. The following table lists asset attributes that are requested to be provided in the final project deliverable.

Road ROW
Assets
Feature
Class
GIS Attributes
Sidewalks Polyline GIS location (polyline centroid)
[latitude/longitude], sidewalk width (estimated)
[feet, no decimals], and comments1
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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

Task 2: Sign Inventory
Assumes signs are in the public right-of-way and unobscured from the line-ofsight of the data collection vehicle’s cameras (i.e., no significant vegetation or overgrowth, damaged, or defaced signs). On two lane roads the front facing camera will capture signs in the direction of travel, and the rear facing camera will capture the signs in the opposite direction. Therefore, only one pass will be required on these streets. Streets with more than two lanes may require additional passes depending on the number of lanes or division of lanes by median island.

The signs attributes to be collected do not include sheeting type, street offset, visibility, retroreflectivity, etc. Per the table below, only GIS location, street name, address, Sign ID , sign type, MUTCD code/description, Pole ID, signpost type, post/sign count, installation order, estimated sign width/height and mounting height, size estimation error disclaimer, sign text, facing direction, and physical condition of signs will be inventoried. A comment will be provided if a sign is leaning or possibly missing. If the sign does not have a matching MUTCD code (i.e., unclassified/unreadable) or standard description (e.g., bus stop), a comment will be provided to better describe the sign.

Road ROW
Assets
Feature
Class
GIS Attributes
Signs Point • GIS location [latitude/longitude]
• Street name (nearest)
• Address (nearest)
• Sign ID (unique)
• Sign type [Warning/Regulatory/ Guide/Street
Name/ Miscellaneous]
• MUTCD code
• MUTCD description
• Pole ID (unique)
• Signpost (support) type
• Post count (per Pole ID)
• Sign count (per Pole ID)
• Sign installation order (vertically per Pole ID)
• Sign width (estimated) [inch, no decimals]
• Sign height (estimated) [inch, no decimals]
• Sign mounting height (estimated) [feet, no
decimals]
• Size estimation error (disclaimer for estimating
sign width, height, and mounting height)
• Sign text (if readable)
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City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

• Sign facing direction [NB/SB/EB/WB]
• Physical condition [Good/Fair/Poor]
• comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

Task 3: Curb Ramp Inventory
Assumes curb ramps are in the public right-of-way and the line-of-sight to the data collection vehicle is unobscured. Island passageways (with and without tile) may be included in the curb ramp inventory. The curb ramp attributes to be collected do not include ramp type, ramp condition, ADA compliance, surface grooving, placement direction, etc. Per the table below, the curb inventory will identify only GIS location and the presence of tiles (truncated domes).

Consultant shall also note intersection corners that do not have curb ramps as part of the curb ramp GIS inventory.

Road ROW
Assets
Feature
Class
GIS Attributes
Curb Ramps Point GIS location [latitude/longitude], tile (truncated domes) [Yes/No], missing curb
ramp [Yes/No], island passageway
[Yes/No], and comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

Task 4: Pavement Marking & Striping Inventory
Pavement markings are assumed to be in the public right-of-way and unobscured from the line-of-sight of the data collection vehicle. Most pavement markings will be extracted from street-level imagery of the front facing camera of the data collection vehicle. Pavement markings captured redundantly in the imagery of the rear facing camera will not be extracted (unless necessary on a case-by-case basis). Pavement marking attributes will include length of pavement striping, assume standard MUTCD striping widths (i.e., will not differentiate between 4” or 6” lane line widths), and assume standard MUTCD surface area of pavement markings (including crosswalks).

The City may request Consultant to categorize crosswalks into conventional, continental, or ladder type on a time and materials basis. Additionally, attributes will not include marking condition, temporary markings, glass bead retroreflectors, etc. When pavement markings overlap with other traffic control devices (e.g., speed humps), only the painted marking will be inventoried, there will be no attribute field discerning overlap with a device. Per the table below, Packet Page 182
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

only GIS location, MUTCD code, and striping length of pavement markings will be inventoried. If the pavement marking does not have a matching MUTCD code, a comment will be provided to better describe the marking.

Road ROW
Assets
Feature
Class
GIS Attributes
Pavement
Markings
Point GIS location [latitude/longitude], MUTCD code,
MUTCD description, and comments1
Pavement
Striping
Polyline GIS location (polyline centroid) [latitude/longitude], MUTCD code, MUTCD description, striping length
[feet, no decimal], and comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

Task 5: Curb Marking Inventory
This task assumes curb markings will only be extracted if they are in public rightof-way and are unobscured from the line-of-sight of the data collection vehicle (i.e., no vehicles parked on the side of the road). If the City choose to collect this data, the only attributes which will be collected include a standardized type (e.g., ‘No Parking’), marking color, and marking length as per the table below.

Road ROW
Assets
Feature
Class
GIS Attributes
Curb
Markings
Polyline GIS location [latitude/longitude], type, color, length [feet, no decimal], and comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

Task 6: Driveway Apron Inventory
Assumes driveway aprons are in the public right-of-way and unobscured from the line-of-sight of the data collection vehicle (i.e., no vehicles parked on the side of the road). Only the front edge of the driveway apron will be collected and, as per Table 2, the attributes to be collected are limited to apron width.

Road ROW
Assets
Feature
Class
GIS Attributes
Driveway
Aprons
Polyline GIS location [latitude/longitude], apron width [feet, no decimal], and comments1
1standardized comments from human review (if any) including sign orientation (e.g., leaning) or non-standard sign description.

Packet Page 183
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

Task 7: Data Collection QC and Asset Inventory Validation Quality control/quality assurance checks are critical when a large amount of data needs to be collected and processed. As part of Consultants goal to provide a superior quality product for our clients, we incorporate a QA/QC component into all of our projects. Consultants QA/QC Manager will be responsible for the following:
 Calibration of data collection equipment (e.g., camera angle)  Review of field activities, including spot checks on the field crews  Reviewing field procedures and making changes as needed  Comparing field data collected with on-site conditions  Review completeness of data collection
Attribute QC Approach
For signs, sidewalks, curb ramps, and pavement markings, a minimum of 5% of processed images per data collection zone from the automatic data extraction workflow will be manually reviewed and validated. If more than 5% of extracted assets per street have been misclassified, Consultant shall manually review the processed imagery for extracted assets along that street block for re-validation.

Task 8: GIS Deliverables and Technical Memorandum
A single GIS database will be compiled that contains all asset information extracted during Task 3 (multiple submittals are available on a time and materials basis). This includes a quality control review of the shapefile prior to submission to the City. GIS file will be an ESRI File Geodatabase compatible with the latest version of ESRI ArcGIS Pro.

The GIS file may require post-processing or packaging per the City’s requirements. Consultant shall provide the City with a technical memorandum (via email) summarizing the data collection, QC process, and the GIS inventory deliverables. Consultant shall also provide recommendations for future asset data collection efforts or asset condition inspections.

Consultant shall provide the City will all processed images from the data collection via an electronic submission. Also included is one year of online data hosting using an interactive map viewer for visualization of asset locations and associated images and attribute data. The data hosting service will archive the data automatically after a year, the service can be subsequently retained for and additional annual cost.

Packet Page 184
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

General Instructions

2.4 Submittal Requirements

2.5.1 Cover Letter
Provide name and address of the firm and project contact person with address, telephone number and email address. Acknowledge receipt of any addenda if applicable. Summarize your understanding of the project.

Provide a statement indicating your ability to provide timely services and meet the requirements of the proposed schedule. Indicate your acceptance of the requirement of this RFP. In addition to the cover letter, provide a one-page summary of the benefits you believe the City would receive from selecting your firm.

The cover letter must be signed by a duly authorized official of the firm.

2.5.2 Project Team Experience and Qualifications
Provide resumes or a listing of information for each person in your firm participating in this project, and all key sub-consultant staff participating in this project. Designate key personnel for this project. State the educational background of each individual, years of experience, length of employment with your firm, project dollar amounts and size. State the relevant accreditations, certifications or licenses of key project personnel to be assigned to the project (i.e., California professional Architect/Engineer, CCCA, LEED AP, etc.)
The architect and/or engineering firm will be contractually obligated to not reassign key staff members to other projects without the City’s prior written consent. City will have approval rights of any and all personnel assigned to the project.

2.5.3 Firm Experience/History
Describe your firms experience with buildings of similar scale and scope.

Include three examples, with name, location, project description, completion date, budget and contact information/references. List any successful facility projects completed for the City of Seaside.

2.5.4 Project approach
Describe your understanding of the project and your approach to this specific project.

Packet Page 185
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

2.5.5 Philosophy
Description of the firms design and construction administration philosophy – describe your typical interactions with owners throughout the process.

2.5.6 Workload
Current workload of firm and specific personnel assigned to this project – include specific percentages of time each key team member will devote to this project

2.5.7 Preliminary Schedule
Provide an achievable preliminary schedule for Phases I & II of the project.

Include reasonable lead times for City review, permit review and plan checking, and Downtown Development Permit process.

2.5.8 Cost Proposal (Sealed)
Provide your firms itemized cost proposal listing the scope and fee for each phase of the project as described in a separate sealed envelope.

2.5 Competitive Selection
The successful Contractor shall be selected by the City of Seaside on a rational basis.

Evaluation factors outlined in Paragraph 2.7 below shall be applied to all eligible responsible and responsive proposers in comparing proposals and selecting the successful proposal.

A proposer may be selected without discussion after proposals are received.

Therefore, proposals should be submitted on the most favorable terms.

Please review Section 2.13 for a description of the proposal format.

Packet Page 186
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _

2.6 Selection and Evaluation Factors
Each proposal will be evaluated and ranked by City of Seaside. Evaluation factors to be considered, and the corresponding weight for each, shall be as follows:
***EVALUATION FACTOR*** PERCENT
 Project team experience and qualifications 35%
 Project approach and firms understanding of project 35%  Ability of firm to complete all phases of services 10%  Experience with similar size and scope projects 10%
 Successful experience with Seaside, or similar agency 10%  Firm with local office 5%

2.7 Oral Presentation
The City, at its sole discretion, may request an oral presentation or discussion with the most qualified proposer (s). Proposers should be prepared to provide an oral presentation to City representatives in order to clarify their proposals if requested by the City.

2.8 Inquiries
Inquiries must be submitted via PlanetBids. City shall issue any necessary clarification in writing to all proposers. Proposers should not rely on verbal discussion in lieu of written communication. Failure to adhere to this requirement could render the proposal non-responsive.

2.9 Proposal Acceptance Period
All proposals must include a statement that proposals are valid for a minimal period of sixty (60) days subsequent to the submission deadline.

2.10 Contract Incorporation
Proposer should be aware that the City of Seaside’s attached “agreement” shall become the actual contract document. The terms and conditions defined in Attachment 1 of this RFP are to be used as a basis for a contemplated contract.

Any modifications to this recommended sample contract will require prior negotiations and approval of the City. Failure of a proposer to accept this obligation may result in the rejections of its proposal or cancellation of any award.

Packet Page 187
City of Seaside
Public Works Infrastructure Asset Data Collection Services ___________________________________________________________________________________ _