Date: Mach 11, 2021
To: City of South Lake Tahoe - City Manager, City Attorney, Mayor Pro Tem From: League to Save Lake Tahoe, 100% Renewable Committee, and Sierra Nevada Alliance Re: Proposal to implement City Strategic Plan Goal 3.4 with a municipal ban of plastic water bottles
Proposal
Prohibit the use of City funds to purchase single-use plastic water bottles and prohibit the sale of plastic water bottles on City property and by City-permitted vendors and lessees. Exemptions would be made for emergency situations. Compliance would be the same as existing plastic bag, polystyrene, and single-use utensil and straw ordinances. Increasing the number and visibility of public water bottle filling stations is a key aspect of this proposal that our coalition will work with the City and private partners in implementing.
Purpose and Need
The City of South Lake Tahoe’s vision identifies the need to emphasize environmental sustainability. Some of the largest impacts to our environment come from the improper disposal of single-use products, especially petroleum-based materials. The City has demonstrated leadership in addressing this issue by banning single-use plastic bags in 2015, before the statewide ban, and passing an ordinance banning polystyrene products and requiring single-use utensils and plastic straws by request only in 2018. The City has also continued to work with the League and other groups to reach out to and educate residents and visitors about the ordinances and the need to work together to reduce trash in the environment.
Plastic bottles are now one of the top five types of litter found in Tahoe and the South Shore.
Since 2014, League volunteers and community members have removed 10,864 plastic bottles picked up at cleanups, and 18,392 plastic bottle caps. Plastics left in the environment do not biodegrade, rather photodegrade and break to smaller and smaller pieces in the sun, which lead to microplastics which are now present in Lake Tahoe. Plastics in the broken down state are harmful as they leach toxic chemicals and look like food to wildlife. During cleanups, volunteers have reported wildlife scat entangled with plastic.
Americans currently buy half a billion bottles of water every week, enough to circle the globe twice. We consume more bottles of water than any other nation. Every single second, 1,000 people open a bottle of water in the U.S. An estimated 85% of water bottles purchased end up in landfills or the environment each year. A plastic bottle takes centuries to decompose.
Each plastic water bottle uses an average of 25% of the bottle capacity filled with petroleum just to produce the bottle. It takes three times the volume of a water bottle to get one single bottle to the consumer. Aside from their manufacture, single-use bottles have significant environmental impacts throughout their lifecycle. The bottles require significant energy to transport and dispose of.
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Tahoe Tap is world renowned and award-winning for its quality and taste. Many people drink bottled water because they believe it to be of a higher quality, cleaner and better-tasting, but that perception is not necessarily accurate, especially in Tahoe. The EPA regulates tap water and requires multiple daily tests while the FDA regulates bottled water and only requires weekly testing, and the results are not shared with the EPA or the public. Bottled water also costs the consumer 1,000 times more than tap water.
Along with continued and accelerated outreach and education, we are asking the City to adopt an additional ordinance to help reduce litter at its source and lead by good example for our community members and visitors. In conjunction with the ban, joint outreach and a collaborative effort in reducing overall plastic water bottle litter, a real and meaningful reduction in water bottle litter would be projected.
Helping Achieve Existing City Goals and Priorities
The City successfully worked to achieve its policies and priorities around litter reduction through the plastic bag and polystyrene ordinances. The proposed plastic bottle ordinance would align with the City of South Lake Tahoe Vision, help implement the 2021 Action Plan and contribute toward the waste-reduction strategies in the CAP, as highlighted below.
City of South Lake Tahoe Vision
In South Lake Tahoe, we will fulfill our duty as stewards of this amazing place in which we live and work by providing services with an emphasis on fiscal and environmental sustainability; opportunities for economic prosperity; accessible and modern public facilities; inclusive of art, culture, and heritage to inspire a connection to a sense of place and a shared future in South Lake Tahoe.
2021 Action Plan – City of South Lake Tahoe, CA
Strategic Priority 1: Built Environment.
Outcome: Minimize the impact our built environment has on Lake Tahoe, including stormwater pollution, litter, and wildfire threats.
Goal: 3.4 Waste Management and Environmental Stewardship - Develop a culture of stewardship and caretaking by residents and visitors and coordinate with regional partners to reduce the amount of litter impacting the environment. Reduce the source of litter by increasing availability of trash cans in public, banning single use plastics, installing water bottle filling stations, and bear boxes in the community. Reduce the amount of waste reaching the landfill through recycling and other programs.
Action Plan: 1) Develop a “Tahoe Way” marketing and awareness campaign of protecting the environment that highlights personal action, business stewardship, and environmental justice.
Action step: Ensure sustainable services through regular review, monitoring, innovation and improvement.
Action step: Work with our partners at the Sierra Nevada Alliance to ensure proper implementation of our Climate Action Plan and ensure we are up to date on best practices.
Goal 4.2: Support Development of a Regenerative Tourism Model includes ”Develop better management tools and resources to reduce negative impacts such as traffic, crowding, litter, increased wildfire risk, lake degradation and COVID-19 recovery efforts.” 343
2020 Climate Action Plan (CAP) - City of South Lake Tahoe, CA Strategy 13: Waste (WA) - Collaborate with Relevant Agencies to Create Energy from Waste Processes to Reduce GHG Emissions
WA-3: Implement waste and climate change education programs - Create marketing campaigns and local advertisements to increase a culture of sustainability. Help to create and publicize a waste reduction pledge from community partners that interact with visitors. Support the creation of local life cycle analyses, specifically of recycling plastics vs. landfilling plastics, to better inform residents of the lowest carbon option. Create educational materials for tourism agencies to promote proper waste disposal.
Examples of Ordinances
In 2007, San Francisco became the first U.S. city to end municipal spending (municipal ban) on bottled water, paving the way for cities, parks and universities around the country to think outside the bottle. In 2013, the town of Concord became the first municipality in the nation to ban the commercial (commercial ban) sale of single-serving water bottles smaller than 1 liter. Today, several municipalities and dozens of universities have bottled-water-free policies that are in different stages of implementation.
San Francisco, CA
● City information page and ordinance.
In 2014 , San Francisco adopted an ordinance restricting the sale or distribution on City property of drinking water in plastic bottles of 21 ounces or less and barring the use of City funds to purchase bottled water. It applies to events (over 100 people), permitted vendors and lessees on City property, as well as City departments themselves. It was phased in over four years. Foot races and other participant sporting events are excluded.
In conjunction with what is being asked of others, the San Francisco legislation requires the City government to act, as well to increase access to public water. It requires that drinking fountains, filling stations, and/or event water hook-ups be installed when appropriate where there is a capital project in a heavily used public park or plaza. In the absence of capital projects, the proposal asks the City to investigate solutions that would allow events to hook up to the municipal water infrastructure.
Washington University in St. Louis
● Overview and 2015 update
In 2009, WashU became the first North American university to ban the sale of bottled water on its West, North, and Danforth campuses. Since the ban went into effect, the sale of all bottled beverages has decreased by nearly 40%, a reduction of over 567,000 plastic bottles annually.
The campus put efforts into expanding access to water bottle filling stations, ensuring first year students are aware of the ban prior to arrival on campus, providing reusable water bottles during freshman move-in, and providing signage across campus.
Concord, Massachusetts
● Ordinance (bylaws)
In 2013, the town of Concord became the first municipality in the nation to ban the commercial sale of single-serving water bottles smaller than 1 liter. The Bylaws state: “It shall be unlawful to sell non-sparkling, unflavored drinking water in single-serving polyethylene terephthalate (PET) bottles of 1 liter or less in the Town of Concord on or after January 1, 2013.” 344
Barnstable County, Cape Cod
● Information
In 2019, a community group initiated the Municipal Plastic Bottle Ban, which focused on eliminating non-emergency single-use plastic bottle purchase by town governments and sale of beverages in single-use plastic containers on town property across all towns in Barnstable County, Cape Cod. As of year-end 2019, the Municipal Plastic Bottle Ban was adopted by 11 of the 15 towns that comprise Barnstable County.
This effort also includes a Commercial Single-use Plastic Water Bottle Ban which is a citizen action effort to reduce plastic consumption. The Commercial Ban will eliminate the commercial sale of non-carbonated, unflavored water in single-use plastic water bottles. The Commercial Ban was adopted by seven towns: Brewster, Eastham, Falmouth, Harwich, Orleans, Provincetown and Wellfleet at 2020 fall town meetings.
We look forward to working with you to develop a full proposal and implement this action. 345
Presentation to City Council
June 7, 2022
HEATHER L. STROUD, CITY ATTORNEY
DARBY CREEGAN, STUDENT, SOUTH TAHOE HIGH SCHOOL
Single-use Plastic Regulations
346
Introduction
(1) Senior Project at STHS
(2) Darby Creegan’s Senior Project - Ordinance
(3) Existing law and options for additional regulation
347
Why regulate single-use plastics?
● Microplastics found in Lake Tahoe and information in the League to Save Lake Tahoe’s report
● Negative impact of plastic and other trash on the biodiversity and overall health of the Tahoe Basin
● Youth interest in reducing the magnitude of this problem and in preservation of the environment for future generations 348
Examples of plastics
Single-use plastics Microplastics
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Existing City Regulations
● Polystyrene and Plastic Food Packaging Ordinance – SLTCC Ch. 4.175 ● Prohibits “food providers” from providing plastic utensils, straws, or stirrers except upon request, and from providing polystyrene food containers
● Prohibits vendors from selling polystyrene products (including coolers, cups, bowls, plates, packing peanuts)
● Prohibits use of polystyrene at city facilities and special events ● Single-Use Plastic Bag ban
● 2021: repealed City ordinance for consistency with state law 350
Existing State Laws
Single-Use Plastic Bag Ban – Pub. Res. Code §§ 42280-42288 • Prohibits most grocery stores, large retail stores with a pharmacy, and convenience stores that sell food and alcoholic beverages from providing their customers with bags designed for a single use only, unless those bags are made with recycled paper.
• Recycled paper bags or certified reusable grocery bags only • 10 cents for each bag
• Cities can enforce with civil penalties up to $1000 per day 351
Existing State Laws (cont.)
Single-Use Foodware Accessories and Condiments - Pub. Res. Code §§ 42270- 42273
• New law passed in 2021, effective 1/1/22
• Prohibits “food facility” from providing single-use plastic items except on request (includes utensils, straws, stirrers, condiment cups/packets) • Requires cities to designate an enforcement agency with $25 fines for each day in violation up to $300/year
• Includes savings provision allowing cities to adopt stricter regulations 352
Pending State Law
SB 54: Plastic Pollution Producer Responsibility Act
• Would apply to producers of single-use disposable packaging and food service products
• No selling, distributing, or importing into CA products manufactured after 1/1/32, unless recyclable or compostable 353
Options for Further City Action
• Increase outreach/enforcement of City regulations
• Take on an enforcement role for Single-Use Foodware
Accessories and Condiments law
• Prohibit single-use plastics at City facilities/events • Amend Polystyrene and Plastic Food Packaging
Ordinance
• Prohibit sale of certain single-use plastics
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City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 22
Agenda Item: Feasibility Study for Community Choice Aggregation Executive Summary: On August 3, 2021, Council directed staff to expedite feasibility analysis of community choice aggregation instead of waiting until 2025 as stated in our Climate Action Plan. As of December 2021, the City Council stated its aspiration to 100% renewable electricity from carbon free sources 24 hours a day, 7 days a week by 2030. Many towns in California, like ours, who want a higher proportion of renewable energy procured than what their investor owned utility offers, have opted to form or join CCAs. Staff recommends issuing an RFP to hire a consultant to evaluate both the feasibility of a CCA and other creative paths toward achieving our goals. We hope to choose a consultant this fall.
Requested Action / Suggested Motions: Pass a Motion authorizing staff to begin the Request for Proposals (RFP) process for a Community Choice Aggregation Study.
Responsible Staff Member: Sara Letton, Sustainability Coordinator Responsible Staff Member: Sara Letton, Sustainability Coordinator (530) 542-6175 Reviewed and Approved By:
Susan Blankenship, City Clerk
Olga Tikhomirova, Finance Director
Heather Stroud, City Attorney
Attachments:
01 - Staff Report Planning RFP for CCA Feasibility v2.docx 355
Council Agenda Report- June 7, 2022 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Feasibility Study for Community Choice Aggregation Location: Citywide
Responsible Staff Member: Sara Letton, Sustainability Coordinator (530) 542-6175 Background: On August 3, 2021, City Council gave direction to staff to expedite a feasibility analysis of community choice aggregation (CCA), instead of waiting until 2025 as stated in the City’s Climate Action Plan. City Council also provided direction to enter into a 5-year franchise agreement with Liberty Utilities with a 5-year option to renew contingent upon progressing the City’s goals to be set forth in a Memorandum of Understanding with Liberty Utilities. With the new Sustainability Coordinator aboard, city staff are currently engaged with Liberty on the franchise agreement and MOU, and we now seek to begin the official process to move forward with the RFP for the CCA feasibility analysis.
In the wake of the Caldor Fire, community members mobilized and demanded more accountability and urgency to address our community contribution to climate change as well as concern about infrastructure resilience in the face of another major wildfire (or other) catastrophe. In response, our City Council passed Resolution 2021-104 “Resolution to Aspire Towards Citywide 100 Percent Renewable, Carbon-Free Electricity, 24/7 by 2030.” This was a recognition of the urgency to take science-based action to respond to the realities posed by climate change, and it stepped up our 2017 commitment “Resolution of the South Lake Tahoe City Council Establishing Renewable Energy and Carbon Emissions Reduction Goals for South Lake Tahoe” (2017-26). The recent resolution added the aspiration to 100% renewable electricity, 24/7 carbon-free by 2030. Exploring a CCA to meet this aspirational goal is a great first step, and staff recognize that there may be other paths to achieving our goal which we would like to explore in this proposed study as well.
Some facts about CCAs: Currently, over 200 California cities/towns/counties are served by CCAs, equating to over 11,000,000 CCA customers. Peninsula Clean Energy, a CCA in the Bay Area serving 300,000 customers, published a paper describing their plan to achieve 24/7 renewable energy by 2025. El Dorado County is currently served by a CCA in Pacific Gas & Electric territory, called Pioneer Community Energy.
Issue and Discussion: Community Choice Aggregations take on the procurement of energy from an investor owned utility while the utility continues to provide distribution and billing services.
The advantage of this is that it allows the CCA to achieve local goals and keep money and investments local—it provides full transparency as a local not-for-profit that does not distribute community members’ money to investors outside the community. Some municipalities create or 356
Council Agenda Report- June 7, 2022 Page 2 of 2
join CCAs in order to solely find cost savings. More often, municipalities are seeking renewable energy procurement and reinvestment in community renewables and electrification incentive programs while also providing cost savings for customers. For example, CCAs are a tool for communities to “establish local energy sources and programs such as solar+storage for resilience, low-income solar, EV vehicle and infrastructure incentives, feed-in tariff, net energy metering (NEM), energy efficiency, demand response, and more” (from the CalCCA website).
Numerous factors must be considered in determining the feasibility of either joining or forming our own CCA. The many unique characteristics of our city pose challenges that have not yet been addressed/overcome by other municipalities served by the ‘Big 3’ investor owned utilities in the state. The more customers involved in a CCA, the more financially feasible a CCA can be. We will be reaching out to Alpine, El Dorado, Placer, Nevada, and Plumas to invite them to join us in this feasibility analysis. We seek to propose a broad analysis that includes analyzing feasibility of joining an existing CCA or forming one, as well as analyzing other paths to achieving 100% renewable 24/7 energy by way of creative projects such as small-scale distributed energy resources, as local as possible, within the constraints of Liberty Utilities.
Financial Implications: Staff is estimating the cost to do a complete study of the options the City has for reaching its 24/7 renewable goals, including CCA feasibility, to be $40,000 - $60,000.
City staff will request cost-share from other county municipalities who would like to be studied for CCA partnership, which will lower the City’s portion of the total cost. Council will need to allocate funding for this project from undesignated funds from the 2021-2022 budget.
Staff is requesting Council’s approval to begin the RFP process and if approved staff will bring forward a request for the appropriate funding once the RFP process has been concluded.
Environmental Considerations: Subject to exemption from CEQA under 15262, as a project involving only “feasibility or planning studies for possible future actions which the agency, board, or commission has not approved, adopted or funded”, and because this is a plan that does not have a legally binding effect on later activities.
Policy Implications: This report will inform our path to achieving actions outlined in our 2020 Climate Action Plan:
Strategy 10: Renewable Energy (RE) – Increase Renewable Energy and Storage Throughout the Community.
RE – 1: Transition City to 100% renewable electricity
RE – 2: Pursue community solar and distributed energy systems This report will achieve progress on Strategic Priority 1.5, Carbon Neutrality as this report will help determine a path toward achieving 100% renewable energy. 357
City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 23
Agenda Item: Request from Ski Run Park, LLC, for Banked Land Coverage from the City to be Transferred to 1195 Ski Run Boulevard at No Cost
Executive Summary: On May 11, 2022 the Ski Run Park LLC submitted a request for 1,115 square feet of banked land coverage from the City to be transferred to 1195 Ski Run Boulevard (APN 027-161-030) at no cost for the purpose of constructing a new community park. The City has adopted a policy for the distribution and sale of Tahoe Regional Planning Agency development rights and land coverage maintained by the City, which authorizes the City Manager to approve or deny requests for development rights or land coverage consistent with the policy. The policy states that the sale of development rights and land coverage shall be directed towards the development of residential, commercial, mixed-use, and industrial properties in the City of South Lake Tahoe. The proposed project is a community park with a land use classification of recreational day use area. It, therefore, does not meet the adopted policy criteria for approval by the City Manager. The request for land coverage is consistent with the goals and policies of the City General Plan and Tourist Core Area Plan.
Requested Action / Suggested Motions: Pass a Resolution approving a request from Ski Run Park, LLC, for the transfer and distribution of 1,115 square feet of banked land coverage from the City to 1195 Ski Run Boulevard at no cost, for the purpose of community park construction.
Responsible Staff Member: Madison Dederick, Assistant Planner Responsible Staff Member: Madison Dederick, Assistant Planner (530) 542-6022 Reviewed and Approved By:
Hilary Roverud, Director of Development Services
Susan Blankenship, City Clerk
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report-Ski Run Park Land Coverage Request.docx 02-Resolution-Ski Run Park Land Coverage Request.docx
03 - Coverage Request.pdf
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City Council Agenda Report June 7, 2022 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Request from Ski Run Park, LLC. for Banked Land Coverage from the City to be Transferred to 1195 Ski Run Boulevard at No Cost
Location: 1195 Ski Run Boulevard (APN: 027-161-030)
Responsible Staff Member: Madison Dederick, Assistant Planner Background
Pursuant to the Tahoe Regional Planning Agency (TRPA) Code of Ordinances, no person shall create land coverage in excess of the limitations outlined in the Code. The maximum coverage permitted is based on many factors including the type of use and location of the use being proposed. For a project located within an adopted community plan, the TRPA Code permits a transfer of land coverage up to 70 percent of the parcel or project area.
The City Council has adopted a policy (Resolution 2019-067 as amended by Resolution 2022- 051) for the distribution and sale of development rights and land coverage maintained by the City, which authorizes the City Manager to approve or deny requests for development rights or land coverage consistent with the policy. The policy states that the sale of development rights and land coverage shall be directed towards the development of residential, commercial, mixuse, and industrial properties in the City of South Lake Tahoe.
On May 11, 2022 the Ski Run Park LLC submitted a request for 1,115 square feet of banked land coverage from the City to be transferred to 1195 Ski Run Boulevard (APN 027-161-030) at no cost. The proposed project is a community park with a land use classification of recreational day use area. It, therefore, does not meet the adopted policy criteria for approval by the City Manager.
Issue and Discussion
This item is before the City Council to consider a request from the project applicant to transfer 1,115 square feet of land coverage at no cost. The applicant is requesting the land coverage from the City to build a community park located at 1195 Ski Run Boulevard. Currently, the City has sufficient banked land coverage to support the request. The proposed project is located in the Tourist Core Area Plan, Tourist Center Mixed-Use Corridor (TSC-MU), and is currently under review by the Development Services Department. The proposed project is consistent with the permissible use list and with the goals and policies of the adopted area plan. 359
City Council Agenda Report June 7, 2022 Page 2 of 2
The property is subject to deed restrictions executed in 2001 and 2005 when Safeway owned the property and transferred commercial floor area to a different site. The deed restrictions require that the property be restored and maintained in “as natural a state as is possible.” Staff has inquired with TRPA staff on the permissibility of transferring land coverage to this site given these deed restrictions. TRPA staff has indicated that coverage may be transferred to the Class 5 portion of the parcel for the park project, and that a transfer application will be required.
Financial Implications
By providing the land coverage at no cost, $9,287.95 of fees per the price point established by Resolution 2022-023 ($8.33/Sq. Ft.) would not be received as revenue and dedicated to City’s Workforce Housing Fund to support the City’s Affordable Housing Initiatives.
Environmental Considerations
The request for banked land coverage from the City to be transferred to 1195 Ski Run Boulevard is part of the application to develop Ski Run Park (File # 22-004). The proposed Ski Run Park project is exempt from CEQA pursuant to Section 15304, minor alterations to land, and Section 15332, in-fill development projects.
Policy Implications
The proposed request is consistent with the adopted distribution policy and the following policy criteria:
1. The subject property is located within the City of South Lake Tahoe; and
2. The developer/applicant has a planning application on file with the Development Services Department; and
3. The proposed project provides an environmental and/or economic benefit for the community.
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Resolution 2022-XXX June 7, 2022 Page 1 of 3
Resolution 2022-XXX
Adopted by the City of South Lake Tahoe
City Council
June 7, 2022
Approving the distribution of City owned land coverage to 1195 Ski Run Boulevard (APN: 027-161- 030) at no cost
BACKGROUND
A. The Tahoe Regional Planning Agency (TRPA) is the land use authority and has established a development rights system to manage future development and a system to regulate the amount of land coverage in the Tahoe basin.
B. Permanent land coverage is regulated by the TRPA to protect the Lake Tahoe watershed. Parcels are limited to a specified amount of land coverage and, in some cases, may be transferred to maximize the allowable amount on a given parcel.
C. The City has TRPA development rights and land coverage accumulated from various sources (e.g., Environmental Improvement Projects, implementation of Community Plans and Area Plans, City purchase of land with attached development rights, the retirement of rights, and TRPA allocation development).
D. The City has been approached by project developers/applicants interested in securing development rights and land coverage from the City.
E. The City has independently sold or provided various TRPA development rights and land coverage to project developers/applicants based on the merits of the individual project.
F. Through the sale of TRPA development rights and land coverage the City has also provided an environmental and economic incentive to projects which otherwise would not have been economically feasible.
G. The City has received a request for 1,115 square feet of banked land coverage from the City to be transferred to 1195 Ski Run Boulevard (APN: 027-161-030) at no cost. The land coverage would be utilized for the development of a community park with a land use classification of recreational day use area.
H. The subject property is subject to deed restrictions recorded in 2001 and 2005 when Safeway owned the property and transferred commercial floor area to another site, requiring that the property be restored and maintained to “as natural a state as is possible.” TRPA staff has indicated that irrespective of these deed restrictions, land coverage may be transferred to the Class 5 portion of the parcel for the Ski Run Park project, and that a transfer application will be required.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, BE IT RESOLVED, that the City Council of the City of South Lake Tahoe:
1. Resolves the distribution of land coverage is consistent with the TRPA Regional Plan, TRPA Code of Ordinances, City of South Lake Tahoe General Plan and Municipal Code, and all other applicable community or area plan policies.
2. Resolves that the proposed project is consistent with the following criteria:
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Resolution 2022-XXX June 7, 2022 Page 2 of 3
a. The subject property is located within the City of South Lake Tahoe; and b. The developer/applicant has a planning application on file with the Development Services Department; and
c. The proposed project provides an environmental and/or economic benefit for the community.
3. Resolves that the distribution of development rights and land coverage shall be to the affected parcel(s), not the developer/applicant and any change to an approved project (e.g., elevations, building size or siting, land uses, or density) may result in the revocation of prior reservation and/or allocated development rights and/or land coverage. If revoked, the developer/ applicant will return to the City the allocated development rights and/or land coverage.
4. Resolves that the developer/applicant shall have one-year from the date of the approved development right/land coverage request to submit and obtain a building permit, issued through the City. If this milestone is unachievable the applicant may apply for an extension or relinquish the City granted development rights and land coverage.
5. Resolves that one, one-year extension for the retention of approved development rights/ land coverage may be granted by the City Manager, based on the project continuing to meet the distribution policy and proceeding in a diligent manner, or relinquish the City granted development rights and land coverage.
6. Resolves that the transfer of development rights/land coverage shall be completed prior to the issuance of a Certificate of Occupancy or final inspection approval.
7. Resolves that if any of the associated City Planning, Building and/or TRPA permits expire, the allocated development rights/land coverage shall be returned to the City.
8. Resolves that should the project parcel(s) change ownership the development rights may be transferred to a new owner so long as the project is constructed as approved. Any change to an approved project (e.g., elevations, building siting, interior configuration) may result in the revocation of prior reservation and/or allocated development rights and/or land coverage.
9. Resolves that when approved development rights/land coverage is banked on a sending parcel, the developer/applicant shall obtain TRPA Transfer of Development Rights approval prior to the issuance of a certificate of occupancy.
10. Approves the transfer of 1,115 square feet of land coverage banked by the City to 1195 Ski Run Boulevard (APN: 027-161-030) at no cost.
Adopted by the City of South Lake Tahoe City Council on June 7, 2022 by the following vote:
Yes:
No:
Absent:
Abstain:
________________________ Date:_________
Devin Middlebrook, Mayor
Attest:
________________________
Susan Blankenship, City Clerk
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Resolution 2022-XXX June 7, 2022 Page 3 of 3
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the South Lake Tahoe City Council.
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From: John Hitchcock
To: Madison Dederick
Subject: FW: Ski Run Park - Coverage Request
Date: Monday, May 16, 2022 1:14:59 PM
fyi
From: Devin Middlebrook <[email protected]>
Sent: Wednesday, May 11, 2022 5:31 PM
To: John Hitchcock <[email protected]>
Subject: Ski Run Park - Coverage Request
John,
This email is to officially request the city for a transfer of coverage for the Ski Run Community Park.
According to the parcel tracker (https://parcels.laketahoeinfo.org/Parcel/Detail/027-161-030) there are current some existing and banked development rights on the property.
Existing 23 sqft. of class 5 coverage
Banked 309 sqft of class 1b coverage
Banked 256sqft of CFA
Current project design calls for 1,447 sqft of class 5 coverage needed.
We would like to request enough coverage to finish the project. If we can use the existing and banked coverage we would need 1,115 sqft. of class 5 or more sensitive coverage. If the on site development rights can't be used, we would request all 1,447 sq.
Please let me know if you need any other details from me.
Thanks,
Devin Middlebrook
[email protected]
530-208-6155
This is a verified communication from the City of South Lake Tahoe. If you suspect that this message was not sent from a verified source, contact the City of South Lake Tahoe IT department at [email protected]
364
City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 24
Agenda Item: Appropriation of Funding for Mold Remediation and Asbestos Abatement at 1700 D Street
Executive Summary: Earlier this year, mold was discovered on building plans required to be permanently retained under our records retention schedule when Development Services initiated a Request for Proposals to scan the building plans. Upon further investigation, mold was discovered in portions of the Public Works building at 1700 D Street, where the building plans are stored, from a leak in the roof that has since been repaired. Asbestos was also discovered during the mold survey. Staff recommends passing a motion to authorize the allocation of $49,000 to be used to pay for mold remediation of the plans and affected portions of the building, as well as asbestos abatement. The funds will be used to pay several contractors: Emergency Restoration & Cleaning for their mold remediation/asbestos abatement services at 1700 D St - specifically the Development Services planning documents and document storage room, the upper storage area, and the IT closet; Adam Labs, Inc. for their air quality testing and asbestos/mold survey of the above mentioned areas; and Sierra Pacific Loss Management for their management fees - a company recommended by the City's insurance pool to help with managing the mold remediation process as they have extensive experience in this area.
Requested Action / Suggested Motions: Pass a Resolution appropriating $49,000 from General Fund Undesignated Excess Reserve for mold remediation and asbestos abatement at 1700 D Street.
Responsible Staff Members: Rebecca Penado, Risk Manager, Hilary Roverud, Development Services Director and Travis Shindelbower, Facilities Maintenance Manager Responsible Staff Member: Rebecca Penado, Risk Manager (530) 542-6064 Hilary Roverud, Development Services Director (530) 542-6024 Travis Shindelbower, Facilities Maintenance Manager (530) 542-6088 Reviewed and Approved By:
Susan Blankenship, City Clerk
Olga Tikhomirova, Finance Director
Heather Stroud, City Attorney
Attachments:
01-Staff_Report_-_Mold_and_Asbestos_Abatement_1700_D_Street.docx 02 - Mold Report.pdf
03 - Agreement with Emergency Restoration & Cleaning.pdf 04 - Resolution Appropriating Funds for Mold and Asbestos Remediation.docx 365
Council Agenda Report June 7, 2022 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Appropriation of Funding for Mold Remediation and Asbestos Abatement at 1700 D Street
Location: 1700 D Street
Responsible Staff Member: Rebecca Penado, Risk Manager (530) 542-6064 Hilary Roverud, Development Services Director (530) 542-6024 Travis Shindelbower, Facilities Maint. Manager (530) 542-6088 Background: Development Services recently put out a Request for Proposals (RFP) to have all paper planning documents converted to digital form. Some of the companies interested in submitting a bid for the project requested permission to inspect the documents to get a better idea of the job scope. During this inspection, one of the companies identified mold on some of the documents, and told the City that decontamination and remediation of the mold would be necessary before scanning the documents. As a result, the City had air quality testing conducted in the Development Services document storage room at 1700 D St, and the documents were confirmed as having clinically significant fungal contamination. The upper storage area and IT closet were also identified as areas of concern by Facilities Maintenance, due to a recently repaired roof leak, and were tested as well; the testing found clinically significant fungal air contamination in this area as well. During the mold survey, asbestos was also found in the building. As a result, limited remediation of the above-mentioned areas is necessary. This judgment is based on laboratory confirmation of clinically significant fungal air contamination, visible mold, and water damage on the sheet rock ceiling located in the upstairs loft storage/IT closet and on the documents located in the downstairs Development Services document storage room.
Per the City’s procurement policy, three quotes for the scope of work needed were obtained. The quote with the lowest financial impact was submitted by Emergency Restoration & Cleaning, with the quoted cost coming in just under $45,000. Another $2,500 is needed to budget for clearances and work completed to date (asbestos/mold survey) done by Adam Labs, Inc., and another $1,500 is needed to budget for Sierra Pacific Loss Management fees – a company recommended by our insurance pool to help with managing the mold remediation process as they have extensive experience in this area.
Issue and Discussion: Staff recommends passing a motion to authorize the allocation of $49,000 to Facilities Maintenance to be used to pay Emergency Restoration & Cleaning for their mold remediation and asbestos abatement services, Adam Labs, Inc. for their air quality testing and asbestos/mold survey, and Sierra Pacific Loss Management for their management fees. 366
Council Agenda Report June 7, 2022 Page 2 of 2
Financial Implications: The project amount is not to exceed $49,000. Staff is requesting allocation of money from the General Fund Undesignated Excess Reserve to Facilities Maintenance account #100-03310-42025 to be able to pay for the services.
Environmental Considerations: The project is categorically exempt from CEQA under Class 1 (Repair and maintenance of existing facilities, §15301).
Policy Implications: There are no Policy implications at this time. 367
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CITY OF SOUTH LAKE TAHOE
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of the 7th day of June 2022 by and between the City of South Lake Tahoe, a municipal corporation (“City”) and Emergency Restoration and Cleaning (“Consultant”).
RECITALS
A. Consultant is specially trained, experienced and competent to perform the mold remediation and asbestos abatement services which will be required by this Agreement.
B. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
C. City desires to retain Consultant to render professional services as set forth in this Agreement.
AGREEMENT
1. Scope of Services. Consultant shall perform the services set forth in this agreement and shall provide said services at the time, place, and in the manner specified in this agreement. Consultant shall have no power or authority by this Agreement to bind City in any respect.
The Consultant agrees that it has satisfied itself by its own investigation and research regarding the conditions affecting the work to be done and labor and materials needed, and that its decision to execute this Contract is based on such independent investigation and research.
All services provided by Consultant pursuant to this Agreement will be provided in accordance with the terms set forth in the Exhibit A, “Scope of Services,” attached hereto and incorporated herein by reference. Exhibit B, “Compensation Schedule,” attached hereto and incorporated herein by reference, outlines the fees and compensation which shall be paid pursuant to this Agreement.
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2. Term/Time of Performance. The services by Consultant are to commence upon the execution of the Agreement and continue until the work outlined has been completed.
3. Compensation. Compensation to be paid to Consultant shall be in accordance with the Schedule set forth in Exhibit B which is attached hereto and incorporated herein by reference. In no event shall Consultant’s compensation, including travel and out-of-pocket expenses, exceed $45,000 without additional written authorization from City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to City at the time of payment. Payment is contingent upon compliance with all terms and conditions of this Agreement, as set forth herein. Consultant shall obtain prior written authorization from the City Project Manager for any costs in excess of budgeted amounts for each line item, task, or obligation under the Scope of Services.
4. Method of Payment. Consultant shall submit a final invoice to City describing the work performed during the mold remediation and asbestos abatement.
Consultant’s bill shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, the applicable hourly rate, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff.
5. Extra Work. At any time during the term of this Agreement, City may request that Consultant perform extra work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, extra work without prior written authorization from City.
6. Termination. This Agreement may be terminated by City or Consultant immediately for cause or without cause upon thirty days (30) days written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination, and City shall be entitled to all work performed to that date.
Termination, revocation, or expiration of this Agreement shall not release either party from liability resulting from an event which occurred prior to such termination, revocation or expiration.
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7. Ownership of Documents.
All plans, studies, documents and other writings, including working notes and internal documents, prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, shall become the property of City upon payment to Consultant for such work, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party.
Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents and other writings to City upon written request. All documents prepared by Consultant are confidential and shall be maintained to preserve their confidential nature. Release of any such documents to third parties shall only be made upon written consent of City.
8. Consultant’s Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant for services provided pursuant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from records shall be available at Consultant’s address indicated for the date of termination or completion of this Agreement. c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to City for inspection at City offices when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City may, by written request by 378
any of the above-named officers, require that custody of the records be given to City and that the records and documents be maintained at City offices. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant’s representatives, or Consultant’s successor-in-interest.
9. Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of City.
Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City’s employees, and Consultant hereby expressly waives any claim it may have to any such rights. All employees, agents, contractors or subcontractors hired or retained by Consultant are employees, agents, contractors or subcontractors of Consultant and not of the City.
City is not required to make any deductions or withholdings form the compensation payable to Consultant under the provisions of this Contract, and is not required to issue W-2 Forms for income and employment tax purposes for any of Consultant’s assigned personnel. Any third party persons employed by Consultant shall be entirely and exclusively under the direction, supervision, and control of Consultant. Consultant hereby indemnifies and holds City harmless from any and all claims that may be made against City based upon any contention by any third party that an employer-employee relationship exists by reason of this Contract.
10. Interest of Consultant. Consultant, (and principals, associates and professional employees of consultant) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant’s services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
a. Will conduct research and arrive at conclusions with respect to his/her rendition of information, advice, recommendation or counsel independent of the control and direction of City or of any City official, other than normal agreement monitoring; and,
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b. Possesses no authority with respect to any city decision beyond rendition of information, advice, recommendation or counsel. [FPPC Reg. 18700(a)(2)].
11. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant’s field of expertise.
12. Compliance with Laws. Consultant shall comply with all applicable federal, state, regional and local laws, codes, ordinances and regulations in carrying out his/her duties under this Agreement. Consultant shall observe and comply with all applicable laws, ordinances, regulations and codes of federal, state and local governments, and shall commit no trespass on any public or private property in performing any of the work authorized by this Agreement. The City, its officials, officers, elected officials, appointed officials and employees shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section.
In the event it is determined that the Consultant is required to pay prevailing wages for the work performed under this Agreement, the Consultant shall pay all penalties and wages as required by law.
13. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall maintain a City of South Lake Tahoe business license at all times services are performed under this Agreement. Consultant acknowledges that payments made pursuant to this Agreement may be withheld until this provision has been satisfied.
14. Indemnity. Consultant hereby agrees to and shall indemnify and hold harmless City, its elected and appointed boards, officers, agents, employees and volunteers from and against any liability for any and all claims, demands, actions, losses, damages and injuries, direct or indirect (including any and all 380
costs and expenses in connection therein), arising out of this Agreement or caused in any way by Consultant’s negligent performance of this Agreement or its breach of its obligations contained in this Agreement, except for any such claims arising out of the negligence or willful misconduct of the City.
Consultant agrees to defend City from and against any and all losses, damages, claims costs and fees arising out Consultant’s negligent acts, errors, omissions, regarding this Agreement, the Consultant’s work under this Agreement, or the consultant’s Scope of Work.
City does not, and shall not, waive any rights against Consultant which it may have by reason of the aforesaid hold harmless agreement, because of the acceptance by City, or the deposit with City by Consultant, of any of the insurance policies hereinafter set forth.
This hold harmless agreement by Consultant shall apply to all damages and claims for damages, or alleged to have been suffered, by reason of any of the aforesaid operation of Consultant or any subcontractor, regardless of whether or not such insurance policies shall have been determined to be applicable to any of such damages or claims for damages.
Consultant further waives any and all rights to any type of express or implied indemnity or right of contribution from the City for any liability, claims, demands, costs, charges and expenses and causes of action of whatsoever arising out of or in any way connected with this Agreement, and consultant’s work under this Agreement.
15. Insurance Requirements.
a. Consultant, at Consultant’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies.
i. Workers’ Compensation Coverage. Consultant shall maintain Workers’ Compensation Insurance and Employer’s Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California for all of the subcontractor’s employees. Any notice of cancellation of all Workers’ Compensation policies must be received by City 381
at least thirty (30) days prior to such change. Consultant shall provide thirty (30) days written notice of nonrenewal of any Workers’ Compensation policies. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work
performed by Consultant for City.
ii. Commercial General Liability Coverage. Consultant shall maintain commercial general liability insurance no less broad than ISO form CG 00 01 in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. Coverage must be made on
the standard Occurrence form. Claims-Made forms are not acceptable without prior written consent of City. City of South Lake Tahoe must be endorsed as an additional insured for liability arising out of ongoing operation by on behalf of Consultant. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required
occurrence limit.
iii. Automobile Liability Coverage. 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 work to be performed under this Agreement, including coverage for owned, hired and nonowned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence. iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant or by its employees, or subcontractors. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit per occurrence basis.
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b. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a AM Best’s rating of no less than A:VII and shall be endorsed with the following specific language:
i. City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional
insured’s under Consultant’s General Liability and Automobile Liability policies with respect to liability arising out of this Agreement and/or work performed by or on behalf of the
Consultant, including materials, parts or equipment furnished in connection with such work or operations.
ii. This policy shall be considered primary insurance as respects City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by City, including any self-insured retention City may have, shall be considered excess insurance only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each,
except with respect to the limits of liability of the insuring Consultant.
iv. The insurer waives all rights of subrogation against City except for Consultant’s Professional Liability and Employers’ Liability policies, its elected or appointed officers, officials, employees or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. vi. No policies of insurance carried by Consultant shall be suspended, voided, canceled, or changed in coverage or in limits except after thirty (30) days written notice to the City Attorney by Certified Mail.
c. Deductibles and Self-Insured Retentions. The Consultant shall be responsible for all deductibles in all of Consultant’s insurance policies. 383
The amount of deductibles for insurance coverage required herein shall be reasonable and approved by the City Attorney.
d. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Consultant shall not commence work under this contract until all insurance required under this section has been approved by City as to form, amount and carrier, nor shall Consultant allow any subcontractor to commence work on any subcontract until all similar insurance required and reasonably consistent limits of the subcontractor has been so obtained and approved. Certificates of insurance shall contain no exclusions unless negotiated with the City Attorney and approved, in writing, by the City Attorney.
16. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the address set forth below.
Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of South Lake Tahoe
1901 Lisa Maloff Way
South Lake Tahoe, CA 96150
Provide a copy to: City Attorney’s Office
City of South Lake Tahoe
1901 Lisa Maloff Way, Suite 300
South Lake Tahoe, CA 96150
If to Consultant: Emergency Restoration & Cleaning
3073 Kilgore Rd.
Rancho Cordova, CA 95670
Provide a copy to: Kevin Manzer, ERC President
Emergency Restoration & Cleaning
3073 Kilgore Rd
Rancho Cordova, CA 95670
17. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any 384
or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in the Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law.
18. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.
19. Dispute Resolution. Any dispute concerning this Agreement will be first submitted to the City Manager or his designee for resolution. If no resolution is reached, such dispute shall be submitted to the City Council. The decision of the City Council shall be final and shall be appealable only to the El Dorado Superior Court pursuant to California Code of Civil Procedure §1094.5, and as provided by law.
20. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in the Superior Courts in the County of El Dorado, South Lake Tahoe Division.
21. Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any Consultant or person, other than the independent contractors hired in accordance with Consultant’s standard business practice, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any Consultant or person, other than a bona fide employee working solely for Consultant or an independent contractor hired as discussed above, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
22. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, disability, ancestry, sex or age. Such non-discrimination shall 385
include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action Plan, or other related programs or guidelines currently in effect or hereinafter enacted.
23. Drug-Free Workplace Certification. By signing this Agreement, Consultant hereby certifies under penalty of perjury under the laws of the State of California that the Consultant will comply with the requirements of the DrugFree Workplace Act of 1990 (Government Code Section 8350, et seq.) and will provide a drug-free work place by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355 (a). b. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b) to inform employees about all of the following:
i. The dangers of drug abuse in the workplace;
ii. The person’s or organization’s policy of maintaining a drug-free workplace;
iii. Any available counseling, rehabilitation and employee assistance program; and
iv. Penalties that may be imposed upon employees for drug abuse violations.
c. Provide, as required by Government Code Section 8355(c), that every employee who performs grant activities under this Agreement:
i. Will receive a copy of the Consultant’s drug-free policy statement; and
ii. Will agree to abide by the terms of the Consultant’s statement as a condition of employment on this Agreement.
Failure to comply with these requirements may result in suspension of payments under this Agreement or termination of the Agreement, or both, and Consultant may be ineligible for award of any future City agreements if City determines that any of the following has occurred: the Consultant (1) has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above.
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24. Anti-Lobbying Certification. Consultant shall submit to City the Anti-Lobbying Certification contained in Exhibit C. Further, Consultant shall require that the language of the certification in Exhibit C be included in all contracts or subcontracts entered into in connection with this Agreement and that all Consultants and contractors shall certify and disclose accordingly.
25. Debarment, Suspension, Ineligibility and Voluntary Exclusion. By signing this Agreement, Consultant assures that neither it nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.
26. Americans with Disabilities Act. By signing this Agreement, Consultant assures the City that it complies with the American with Disabilities Act (ADA) of 1990, (42 U.S.C. 12101, et. seq.), which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to ADA.
27. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
28. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.
29. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
30. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
31. Time is of the Essence. Time is of the essence for this Agreement.
32. Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement.
Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF SOUTH LAKE TAHOE: CONSULTANT:
By___________________________ By ________________________________ Joseph D. Irvin, City Manager Kevin Manzer, ERC President Date __________________________ Date _____________________________ Business License # ___________________
APPROVED AS TO FORM:
By____________________________ Date ________________________________ Heather L. Stroud, City Attorney
ATTEST:
By______________________________ Date ________________________________ Susan Blankenship, City Clerk
Attachments:
Exhibit A – Scope of Services
Exhibit B – Compensation Schedule
Exhibit C - Anti-Lobbying Certification
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EXHIBIT A
SCOPE OF SERVICES
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Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
Insured: DT_1700 D Street, Lake Tahoe
Property: 1700 D Street
Lake Tahoe, CA 96150
Estimator: Cole Kristoffersen Business: (916) 206-5545
Position: Estimator E-mail: [email protected]
Company: Emergency Restoration & Cleaning
Business: 3073 Kilgore Road
Gold River , CA 95670
Claim Number: Policy Number: Type of Loss:
Date of Loss: Date Received:
Date Inspected: Date Entered: 3/30/2022 7:11 AM
Price List: CAST8X_MAR22
Restoration/Service/Remodel
Estimate: DT_1700_D-ST_LAKE_TA
390
Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 2
DT_1700_D-ST_LAKE_TA
Main Level
Main Level
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
DWELLING
1. Hazardous Waste/Mold Cleaning Technician - per 256.00 HR 82.81 0.00 21,199.36 (0.00) 21,199.36 hour
Increase for Prevailing wage requirements
2. Hazardous Waste/Mold Cleaning- 32.00 HR 98.50 0.00 3,152.00 (0.00) 3,152.00 Supervisory/Admin- per hour
Increase for Prevailing wage requirements
3. Hotel Per Deim 32.00 EA 120.00 0.00 3,840.00 (0.00) 3,840.00
4. Food Per Deim 32.00 EA 74.00 0.00 2,368.00 (0.00) 2,368.00
5. Downdraft table 4.00 EA 250.00 0.00 1,000.00 (0.00) 1,000.00
6. Cargo van and equipment - per day 8.00 EA 125.00 0.00 1,000.00 (0.00) 1,000.00
7. Fuel surcharge 2.00 EA 100.00 0.00 200.00 (0.00) 200.00
8. Tandem axle dump trailer - per load - including 1.00 EA 272.96 0.00 272.96 (0.00) 272.96 dump fees
9. Plastic contractor debris bag 150.00 EA 0.81 10.63 132.13 (0.00) 132.13 Asbestos Abatement
ASBESTOS ABATEMENT
10. Negative air fan/Air scrubber (24 hr period) - No 6.00 DA 75.00 0.00 450.00 (0.00) 450.00 monit.
11. Add for HEPA filter (for negative air exhaust fan) 3.00 EA 200.96 47.92 650.80 (0.00) 650.80
12. Equipment decontamination charge - per piece of 3.00 EA 46.34 1.28 140.30 (0.00) 140.30 equipment
13. Add for personal protective equipment (hazardous 12.00 EA 12.86 13.50 167.82 (0.00) 167.82 cleanup)
14. Respirator cartridge - HEPA only (per pair) 12.00 EA 13.86 14.55 180.87 (0.00) 180.87
15. Fuel surcharge 2.00 EA 100.00 0.00 200.00 (0.00) 200.00
16. Hazardous waste hauling & disposal - (Bid Item) 1.00 EA AS INCURRED Dwelling Totals: 10.63 33,164.45 33,164.45
Asbestos Abatement Totals: 77.25 1,789.79 1,789.79
Total: Main Level 87.88 34,954.24 0.00 34,954.24
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3 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 3
Downstairs Document Storage
2' 6" 13' 7"
6" 13' 11"
10' 6"11' 2"
3'
6' 8"
7'
6' 8"
7' Downstairs Document Storage Height: Sloped
505.02 SF Walls
675.83 SF Walls & Ceiling
18.96 SY Flooring
53.53 LF Ceil. Perimeter
170.81 SF Ceiling
170.63 SF Floor
48.00 LF Floor Perimeter
Door 2' 6" X 6' 8" Opens into Exterior
Door 3' X 6' 8" Opens into Exterior
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
DWELLING
17. Tear out wet non-salvageable carpet, cut/bag - Cat 170.63 SF IN LBR HRS 3 water
18. Tear out wet carpet pad, cut/bag - Category 3 170.63 SF IN LBR HRS water
19. Containment Barrier/Airlock/Decon. Chamber 30.00 SF 0.16 0.42 5.22 (0.00) 5.22
20. Peel & seal zipper 1.00 EA 9.25 0.81 10.06 (0.00) 10.06
21. Neg. air fan/Air scrub.-Large (per 24 hr period)- 5.00 DA 112.50 0.00 562.50 (0.00) 562.50 No monit.
Asbestos Abatement
ASBESTOS ABATEMENT
22. Tear out asbestos vinyl floor covering (no haul off) 170.63 SF 3.89 2.69 666.44 (0.00) 666.44
23. Remove asbestos floor mastic (no haul off) 170.63 SF 4.81 0.75 821.48 (0.00) 821.48
24. HEPA Vacuuming - Detailed - (PER SF) 846.45 SF 1.04 0.00 880.31 (0.00) 880.31
25. Clean more than the walls and ceiling 846.45 SF 0.70 0.74 593.26 (0.00) 593.26
26. Containment Barrier/Airlock/Decon. Chamber 30.00 SF 1.00 0.42 30.42 (0.00) 30.42
27. Peel & seal zipper 1.00 EA 13.48 0.81 14.29 (0.00) 14.29 Dwelling Totals: 1.23 577.78 577.78
Asbestos Abatement Totals: 5.41 3,006.20 3,006.20
Totals: Downstairs Document Storage 6.64 3,583.98 0.00 3,583.98 Area Dwelling Total: 11.86 33,742.23 33,742.23
Area Asbestos Abatement Total: 82.66 4,795.99 4,795.99
Totals: Main Level 94.52 38,538.22 0.00 38,538.22
Upstairs
392
Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 4
IT Closet
Upper Storage
Upper Document Storage
3' 7"
3' 11"
2' 6"
2' 7"
2' 3"
2' 5"
2' 3"
4' 3"
1' 10"
2'
5' 2"
5' 4"
IT Closet Height: 8' 6"
163.25 SF Walls
188.33 SF Walls & Ceiling
2.79 SY Flooring
21.17 LF Ceil. Perimeter
25.08 SF Ceiling
25.08 SF Floor
18.67 LF Floor Perimeter
Door 2' 6" X 6' 8" Opens into Exterior
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
DWELLING
28. Tear out wet drywall, cleanup, bag - Cat 3 69.00 SF IN LBR HRS Asbestos Abatement
ASBESTOS ABATEMENT
29. Containment Barrier/Airlock/Decon. Chamber 30.00 SF 1.00 0.42 30.42 (0.00) 30.42
30. Peel & seal zipper 1.00 EA 13.48 0.81 14.29 (0.00) 14.29
31. Tear off asbestos drywall (no haul off) 70.00 SF 1.92 2.08 136.48 (0.00) 136.48
32. HEPA Vacuuming - Detailed - (PER SF) 213.42 SF 1.04 0.00 221.96 (0.00) 221.96
33. Clean more than the walls and ceiling 213.42 SF 0.70 0.19 149.58 (0.00) 149.58 Asbestos Abatement Totals: 3.50 552.73 552.73
Totals: IT Closet 3.50 552.73 0.00 552.73
IT Closet
Upper Storage
Upper Document Storage
5' 2"
5' 4"
3' 7"
3' 2"
3' 11"
2' 6" 4' 1"
7" 4' 5"
5' 6"
6' 11"
4'
2' 7"
2' 11" 2' 7"14' 11"
15' 5"
12' 8"
13'
Upper Storage Height: 7' 1"
402.92 SF Walls
577.52 SF Walls & Ceiling
19.40 SY Flooring
63.00 LF Ceil. Perimeter
174.60 SF Ceiling
174.60 SF Floor
56.50 LF Floor Perimeter
Door 2' 6" X 6' 8" Opens into Exterior
Door 4' X 6' 8" Opens into UPPER_DOCUME
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
DWELLING
34. Tear out wet drywall, cleanup, bag - Cat 3 318.04 SF IN LBR HRS
35. Neg. air fan/Air scrub.-Large (per 24 hr period)- 4.00 DA 112.50 0.00 450.00 (0.00) 450.00 No monit.
Asbestos Abatement
393
5 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 5
CONTINUED - Upper Storage
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
ASBESTOS ABATEMENT
36. Tear off asbestos drywall (no haul off) 318.00 SF 1.92 9.46 620.02 (0.00) 620.02
37. Containment Barrier/Airlock/Decon. Chamber 110.00 SF 1.00 1.54 111.54 (0.00) 111.54
38. Peel & seal zipper 2.00 EA 13.48 1.62 28.58 (0.00) 28.58
39. HEPA Vacuuming - Detailed - (PER SF) 752.13 SF 1.04 0.00 782.22 (0.00) 782.22
40. Clean more than the walls and ceiling 752.13 SF 0.70 0.66 527.15 (0.00) 527.15 Dwelling Totals: 0.00 450.00 450.00
Asbestos Abatement Totals: 13.28 2,069.51 2,069.51
Totals: Upper Storage 13.28 2,519.51 0.00 2,519.51
IT Closet
Upper Storage
Upper Document Storage 16' 10" 16' 2"
2' 6"
2' 6"11' 1"
11' 1"
3' 11"
3' 7"
5' 4"
4'
17' 9"
18' 3"
2' 6"3'4"
13'
13' 8" Upper Document Storage Height: 8'
637.33 SF Walls
970.21 SF Walls & Ceiling
36.99 SY Flooring
85.50 LF Ceil. Perimeter
332.88 SF Ceiling
332.88 SF Floor
78.50 LF Floor Perimeter
Door 4' X 6' 8" Opens into UPPER_STORAG
Door 3' X 6' 8" Opens into Exterior
DESCRIPTION QTY UNIT PRICE TAX RCV DEPREC. ACV
DWELLING
41. Tear out wet drywall, cleanup, bag - Cat 3 332.88 SF IN LBR HRS Asbestos Abatement
ASBESTOS ABATEMENT
42. Tear off asbestos drywall (no haul off) 432.00 SF 1.92 12.85 842.29 (0.00) 842.29
43. HEPA Vacuuming - Detailed - (PER SF) 1303.08 SF 1.04 0.00 1,355.20 (0.00) 1,355.20
44. Clean more than the walls and ceiling 1303.08 SF 0.70 1.14 913.30 (0.00) 913.30 Asbestos Abatement Totals: 13.99 3,110.79 3,110.79
Totals: Upper Document Storage 13.99 3,110.79 0.00 3,110.79 Area Dwelling Total: 0.00 450.00 450.00
394
6 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 6
Area Asbestos Abatement Total: 30.77 5,733.03 5,733.03
Totals: Upstairs 30.77 6,183.03 0.00 6,183.03
Area Dwelling Total: 11.86 34,192.23 34,192.23
Area Asbestos Abatement Total: 113.43 10,529.02 10,529.02 Line Item Totals: DT_1700_D-ST_LAKE_TA 125.29 44,721.25 0.00 44,721.25 Grand Total Areas:
1,708.52 SF Walls 703.37 SF Ceiling 2,411.89 SF Walls and Ceiling 703.19 SF Floor 78.13 SY Flooring 201.67 LF Floor Perimeter
0.00 SF Long Wall 0.00 SF Short Wall 223.20 LF Ceil. Perimeter 703.19 Floor Area 771.08 Total Area 1,708.52 Interior Wall Area 1,644.91 Exterior Wall Area 182.83 Exterior Perimeter of Walls
0.00 Surface Area 0.00 Number of Squares 0.00 Total Perimeter Length
0.00 Total Ridge Length 0.00 Total Hip Length
Coverage Item Total % ACV Total %
Dwelling 34,192.23 76.46% 34,192.23 76.46%
Other Structures 0.00 0.00% 0.00 0.00%
Contents 0.00 0.00% 0.00 0.00%
Asbestos Abatement 10,529.02 23.54% 10,529.02 23.54%
Total 44,721.25 100.00% 44,721.25 100.00%
395
Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 7
Summary for Dwelling
Line Item Total 34,180.37
Material Sales Tax 11.86
Replacement Cost Value $34,192.23
Net Claim $34,192.23
Cole Kristoffersen
Estimator
396
8 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 8
Summary for Asbestos Abatement
Line Item Total 10,415.59
Material Sales Tax 113.43
Replacement Cost Value $10,529.02
Net Claim $10,529.02
Cole Kristoffersen
Estimator
397
9 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 9
Recap of Taxes
Material Sales Tax (8.75%) Storage Rental Tax (8.75%)
Line Items 125.29 0.00
Total 125.29 0.00
398
0 Emergency Restoration and Cleaning
3073 Kilgore Road
Rancho Cordova, CA 95670
T: 916.206.5545
F: 916.594.9630
E: [email protected]
Lic# 998335 ID# 27-2541678
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 10
Recap by Room
Estimate: DT_1700_D-ST_LAKE_TA
Area: Main Level 34,866.36 78.18%
Coverage: Dwelling 95.09% = 33,153.82
Coverage: Asbestos Abatement 4.91% = 1,712.54
Downstairs Document Storage 3,577.34 8.02%
Coverage: Dwelling 16.12% = 576.55
Coverage: Asbestos Abatement 83.88% = 3,000.79
Area Subtotal: Main Level 38,443.70 86.20%
Coverage: Dwelling 87.74% = 33,730.37
Coverage: Asbestos Abatement 12.26% = 4,713.33
Area: Upstairs
IT Closet 549.23 1.23%
Coverage: Asbestos Abatement 100.00% = 549.23
Upper Storage 2,506.23 5.62%
Coverage: Dwelling 17.96% = 450.00
Coverage: Asbestos Abatement 82.04% = 2,056.23
Upper Document Storage 3,096.80 6.94%
Coverage: Asbestos Abatement 100.00% = 3,096.80
Area Subtotal: Upstairs 6,152.26 13.80%
Coverage: Dwelling 7.31% = 450.00
Coverage: Asbestos Abatement 92.69% = 5,702.26
Subtotal of Areas 44,595.96 100.00%
Coverage: Dwelling 76.64% = 34,180.37
Coverage: Asbestos Abatement 23.36% = 10,415.59
Total 44,595.96 100.00%
399
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 11
Main Level
Downstairs Document Storage
Main Level
16' 3"
16' 11"
10' 6"
11' 2"
400
DT_1700_D-ST_LAKE_TA 4/1/2022 Page: 12
Upstairs
IT Closet
Upper Storage
Upper Document Storage
Upstairs
5' 2"
5' 4"
3' 7"
3' 11"
3' 2"
7' 6"
7' 6"
9' 1"
9' 5"
14' 11"
15' 5"
12' 8"
13'
7'
7' 6"
4' 3"
1' 10"
2'
1' 1"
16' 2"
16' 10"
2' 6"
2' 6"
11' 1"
11' 1"
17' 9"
18' 3"
2' 6"
2' 6"
4'
4'
13'
13' 8"
3' 7"
5' 6"
6' 11"
401
EXHIBIT B
SCHEDULE OF CHARGES AND TIMELINE
BUDGET
Estimated fees (not to exceed) $38,800.00
Hourly Rate: $ N/A___
Travel and out-of-pocket expenses $6,200.00
(travel is included in the TOTAL (not to exceed amount)) TOTAL (not to exceed) $45,000.00
TIMELINE
Work will commence in mid-June after budget allocation has been approved by City Council and is expected to take four (4) days.
402
EXHIBIT C
ANTI-LOBBYING CERTIFICATION
Consultant shall submit to City this certification prior to or at the time of the execution of this Agreement.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty not less than $10,000 and no more than $100,000 for such failure.
The undersigned certifies, to the best of his or her knowledge or belief, that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; and
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, cooperative agreement, it will complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instruction.
Consultant: Emergency Restoration & Cleaning
Kevin Manzer, ERC President
By:________________________________________
403
Resolution 2022-XXX June 7, 2022 Page 1 of 2
Resolution 2022-XXX
Adopted by the City of South Lake Tahoe
City Council
June 7, 2022
Appropriating $49,000 from General Fund Undesignated Excess Reserve for Mold Remediation and Asbestos Abatement at 1700 D Street
BACKGROUND
A. In preparing to scan paper planning documents to digital form, the Development Services Department discovered mold on the documents, which triggered a mold investigation in the Public Works building where they were stored at 1700 D Street.
B. During the mold investigation, it was discovered that the source of the mold is most likely a roof leak which has since been repaired; however the Development Services document storage room, upper storage area, and IT closet have been identified in need of limited mediation of mold and asbestos.
C. Per the City’s procurement policy, three quotes for the remediation were obtained, and Emergency Restoration & Cleaning submitted the quote with the lowest financial impact, at $45,000.
D. Another $2,500 is needed to budget for clearances and work complete to date, namely the mold and asbestos survey performed by Adam Labs, Inc.
E. Another $1,500 is needed to budget for Sierra Pacific Loss Management fees, which is a company recommended by our insurance pool to assist with managing the remediation process.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, BE IT RESOLVED, that the City Council of the City of South Lake Tahoe:
1. Appropriates funds in the amount of $49,000 from the General Fund Undesignated Excess Reserve into account number 100-03310-42025 Maintenance Operations/Contract Services for mold remediation and asbestos abatement at 1700 D Street.
Adopted by the City of South Lake Tahoe City Council on June 7, 2022 by the following vote:
Yes:
No:
Absent:
Abstain:
________________________ Date:_________
Devin Middlebrook, Mayor
404
Resolution 2022-XXX June 7, 2022 Page 2 of 2
Attest:
________________________
Susan Blankenship, City Clerk
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the South Lake Tahoe City Council.
405
City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 25
Agenda Item: Professional Services Agreement with Sosu.TV for Broadcasting, Media, and Video Production Services
Executive Summary: In an effort to continually improve the City’s video production, public meeting production, and Channel 21 offerings, the goal of the Communications/Marketing division is to bring on a firm that can lead our organization to new heights and one that is representative of a city that boasts 100,000+ population throughout the year, despite our census population. Staff recommends approval of a 2-year contract with Sosu.TV, an established video production company that specializes in creative content creation, video and public meeting production, and Public, Education, Government (PEG) channel management and programming for public/governmental entities.
In addition, Sosu.TV would be able to conduct an analysis of our current production set-up to identify immediate, mid-term, and long-range technology improvements to ensure high-quality public meeting production that keep up with current innovations. Such improvements could be funded through the PEG fund, which is generated from Charter Communication’s quarterly PEG franchise fee payment. This fund, which is limited in use to PEG infrastructure purchases, could reasonably cover the cost of updating the infrastructure in the Council Chamber and the control room.
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the Mayor to execute a Professional Services Agreement with Sosu.TV for a 2-year agreement not to exceed $177,000, with the option to renew for one (1), two (2) year term for broadcasting, media, and video production services.
Responsible Staff Member: Lindsey Baker, Assistant to the City Manager/Public Information Officer Responsible Staff Member: Lindsey Baker, Assistant to the City Manager/Public Information Officer (530) 542-6093
Reviewed and Approved By:
Susan Blankenship, City Clerk
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report - PSA Sosu TV.docx
02-Video Production RFP.pdf
03-Sosu.tv RFP Proposal.pdf
04 - Agreement with Sosu.tv.pdf
406
Council Agenda Report- June 7, 2022 Page 1 of 3
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Professional Services Agreement with Sosu.TV for Broadcasting, Media, and Video Production Services
Location: Citywide
Responsible Staff Member: Lindsey Baker, Assistant to the City Manager/Public Information Officer (530) 542-6093
Background: While the City’s census population sits at just over 25,000, our seasonal and peak travel populations can hit 100,000 or more. As such, the goal is to operate our communications as a larger city, creating high-quality video productions not just for public meetings, but also more marketing-focused productions that can reach a diverse, fluctuating audience year-round to demonstrate all the City of South Lake Tahoe has to offer.
South Lake Tahoe’s residential population is very active and engaged in public meetings, outreach efforts, and general public policy-making processes. It is important that we produce high-quality productions for the public, education, and government (PEG) channel, increase the turnover of productions on our PEG channel to allow for greater variety and eliminate the possibility of stale information continuing to be broadcast, and improve this underutilized resource to the benefit of our residents and visitors.
Crystal Entertainment, the City’s previous provider of public meeting video production services exercised their agreement’s 30-day termination clause effective April 4, 2022. Since this time, the City’s Information Technology team, led by Sebastian Knapp and in coordination with the City Clerk’s Office, have continued to produce all public meetings with the hybrid Zoom option, Spanish translation, streaming on Granicus (web agenda platform), and streaming and replay on Channel 21. Staff is grateful for their work in bridging this gap between professional video production providers.
Issue and Discussion: Staff released a Request for Proposals to the public on March 16 for professional consulting services to provide the City with professional-level recording and broadcasting of public meetings and to manage and schedule the local government channel, create and produce original content for the local government channel, and provide a full assessment of and recommendations to modernize current audio-visual equipment that is used for meeting production in the City Council Chamber and Control Room. The RFP was developed through significant research of municipal video and public meeting production best practices, consulting with state-level and national industry experts, and professional experience of the City’s Public Information Officer.
Should infrastructure upgrades be required or recommended, such improvements could be funded through the Public, Educational, and Governmental (PEG) fund, which is generated from Charter Communication’s quarterly PEG franchise fee payment. This fund, which is limited in 407
Council Agenda Report- June 7, 2022 Page 2 of 3
use to PEG infrastructure purchases, could reasonably cover the cost of updating the infrastructure in the Council Chamber and the control room.
Staff received one proposal for the RFP, which closed on April 15, 2022. Upon evaluation of the proposal and interview with the vendor by a seven-member, cross-sectional evaluation committee, Sosu.TV received an average score of 93.57 out of 100.
Sosu.TV Proposal Overview
Sosu.TV proposed the following, based on the RFP requested services:
1. Meeting Broadcast/Livestream Services (example: https://youtu.be/9-uui8i_Ed8 )
2. Programming Services/Maintenance
3. A/V Consultation
4. Original Content Creation (examples: Saint_Marys_Angels_R2_2.mp4 - Saint_Marys_Angels_R2_2.mp4 - Frame.io; https://www.youtube.com/watch?v=EvBUMz4t96Y; https://www.youtube.com/watch?v=5D42V6puNtY)
5. Bulletin Board (example: https://www.youtube.com/watch?v=44FQNxh8TNY ) Details and proposed hours for each service are fully outlined in the attached 03-Sosu.TV RFP Proposal.
Evaluation Details
A review committee was created to evaluate and score the proposals. The committee consisted of Susan Blankenship, City Clerk, Olga Tikhomirova, Finance Director, Sebastian Knapp, IT Manager, Emily Abernathy, Events Specialist, Sheree Juarez, Communications Specialist, and Lindsey Baker, Assistant to the City Manager/PIO. Brandi Brown of Tahoe Production House also sat on the evaluation committee as an industry subject matter expert. Below is the scoring criteria and the scores for the single bidder:
Scoring Criteria
Cover Letter, 0-5 points
Executive Summary, 0-10 points
Company History, Background, and Experience, 0-20 points Scope of Work/Implementation, 0-35 points
Project Budget and Timeline. 0-25 points
Recent Projects/References, 0-5 points
408
Council Agenda Report- June 7, 2022 Page 3 of 3
Staff Recommendation:
Pass a motion authorizing and directing the Mayor to execute a Professional Services Agreement with Sosu.TV for $177,000 for a 2-year agreement with the option to renew for one (1) two (2) year term for Broadcasting, Media, and Video Production Services.
Financial Implications: Sufficient budget remains in the fiscal year 2021-2022 budget within the City Council budget account 100-01110--42025 Contract Services to cover the remaining three (3) months of FY 22. This is unused funding that had been budgeted for Crystal Entertainment, the previous provider for public meeting production services. Upcoming years’ cost will be brought to the City Council during the budget workshop discussion and included in the budget proposal for FY 23-24.
Environmental Considerations: The proposed Broadcasting, Media, and Video Production Services are statutorily exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15262 (Feasibility and Planning Studies) because it involves possible future actions which the City has not approved, adopted, or funded.
Policy Implications: The agreement with Sosu.TV supports the 2021-2026 Strategic Plan Priority 3, Community for All and Priority 5, Continuous Improvement. 409
City of South Lake Tahoe
Broadcasting, Media, and Video Production Services
Photos: South Lake Tahoe City Hall Council Chamber and Control Room RFP # 2022-04-15
REQUEST FOR PROPOSALS
410
2 SUMMARY
This RFP seeks to engage a qualified vendor with professional expertise and experience to provide the City with professional-level recording and broadcasting of public meetings, manage and schedule the local government channel, create and produce original content for the local government channel, and provide a full assessment of and recommendations to modernize current audio-visual equipment that is used for meeting production in the City Council Chamber and Control Room.
The onsite Audio/Visual Technician(s) or Specialist(s) is expected to be available in accordance with a set schedule of regular meetings and will have some flexibility to provide services at additional meetings when the need arises, with advance notice. Remote production capability is a highly desired option when the A/V technician(s) or specialist(s) are unable to be on-site due to inclement weather or other unforeseen circumstances.
Proposals are due on or before 4/15/2022 no later than 5pm (Pacific Standard Time) through the Planet Bids on-line procurement portal, U.S. mail or personal delivery to the address below. Proposals received after the deadline will not be accepted. Fax and e-mail submissions will not be accepted.
City of South Lake Tahoe
Attn: Lindsey Baker
Video Production Services
City Manager’s Office
1901 Lisa Maloff Way, Suite 230
South Lake Tahoe, CA 96150
Read this RFP document carefully as the award will be given to the most “responsible and responsive” Proposer responding to this RFP. The City of South Lake Tahoe reserves the right toaccept or reject any or all proposals or to make no award at all, to extend the period for acceptingproposals, to advertise the RFP at any time and to waive any minor irregularities in any proposals.
In the opinion of the City of South Lake Tahoe, this RFP is complete and without need of explanation.
However, if you have questions, or should you need any clarifying information, please use the Q&A feature that is found within Planet Bids, where the RFP is posted.
Please note that no information given will be binding upon the City unless such information is issued in writing as an official addendum to this RFP.
TIMELINE OF CRITICAL DATES
Release of RFP March 16, 2022
Council Chamber and Control Room
Walk-through by Appointment:
Contact [email protected] to schedule
March 31-April 1
1-3pm
Deadline for Question Submittal via Planet
Bids April 8, 2022
RFP submittals DUE April 15, 2022
Selection Committee Review Period April 18-22, 2022
Interviews with Highest Scored-Vendor(s) April 26, 2022 (subject to change) Intended Award Date May 17, 2022
411
3 SUBMITTAL PROCEDURES
1. Register with the City
All Proposers must complete a “Vendor Information Sheet” to be entered in the City of South Lake Tahoe Vendor Database, which is required to submit a proposal. Proposers will be notified by the City of any addenda that may be issued to this Request for Proposal (RFP). Proposers must register in the City’s Vendor Database to be notified of such addenda.
To register, go to: https://pbsystem.planetbids.com/portal/14997/portal-home and follow the instructions applicable to Proposer. Following submission, Proposer will receive a confirmation message within 24 hours from the City. Proposers are solely responsible for maintaining up-to-date and accurate information in the Vendor Database.
2. Number of Copies
The Proposer must submit in a sealed package(s) one (1) “Original”, and five (5) complete copy sets of the “Original” response. Proposals shall not be e-mailed or faxed to the City. Proposals not received by the date and time specified in this RFP, will be rejected. Documents submitted in response to this RFP will become the property of the City of South Lake Tahoe and will be regarded as public record under California Public Records Act under Government Code 6250 et seq., and subject to review or release to the public, excluding financial records marked “confidential” which shall be available for the Proposer to pick up following a review and selection of the firm(s).
3. Format
Font, Type and Style: All proposals shall be professionally prepared (no handwritten proposals will be accepted) and shall not exceed 25 double-sided pages. There are no requirements on font size, type or style.
4. Submittal Deadline
Response to this RFP is due on or before 04/15/2022 no later than 5 p.m. (Pacific Standard Time) through Planet Bids on-line portal or at City offices (address below). Reponses received after the deadline will not be accepted; there are no exceptions. Fax and Electronic-mailed (e-mail) submissions will not be accepted. Submit Proposals to:
City of South Lake Tahoe
Attn: Lindsey Baker
Video Production Services
City Manager’s Office
1901 Lisa Maloff Way, Suite 230
South Lake Tahoe, CA 96150
412
4 5. Selection Process
A Selection Committee consisting of City Staff will evaluate the submitted proposals. Proposer(s) will be objectively evaluated based on their responses to the project scope outlined in this RFP.
The written proposal should clearly demonstrate how the Proposer could best satisfy the requirements of the City. The Selection Committee will utilize the Evaluation Method and Criteria described on pages 10-11 of this RFP to rate and rank each proposal.
The Selection Committee shall invite the top-scoring Proposers to a Selection Interview in person or via an online video platform, during which the Proposer will provide a presentation. Upon completion of interviews, a recommendation by the Selection Committee to the City Council will be made and awarded in accordance with the City of South Lake Tahoe Procurement Policies & Procedures.
The City of South Lake Tahoe reserves the right to accept or reject any or all proposals or to make no award at all, to extend the period for accepting proposals, to advertise the RFP at any time, and to waive any minor irregularities in any proposal.
6. Professional Services Agreement
The Professional Services Agreement with the selected Proposer will begin within 30 days of award of contract. The selected Proposer will be required to sign the City’s Standard Professional Services Agreement. A sample Professional Services Agreement is attached hereto, and the City reserves the right to amend or edit this Agreement however it sees fit upon award.
All vendors that execute a Professional Services Agreement with the City of South Lake Tahoe are required to obtain a Business and Professions Tax Certificate (Business License) and pay an annual fee to receive and maintain business license. Upon notice of award, the chosen vendor is expected begin the process of obtaining a Business and Professions Tax Certificate. See Attachment 2 for application template.
7. Reservations
a) The City reserves the right to reject any and all proposals, whether or not minimum qualifications are met, and to modify, postpone, or cancel this Request for Proposal, in whole or in part, or decide to award a contract to perform only some of the services outlined in this Request for Proposal, without liability, obligation, or commitment to any party, firm, or organization.
b) In addition, the City reserves the right to request and obtain additional information from any Proposer and to negotiate the final scope of services with the selected Proposer.
The City is not liable for any costs incurred by Proposers prior to issuance of an agreement, contract, or purchase order. Costs of developing the proposals, oral presentations or any other such expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City of South Lake Tahoe.
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5 c) Only the City Council of South Lake Tahoe, or the City Manager after being duly authorized by the City Council, may execute the Agreement with the successful Proposer. Further, it is understood that respondents must independently evaluate the information in this RFP and that the City makes no guarantee of data accuracy. d) The City reserves the right to waive or permit cure of minor informalities and/or insignificant mistakes such as matters of form rather than substance and to conduct discussions and negotiations with any qualified respondent in any manner deemed necessary by the City to serve its best interests. The City also reserves the right, based on its sole judgment and discretion, to award a contract based upon the written proposals it receives without conducting discussions, interviews or negotiations. e) If, in the opinion of the City, a proposal contains false or misleading statements or references, it may be rejected without notice to Proposer. f) The City reserves the right to obtain written clarification of any point in a Proposer's proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification may result in rejection of the proposal. g) The City reserves the right, without qualification, to select a Proposer for further discussions based solely on the content of the RFPs and relevant information obtained from others concerning the respondent's respective records of past performance. h) Proposer agrees that any response submitted to this RFP will remain current and valid for a period of not less than 120 calendar days from the proposal due date.
8. Local Business Preference (applies to RFP’s over $50,000 only) a) The City shall apply a five (5) percent discount to all local businesses which submit proposals for services for The City of South Lake Tahoe. The City shall evaluate the local business proposals as though the proposal had been submitted at a cost of five (5) percent lower than the cost submitted.
b) Local Business shall mean a business which maintains its principal place of business in a fixed office within the City of South Lake Tahoe and possesses a current South Lake Tahoe business license. To establish a principal place of business in South Lake Tahoe, a business must demonstrate the majority of its principals are based in the South Lake Tahoe office, and that it pays South Lake Tahoe payroll taxes on at least 51 percent of its total payroll. 414
6 INTRODUCTION
9. Background
The City of South Lake Tahoe is a general law city in El Dorado County, CA, that was founded on November 30, 1965. It operates under a Council-Manager form of government with five (5) elected city council members, who select a mayor and mayor pro tem for one (1) year terms, and an appointed City Manager. Located 190 miles northeast of San Francisco, CA and 60 miles southwest of Reno, NV in the Sierra Nevada Mountains, South Lake Tahoe boasts one of the most unique settings in the world, at the edge of an alpine lake of great natural beauty and environmental value.
The city limits encompass an area of approximately 16 square miles with an average elevation of more than 6,200 feet above sea level and a population of 22,525. While our census population sits at under 25,000, our seasonal and peak travel populations can hit 100,000 or more. As such, our goal is to operate our communications as a larger city, creating high-quality video productions for not just public meetings, but also more marketing-focused productions that can reach a diverse, fluctuating audience year-round to demonstrate all the City of South Lake Tahoe has to offer.
South Lake Tahoe’s residential population is very active and engaged in public meetings, outreach efforts, and general public policy-making processes. It is important that we produce high-quality productions for the public, education, and government (PEG) channel, increase the turnover of productions on our PEG channel to allow for greater variety and eliminate the possibility of stale information continuing to be broadcast, and improve this underutilized resource to the benefit of our residents and visitors.
Currently, the City of South Lake Tahoe’s bi-monthly City Council Meetings, monthly Planning Commission Meetings, and quarterly Police Advisory Commission Meetings are conducted in-person with a Zoom integration to provide for virtual/remote public comment and simultaneous Spanish translation, as well as a Facebook Live component, which allows for an additional viewing option and closed captioning. The meeting is connected through Granicus Agenda Management Software, which broadcasts the meeting live on the City’s website, where it is also archived. The meetings are broadcast via Castus to PEG Channel 21 and repeat as the schedule allows 24/7. While the City is open to new software and systems, it is critical that the objectives of all of these components remain part of the public meeting process, which is to ensure a high level of transparency, ease of public participation, and access for our Spanish-speaking population and deaf or hard-of-hearing audience.
Regular Council meetings typically occur twice a month on Tuesdays at 9am or 5:30pm; Planning Commission meetings are on one Thursday a month at 3pm; and Police Advisory Commission meetings vary quarterly. Special meetings may also be held occasionally.
The City Council Chamber currently has four (4) Sony network cameras which connect to an A/V control room, where the meetings are produced live. The scope of work includes a review of the current infrastructure and recommendations for upgrades to improve video quality and enhance the viewing experience.
There will be an opportunity for interested proposers to conduct a walk-through of the City Council Chamber and Audio-Visual room at the South Lake Tahoe City Hall prior to the submittal due date.
Refer to the timeline on page two for possible dates. The highest-scoring proposers on this RFP will be invited to provide a presentation as part of an interview with the RFP review and selection committee.
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7 SCOPE OF SERVICE
10. Scope of Work to be Performed
This RFP seeks to engage an experienced and qualified vendor to come in and operate our current A/V system, with all components addressed in the introduction to produce and broadcast public meetings, with the expectation that a full assessment and recommendations on infrastructure and process improvements will be provided within the first three (3) months of the agreement. The City intends to execute an agreement with a qualified vendor for a two (2) year term with the option to renew for one (1) two (2) year term. The following items represent the scope of work to be performed:
1. Produce, record, and broadcast approximately 40 annual public meetings per year, including City Council (24), Planning Commission (12), and Police Advisory Commission (4). Regular City Council meetings are generally two Tuesdays per month at 9am or 5:30pm with an average duration of 2-6 hours; Planning Commission is generally one Thursday per month at 3pm with an average duration of 2-3 hours; and Police Advisory Commission varies quarterly with an average duration of 1-2 hours. The City may call special meetings on occasion, including special closed session meetings that generally start one hour before the regular City Council meetings. The special-called meetings or additional meetings are not limited to City Council, Planning Commission, or Police Advisory Commission. Live broadcasts shall include agenda graphics, natural transitions, and bottom thirds for agenda item and/or speaker identification.
2. Consultant shall provide staff, technology, and data redundancy to ensure public meeting broadcasts will not be interrupted. Consultant technicians will be on-site for public meeting production.
3. Consultant will provide basic set-up and take-down, as necessary, for meetings, as well as routine maintenance and minor repairs of all audio/visual equipment in conjunction with the activities listed above. The consultant will demonstrate proficiency with all equipment and will make a request in advance to the City for any purchases or repairs needed, or any labor on the consultant’s part, which would exceed that described as routine or minor and which could trigger additional charges. On-site technician(s) will be responsible for securing the control room after any on-site maintenance or after a meeting has adjourned and all other duties are complete, unless other arrangements have been made with City staff.
4. All public meeting video recording productions must be compatible with the current set-up:
Granicus Agenda Software System to live cast via Granicus on City website, live cast on Facebook Live through Castus, seamlessly connect to Zoom for public comment and live Spanish translation, and connect to Castus to broadcast on PEG Channel 21.
5. Consultant shall have remote and automated public meeting production, broadcast, and recording capabilities as a contingency in cases of inclement weather or emergency or unforeseen circumstances that would prevent production team from being on-site. Remote video production is to be used only as an exception and must be approved by the City Clerk and Public Information Officer in advance.
6. Review current audio/visual and production set-up, make recommendations to improve upon current system and processes, including but not limited to the purchase of new A/V equipment, re-orientation of the A/V room to maximize efficiencies, and new software or platforms that leverage new, innovative technologies. Vendor will provide detailed specifications and itemized costs of any recommended upgrades or changes, which may include the City Council 416 8 Chamber cameras, lighting, speakers, and other equipment for optimal video production of public meetings. Vendor will also conduct an inventory of existing A/V equipment and identify which items may be included in auction or are otherwise not needed due to being outdated, damaged, or obsolete to maintain.
7. Ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the Brown Act for public meetings. Explore options and make recommendations for integrating closed captioning into videos.
8. Manage and program the 24/7 schedule of PEG Channel 21 using Castus, including organizing and managing content to be scheduled live and for re-broadcast. Consultant will have the relevant knowledge and experience in PEG television policy and law to consult the City on upcoming trends and issues.
9. Create original content for PEG Channel 21, including but not limited to educational videos about city services and programs, scrolling news flashes, localized television series, and bulletin boards or static informational displays. Consultant will produce a minimum of four (4) videos for the first year, after which the City will reassess minimum number and length of videos preferred annually. Produce and manage a City bulletin board on upcoming events, notices, and other important public service announcement information to be aired to fill airtime between regular programming or in the case of a loss of a cable signal. May also be used for dissemination of emergency communications. All content should follow City brand and style guidelines, and in some cases, existing creative direction to compliment current or ongoing programs.
10. Creation of original video content will be done primarily with vendor’s own equipment, tools, and supplies, with the opportunity to use City-owned equipment as needed and mutually agreed upon prior to beginning any new project. For public meetings held at City Hall, City will provide consultant with all equipment, tools, and supplies necessary to provide the related services. All original content videos will be made available in formats suitable for broadcast to PEG Channel 21, social media, and website.
11. Build and maintain a video library of previous and future videos, b-roll, and images for use in future media and video productions. Examples of video and/or photography opportunities may include the July 4 Parade, Festival of Winter Lights, groundbreakings, and other communitywide events.
12. Post-event editing of events that are recorded using personal mobile devices by City staff or recorded by a third party, in order to be programmed into Castus for PEG Channel 21 broadcast.
This would be done on an as-needed basis for up to five (5) special events per year (ex:
Quarterly Community Conversations).
13. Consultant will work with Public Information Officer, City Clerk, and Information Technology staff to ensure holistic approach to operations.
14. Consultant shall respond initially to requests from staff in writing within a 24-hour period, unless otherwise noted as urgent, to indicate confirmation of receipt. The Consultant’s responses will include a confirmation of service or project direction and needs, an estimated number of billable hours to be dedicated to the project, and the turnaround time of the request.
While the City will accept proposals that may specialize in just one area, for example, meeting production and broadcast, the City reserves the right to give preference to individual firms with 417 9 proposals that directly include and specialize in all requested services. Municipal experience will also be given preference.
This request for proposal shall be inclusive of all fees, including taxes. 418
10 PROPOSAL CONTENT REQUIREMENTS
11. Proposal Requirements - All proposals must include the following information and shall be organized as described below.
The cover letter shall be addressed to Lindsey N. Baker, MPA, Assistant to the City Manager and Public Information Officer, and at a minimum, must contain the following:
• Identification of Firm, including name, address, and telephone number • Name, title, address, and telephone number of contact person during period of proposal evaluation
• A statement to the effect that the proposal shall remain valid for a period of not less than 120 calendar days from date of submittal
• Signed by person authorized to bind the Firm to the terms of the proposal The intent of this narrative is to convince the City that the Proposer understands the requirements of the proposal, the nature of the work, and the level of effort necessary to successfully provide the defined services. It should demonstrate that the Proposer possesses the qualifications necessary to fulfill the requirements of the Request for Proposals.
Describe the Company’s history and organizational structure, including the size of the company, location of office(s), and years in business. Include the firm’s background, experience, and capacity to undertake the outlined services for the City of South Lake Tahoe in conformity with the requirements of the RFP. List the qualifications of each member of the proposed project team, including relevant education and credentialing. Provide the length of time each member has been an employee of the firm. Highlight previous experience in working with municipalities or other local government entities.
Describe the Company’s general approach to managing the services to be provided, including an explanation of the methodology to be followed and specific plans to manage, control, and supervise the services in order to ensure satisfactory provision of services. In developing the proposal, reference should be made to the specific requirements and specifications noted in the Introduction and Scope of Services (pages 6-9) and identify staffing plans for public meetings.
Provide a description of the service cost and/or fees itemized according to the RFP proposal, including the firm’s hourly rate for each service proposed; include an itemization of the expected level of services to be provided, including hours of work and corresponding fees. The total, allinclusive maximum price to be bid is to contain all direct and indirect costs, including all outof-pocket and reimbursable expenses. The City of South Lake Tahoe will not be responsible for the expenses incurred in preparing and submitting the proposal. The Company shall present all costs, fees, taxes, and charges based on achievement of deliverables, which should be outlined in the Company’s cost proposal.
A. Cover Letter (0-5 points)
B. Executive Summary (10 points)
C. Company History, Background and Experience (0-20 points) D. Scope of Work/Implementation (0-35 points)
E. Project Budget & Fee Proposal (0-25 points)
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11 Provide references and examples for at least three (3) projects that represent the type of work requested in this Request for Proposals. All projects must be original content (with the exception of public meeting content) and fully produced by the Proposer. If a referenced project is a video, provide link or file to full video. Project examples must include at least:
1. One (1) city council or public governing body meeting (while not original content, original agenda graphics should be included)
2. One (1) public service announcement/educational video highlighting the client’s services, programs, or community
3. One (1) static placard or bulletin board display
Describe the size and the type of project, scope of work, original budget, and length of time to complete each project.
List dates of service, email addresses, and current phone number of clients’ representative(s) that can attest to the quality of services received for each of the example projects.
EVALUATION METHOD & CRITERIA
Proposals will first be reviewed for responsiveness to the requirements. If any information is missing from the required content, the proposal may be deemed non-responsive and returned to proposer and any further review is subject to the City’s discretion (see Reservations, pages 4-5).
The Selection Committee will make a recommendation based on the criteria in this Proposal to award the contract/agreement to a selected Proposer. The City may conduct interviews as described on page 4 under Selection Process.
12. Evaluation Criteria
Recommendations for selection will be based on the following weighted criteria of 100 possible points and passing status on all Pass or Fail categories, if any. This information should match the proposal content requirements on pages10-11.
Criteria Points
A. Cover Letter 5
B. Executive Summary 10
C. Company History, Background & Experience 20
D. Scope of Work/Implementation 35
E. Project Budget & Fee Proposal 25
F. Description of Completed Projects/References 5
F. Description of Recent Projects/References (0-5 points) 420
12 ATTACHMENT 1
PROFESSIONAL SERVICES AGREEMENT
STANDARD TEMPLATE
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13 ATTACHMENT 2
BUSINESS AND PROFESSIONS TAX CERTIFICATE
APPLICATION TEMPLATE
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1 CITY OF SOUTH LAKE TAHOE
PROFESSIONAL SERVICES AGREEMENT
This Agreement is made and entered into as of the 7th day of June 2022 by and between the City of South Lake Tahoe, a municipal corporation (“City”) and Sosu.TV (“Consultant”).
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement.
B. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
C. City desires to retain Consultant to render professional services as set forth in this Agreement.
AGREEMENT
1. Scope of Services. Consultant shall perform the services set forth in this agreement and shall provide said services at the time, place, and in the manner specified in this agreement. Consultant shall have no power or authority by this Agreement to bind City in any respect.
The Consultant agrees that it has satisfied itself by its own investigation and research regarding the conditions affecting the work to be done and labor and materials needed, and that its decision to execute this Contract is based on such independent investigation and research.
All services provided by Consultant pursuant to this Agreement will be provided in accordance with the terms set forth in the Exhibit A, “Scope of Services,” attached hereto and incorporated herein by reference. Exhibit B, “Compensation Schedule,” attached hereto and incorporated herein by reference, outlines the fees and compensation which shall be paid pursuant to this Agreement.
2. Term/Time of Performance. The services by Consultant are to commence upon the execution of the Agreement and continue for one two (2) year term with the option to renew for one (1) two (2) year term. 423
2 3. Compensation. Compensation to be paid to Consultant shall be in accordance with the Schedule set forth in Exhibit B which is attached hereto and incorporated herein by reference. In no event shall Consultant’s compensation, including travel and out-of-pocket expenses, exceed $177,000 without additional written authorization from City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to City at the time of payment. Payment is contingent upon compliance with all terms and conditions of this Agreement, as set forth herein. Consultant shall obtain prior written authorization from the City Project Manager for any costs in excess of budgeted amounts for each line item, task, or obligation under the Scope of Services.
4. Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant’s bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, the applicable hourly rate, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff.
5. Extra Work. At any time during the term of this Agreement, City may request that Consultant perform extra work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, extra work without prior written authorization from City.
6. Termination. This Agreement may be terminated by City or Consultant immediately for cause or without cause upon thirty days (30) days written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination, and City shall be entitled to all work performed to that date.
Termination, revocation, or expiration of this Agreement shall not release either party from liability resulting from an event which occurred prior to such termination, revocation or expiration.
7. Ownership of Documents.
All plans, studies, documents and other writings, including working notes and internal documents, prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, shall become the property of City upon payment to Consultant 424
3 for such work, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party.
Consultant shall, at Consultant’s expense, provide such reports, plans, studies, documents and other writings to City upon written request. All documents prepared by Consultant are confidential and shall be maintained to preserve their confidential nature. Release of any such documents to third parties shall only be made upon written consent of City.
8. Consultant’s Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant for services provided pursuant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from records shall be available at Consultant’s address indicated for the date of termination or completion of this Agreement. c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to City for inspection at City offices when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant’s business, City may, by written request by any of the above-named officers, require that custody of the records be given to City and that the records and documents be maintained at City offices. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant’s representatives, or Consultant’s successor-in-interest. 425
4 9. Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of City.
Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City’s employees, and Consultant hereby expressly waives any claim it may have to any such rights. All employees, agents, contractors or subcontractors hired or retained by Consultant are employees, agents, contractors or subcontractors of Consultant and not of the City.
City is not required to make any deductions or withholdings from the compensation payable to Consultant under the provisions of this Contract and is not required to issue W-2 Forms for income and employment tax purposes for any of Consultant’s assigned personnel. Any third-party persons employed by Consultant shall be entirely and exclusively under the direction, supervision, and control of Consultant. Consultant hereby indemnifies and holds City harmless from any and all claims that may be made against City based upon any contention by any third party that an employer-employee relationship exists by reason of this Contract.
10. Interest of Consultant. Consultant, (and principals, associates and professional employees of consultant) covenants and represents that it does not now have any investment or interest in real property and shall not acquireany interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would beaffected in any manner or degree by the performance of Consultant’s services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
a. Will conduct research and arrive at conclusions with respect to his/her rendition of information, advice, recommendation or counsel independent of the control and direction of City or of any City official, other than normal agreement monitoring; and,
b. Possesses no authority with respect to any city decision beyond rendition of information, advice, recommendation or counsel. [FPPC Reg. 18700(a) (2)].
11. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services 426
5 under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant’s field of expertise.
12. Compliance with Laws. Consultant shall comply with all applicable federal, state, regional and local laws, codes, ordinances and regulations in carrying out his/her duties under this Agreement. Consultant shall observe and comply with all applicable laws, ordinances, regulations and codes of federal, state and local governments, and shall commit no trespass on any public or private property in performing any of the work authorized by this Agreement. The City, its officials, officers, elected officials, appointed officials and employees shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section.
In the event it is determined that the Consultant is required to pay prevailing wages for the work performed under this Agreement, the Consultant shall pay all penalties and wages as required by law.
13. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall maintain a City of South Lake Tahoe business license at all times services is performed under this Agreement. Consultant acknowledges that payments made pursuant to this Agreement may be withheld until this provision has been satisfied.
14. Indemnity. Consultant hereby agrees to and shall indemnify and hold harmless City, its elected and appointed boards, officers, agents, employees and volunteers from and against any liability for any and all claims, demands, actions, losses, damages and injuries, direct or indirect (including any and all costs and expenses in connection therein), arising out of this Agreement or caused in any way by Consultant’s negligent performance of this Agreement or its breach of its obligations contained in this Agreement, except for any such claims arising out of the negligence or willful misconduct of the City.
Consultant agrees to defend City from and against any and all losses, damages, claims costs and fees arising out Consultant’s negligent acts, errors, omissions, regarding this Agreement, the Consultant’s work under this Agreement, or the consultant’s Scope of Work.
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6 City does not, and shall not, waive any rights against Consultant which it may have by reason of the aforesaid hold harmless agreement, because of the acceptance by City, or the deposit with City by Consultant, of any of the insurance policies hereinafter set forth.
This hold harmless agreement by Consultant shall apply to all damages and claims for damages, or alleged to have been suffered, by reason of any of the aforesaid operation of Consultant or any subcontractor, regardless of whether such insurance policies shall have been determined to be applicable to any of such damages or claims for damages.
Consultant further waives any and all rights to any type of express or implied indemnity or right of contribution from the City for any liability, claims, demands, costs, charges and expenses and causes of action of whatsoever arising out of or in any way connected with this Agreement, and consultant’s work under this Agreement.
15. Insurance Requirements.
a. Consultant, at Consultant’s own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies.
i. Workers’ Compensation Coverage. Consultant shall maintain Workers’ Compensation Insurance and Employer’s Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers’
Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California for all the subcontractor’s employees. Any notice of cancellation of all Workers’ Compensation policies must be received by City at least thirty (30) days prior to such change. Consultant shall provide thirty (30) days written notice of nonrenewal of any Workers’ Compensation policies. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work
performed by Consultant for City.
ii. Commercial General Liability Coverage. Consultant shall maintain commercial general liability insurance no less broad than ISO form CG 00 01 in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal 428
7 injury and property damage. Coverage must be made on
the standard Occurrence form. Claims-Made forms are not acceptable without prior written consent of City. City of South Lake Tahoe must be endorsed as an additional insured for liability arising out of ongoing operation by on behalf of Consultant. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general
aggregate limit shall be at least twice the required
occurrence limit.
iii. Automobile Liability Coverage. 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 work to be performed under this Agreement, including coverage for owned, hired and nonowned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence. iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant or by its employees, or subcontractors. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit per occurrence basis.
b. Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing an AM Best’s rating of no less than A:VII and shall be endorsed with the following specific language:
i. City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional
insureds under Consultant’s General Liability and Automobile Liability policies with respect to liability arising out of this Agreement and/or work performed by or on behalf of the
Consultant, including materials, parts or equipment furnished in connection with such work or operations.
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8 ii. This policy shall be considered primary insurance as respects City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by City, including any self-insured retention City may have, shall be considered excess insurance only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each,
except with respect to the limits of liability of the insuring Consultant.
iv. The insurer waives all rights of subrogation against City except for Consultant’s Professional Liability and Employers’ Liability policies, its elected or appointed officers, officials, employees or agents.
v. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. vi. No policies of insurance carried by Consultant shall be suspended, voided, canceled, or changed in coverage or in limits except after thirty (30) days written notice to the City Attorney by Certified Mail.
c. Deductibles and Self-Insured Retentions. The Consultant shall be responsible for all deductibles in all of Consultant’s insurance policies.
The amount of deductibles for insurance coverage required herein shall be reasonable and approved by the City Attorney.
d. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Consultant shall not commence work under this contract until all insurance required under this section has been approved by City as to form, amount and carrier, nor shall Consultant allow any subcontractor to commence work on any subcontract until all similar insurance required and reasonably consistent limits of the subcontractor has been so obtained and approved. Certificates of insurance shall contain no exclusions unless negotiated with the City Attorney and approved, in writing, by the City Attorney.
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9 16. Notices. Any notice required to be given under this Agreement shall be in writing and either served personally or sent prepaid, first class mail. Any such notice shall be addressed to the other party at the address set forth below.
Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of South Lake Tahoe
ATTN: Lindsey N. Baker
1901 Lisa Maloff Way, Suite 203
South Lake Tahoe, CA 96150
Provide a copy to: City Attorney’s Office
City of South Lake Tahoe
1901 Lisa Maloff Way, Suite 300
South Lake Tahoe, CA 96150
If to Consultant: Sosu.TV
Mark Hatjakes
3983 S. McCarran Blvd. #427
Reno, NV 89519
Provide a copy to:
17. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in the Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law.
18. Waiver. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement.
19. Dispute Resolution. Any dispute concerning this Agreement will be first submitted to the City Manager or his designee for resolution. If no resolution is reached, such dispute shall be submitted to the City Council. The decision of 431
10 the City Council shall be final and shall be appealable only to the El Dorado Superior Court pursuant to California Code of Civil Procedure §1094.5, and as provided by law.
20. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in the Superior Courts in the County of El Dorado, South Lake Tahoe Division.
21. Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any Consultant or person, other than the independent contractors hired in accordance with Consultant’s standard business practice, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any Consultant or person, other than a bona fide employee working solely for Consultant or an independent contractor hired as discussed above, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
22. Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, disability, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action Plan, or other related programs or guidelines currently in effect or hereinafter enacted.
23. Drug-Free Workplace Certification. By signing this Agreement, Consultant hereby certifies under penalty of perjury under the laws of the State of California that the Consultant will comply with the requirements of the DrugFree Workplace Act of 1990 (Government Code Section 8350, et seq.) and will provide a drug-free workplace by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355 (a). b. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b) to inform employees about all of the following:
i. The dangers of drug abuse in the workplace;
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11 ii. The person’s or organization’s policy of maintaining a drug-free workplace;
iii. Any available counseling, rehabilitation and employee assistance program; and
iv. Penalties that may be imposed upon employees for drug abuse violations.
c. Provide, as required by Government Code Section 8355(c), that every employee who performs grant activities under this Agreement:
i. Will receive a copy of the Consultant’s drug-free policy statement; and
ii. Will agree to abide by the terms of the Consultant’s statement as a condition of employment on this Agreement.
Failure to comply with these requirements may result in suspension of payments under this Agreement or termination of the Agreement, or both, and Consultant may be ineligible for award of any future City agreements if City determines that any of the following has occurred: the Consultant (1) has made false certification, or (2) violates the certification by failing to carry out the requirements as noted above.
24. Anti-Lobbying Certification. Consultant shall submit to City the Anti-Lobbying Certification contained in Exhibit C. Further, Consultant shall require that the language of the certification in Exhibit C be included in all contracts or subcontracts entered into in connection with this Agreement and that all Consultants and contractors shall certify and disclose accordingly.
25. Debarment, Suspension, Ineligibility and Voluntary Exclusion. By signing this Agreement, Consultant assures that neither it nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.
26. Americans with Disabilities Act. By signing this Agreement, Consultant assures the City that it complies with the American with Disabilities Act (ADA) of 1990, (42 U.S.C. 12101, et.seq.), which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to ADA.
27. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
28. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the 433
12 remaining provisions of this Agreement shall continue in full force and effect.
29. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
30. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
31. Time is of the Essence. Time is of the essence for this Agreement.
32. Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement.
Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF SOUTH LAKE TAHOE: CONSULTANT:
By By
Devin Middlebrook, Mayor NAME, TITLE
Date Date
Business License # _________________
APPROVED AS TO FORM:
By__________________________ Date____________________________ City Attorney
ATTEST:
By__________________________ Date____________________________ 434
DRAFT
13 City Clerk
Attachments:
Exhibit A – Scope of Services
Exhibit B – Compensation Schedule
Exhibit C - Anti-Lobbying Certification
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EXHIBIT A
SCOPE OF SERVICES
1. Produce, record, and broadcast approximately 40 annual public meetings per year, including City Council (24), Planning Commission (12), and Police Advisory Commission (4). Regular City Council meetings are generally two Tuesdays per month at 9am or 5:30pm with an average duration of 2-6 hours; Planning Commission is generally one Thursday per month at 3pm with an average duration of 2-3 hours; and Police Advisory Commission varies quarterly with an average duration of 1-2 hours. The City may call special meetings on occasion, including special closed session meetings that generally start one hour before the regular City Council meetings. The special-called meetings or additional meetings are not limited to City Council, Planning Commission, or Police Advisory Commission. Live broadcasts shall include agenda graphics, natural transitions, and bottom thirds for agenda item and/or speaker identification.
2. SoSu.TV shall provide staff, technology, and data redundancy to ensure public meeting broadcasts will not be interrupted. Consultant technicians will be on-site for public meeting production.
3. SoSu.TV will provide basic set-up and take-down, as necessary, for meetings, as well as routine maintenance and minor repairs of all audio/visual equipment in conjunction with the activities listed above. The consultant will demonstrate proficiency with all equipment and will make a request in advance to the City for any purchases or repairs needed, or any labor on the consultant’s part, which would exceed that described as routine or minor and which could trigger additional charges. On-site technician(s) will be responsible for securing the control room after any on-site maintenance or after a meeting has adjourned and all other duties are complete, unless other arrangements have been made with City staff.
4. All public meeting video recording productions must be compatible with the current set-up:
Granicus Agenda Software System to live cast via Granicus on City website, live cast on Facebook Live through Castus, seamlessly connect to Zoom for public comment and live Spanish translation, and connect to Castus to broadcast on PEG Channel 21.
5. SoSu.TV shall have remote and automated public meeting production, broadcast, and recording capabilities as a contingency in cases of inclement weather or emergency or unforeseen 436
circumstances that would prevent production team from being on-site. Remote video production is to be used only as an exception and must be approved by the City Clerk and Public Information Officer in advance.
6. SoSu.TV will review current audio/visual and production set-up, make recommendations to improve upon current system and processes, including but not limited to the purchase of new A/V equipment, re-orientation of the A/V room to maximize efficiencies, and new software or platforms that leverage new, innovative technologies. Vendor will provide detailed specifications and itemized costs of any recommended upgrades or changes, which may include the City Council Chamber cameras, lighting, speakers, and other equipment for optimal video production of public meetings.
Vendor will also conduct an inventory of existing A/V equipment and identify which items may be included in auction or are otherwise not needed due to being outdated, damaged, or obsolete to maintain.
7. SoSu.TV will ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the Brown Act for public meetings. Explore options and make recommendations for integrating closed captioning into videos.
8. SoSu.TV will manage and program the 24/7 schedule of PEG Channel 21 using Castus, including organizing and managing content to be scheduled live and for rebroadcast. Consultant will have the relevant knowledge and experience in PEG television policy and law to consult the City on upcoming trends and issues.
9. SoSu.TV will create original content for PEG Channel 21, including but not limited to educational videos about city services and programs, scrolling news flashes, localized television series, and bulletin boards or static informational displays. Consultant will produce a minimum of four (4) videos for the first year, after which the City will reassess minimum number and length of videos preferred annually. Produce and manage a City bulletin board on upcoming events, notices, and other important public service announcement information to be aired to fill airtime between regular programming or in the case of a loss of a cable signal. May also be used for dissemination of emergency communications. All content should follow City brand and style guidelines, and in some cases, existing creative direction to compliment current or ongoing programs.
10. SoSu.TV will create original video content done primarily with our own equipment, tools, and supplies, with the opportunity to use City-owned equipment as needed and mutually agreed upon prior to beginning any new project. For public meetings held at City Hall, City will provide consultant 437
with all equipment, tools, and supplies necessary to provide the related services. All original content videos will be made available in formats suitable for broadcast to PEG Channel 21, social media, and website.
11. SoSu.TV will build and maintain a video library of previous and future videos, b-roll, and images for use in future media and video productions. Examples of video and/or photography opportunities may include the July 4 Parade, Festival of Winter Lights, groundbreakings, and other community wide events.
12. SoSu.TV will post-event edit events that are recorded using personal mobile devices by City staff or recorded by a third party, in order to be programmed into Castus for PEG Channel 21 broadcast.
This would be done on an as-needed basis for up to five (5) special events per year (ex: Quarterly Community Conversations).
13. SoSu.TV will work with the Public Information Officer, City Clerk, and Information Technology staff to ensure a holistic approach to operations.
14. SoSu.TV shall respond initially to requests from staff in writing within a 24-hour period, unless otherwise noted as urgent, to indicate confirmation of receipt. The Consultant’s responses will include a confirmation of service or project direction and needs, an estimated number of billable hours to be dedicated to the project, and the turnaround time of the request.
SoSu.TV Implementation Plan
1. Broadcast and Streaming
● Broadcast Scheduling - Producer will work with internal staff monthly to schedule meetings and receive agenda packets for inclusion into graphics. Producer will send a Youtube link for inclusion in the agenda packet as necessary.
● Production Elements - Producer will block and preset camera positions. Producer will preset audio levels to broadcast standards. Producer will work with staff to ingest web conferencing as needed. Producer will switch from shot to shot and from presentation and web conference when relevant. Producer will create lower third graphics with agenda number and description and populate with corresponding agenda item.
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● Distribution - SoSu.TV will manage live broadcast output to PEG channel and streaming platforms. SoSu.TV will adjust encoding levels as necessary for highest quality. SoSu.TV will work with staff to determine the best location to send recorded video files for archive purposes.
2. Television Channel Management
● Producer will program the channel weekly, updating and removing necessary content as directed by staff. Producer will use coding software to transcode videos for high quality play out. Producer will work with internal staff to develop a weekly programming flow. Producers will update PCIP information on channel if required.
● SoSu.TV will ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the Brown Act for public meetings. SoSu.TV has various options for closed captioning through current platform Castus and also other platforms such as TelVue. Pricing plans for these services will be presented by the vendor.
● SoSu.TV will work with staff to develop evergreen playlists including meetings, television shows, PSA's, original content, and bulletin boards. SoSu.TV will also program based on upcoming trends, issues and communication strategies.
● Production team will investigate crisis messaging on air with available and recommended technology.
3. Content Development
● SoSu.TV will meet with internal staff and stakeholders to define an annual list of topics to be covered and content to be produced. Based on this list, SoSu.TV production team will work with internal staff to schedule necessary shoots and define deliverable dates. Content pieces will be customized based on allotted hours.
● For each content piece (up to 4 a year) Account Manager will meet with internal staff to define goals and collect copy points and/or script. Internal staff will work with their stakeholders to define shoot times. The Account Manager will coordinate with the SoSu.TV production team and assign production elements.
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● SoSu.TV will arrive at the designated site with our video equipment for the successful completion of production. Producer will hand off raw footage to the editor/motion graphics producer.
● The Account Manager will relay expected completion date to staff. The Account Manager will provide a semi-final revision for client review. Client will use approval platform to specify edits. The Account Manager will send the final piece for final approval. Producer will upload to all necessary channels and deliver the final file to internal staff for social media distribution if requested.
● SoSu.TV will follow a condensed version of the above process for bulletin board design and distribution.
● SoSu.TV will build and maintain a video library of previous and future videos, b-roll, and images for future use by compiling the previous footage to create a searchable library. New footage will be uploaded and tagged for future use. This will be done monthly or as requested by staff.
● SoSu.TV will post-edit events recorded by staff as directed and up to five special events per year. Our methodology for video production will be the same process employed for these videos.
● SoSu.TV will work with staff to ensure a holistic approach to operations through our annual planning and implementation meeting.
● SoSu.TV will respond to requests within a 24 hour time period unless otherwise noted as urgent from staff. We will have a dedicated email for these requests and will implement upon contract approval.
4. AV Infrastructure Design and Implementation
● SoSu.TV will inventory and organize existing A/V equipment. SoSu.TV will recommend potential upgrades where deemed necessary based on the long term plan for equipment refresh plan.
● SoSu.TV will develop a five year equipment refresh plan and data redundancy plan. 440
● SoSu.TV will help procure necessary equipment and work with partners to install, program, and implement replacements and upgrades. SoSu.TV will work with internal staff to coordinate equipment warranties.
Project Budget & Fee Proposal
1. Meeting Broadcast / Livestream Services $30,000 annually ● SoSu.TV to provide approximately 25 hours of control room production monthly (unused hours to be accumulated for work over the year up to a total of 300 hours annually of control room broadcast production including breaks for lunch and dinner) billed at the rate of $100 an hour, and to provide production services to convert meetings for upload to a website archive.
● SoSu.TV to provide live coverage of Regularly Scheduled Meetings or Joint/ Special City Council, Redevelopment Agency Board Meetings and any “other meetings” as directed by the Public Information Officer. The regular or joint meetings are held twice monthly unless otherwise specified in the schedule. Provide live coverage of Planning Commission Meetings once a month or as needed.
● SoSu.TV will work closely with agenda management system vendor and the City Clerk’s Office to ensure the meetings are also streaming, including remote broadcast locations.
● SoSu.TV to provide the jump to points for agenda management for each meeting ● SoSu.TV will arrive in advance of a meeting to properly put all information for captions for the meeting into the character generator.
● SoSu.TV will record the meetings with the capture function on Broadcast Equipment and deliver the meeting archive as specified.
● SoSu.TV will convert the meetings to a format to be easily placed on the website or provide an archive of Council Meetings in a format appropriate for YouTube or Facebook.
● SoSu.TV will display a professional attitude and business attire appropriate for a public meeting.
● SoSu.TV will keep the control room neat and report any malfunctions in equipment immediately to the Public Information Officer.
● SoSu.TV will assist with routine maintenance of television broadcast equipment, provide troubleshooting and repair support, and recommend resolutions to problems encountered in the broadcast and archiving of live meetings. ● SoSu.TV will work with the Public Information Officer to plan and schedule all meetings covered by this proposal, giving at least two weeks’ notice if they are unable 441
to provide coverage for any particular meeting. It will be the Provider's responsibility to sub-contract and/or assign resources to operate the control room for a meeting broadcast production if the provider has an emergency or other scheduling conflict. ● SoSu.TV will work with the Public Information Officer to develop and maintain special programming/events.
2. Programming Services/Maintenance $15,000 annually
● SoSu.TV Proposed Responsibilities
○ Weekly Channel Programming/Online Channel Programming ○ Web Streaming/VOD Services/YouTube creation and maintenance ○ Outreach to content collaborators for channel programming ○ Routine Maintenance
○ 150 Total Hours or 12.5 hours per month. Additional time will be billed out at the rate of $100 an hour with pre-approval of the Public Information Officer.
3. A/V Consultation $4500 - One Time Fee
● SoSu.TV Proposed Responsibilities
○ Facilitate stakeholders meeting to identify audio/video pain points and challenges.
○ Create specification sheet to address aforementioned challenges including:
■ Replace PTZ cameras with HD robotic programmed
cameras
■ Develop and test remote broadcasting ability
■ Replace core system with industry-standard video
switcher system
■ Replace / renew microphones and attenuate “ring out”
the chambers
■ Replace audio core with echo canceling core
specifically for hybrid (web conference) meetings
■ Review and possibly replace or update channel
management system
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4. Original Content Creation $30,000 annually
● SoSu.TV Proposed Responsibilities
○ Original Content Development and Distribution ($100 per hour).
Includes 300 hours of production time for shoots and editing annually. Hours can be used as deemed appropriate by staff. Below are examples of a few options. Any additional time will be billed at $100 per hour and pre-approved by the Public Information Officer.
Examples of videos include:
○ :90 sec departmental video (35 hours)
○ High budget annual television show (100 hours)
○ Special event including filming and editing - State of the City (50 hours)
○ Editing with motion graphics per 2-3 minute video (16-24 hours) ○ Create and update centralized database of b-roll shots, updating monthly (25 hours)
5. Bulletin Board $5,000 annually
● SoSu.TV Proposed Responsibilities
○ Bulletin Boards/Scheduling/Preparing files for broadcast/online distribution/preventative maintenance
■ Procure Bulletin Board server, design/build bulletin
board template and incorporate social media.
■ Complimentary set up of live bulletin boards which
includes emergency notifications, social media feeds,
upcoming events, arts, business, job postings, weather, time of day and TV channel embedded. Bulletin Boards
to be updated weekly.
■ The above technology is an innovative media panel
that informs and engages citizens and staff at a glance.
Requires hardware purchase
■ Bulletin Boards/Scheduling/Preparing files not to
exceed 5-6 hours per month
6. Contingency Fund - 5% - $4000
Proposed Services Total - Annual Cost - $88,500
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15 EXHIBIT B
SCHEDULE OF CHARGES AND TIMELINE
BUDGET
Estimated fees (not-to-exceed) $84,000
(includes a 5% contingency)
Hourly Rate: $100/hour
One-time Fee for Systems Evaluation $4,500
Travel and out-of-pocket expenses $0
TOTAL (not-to-exceed per year of agreement) $88,500
TIMELINE
7-14 Business Days - SoSu.TV will research, learn, and demonstrate proficiency in current systems. SoSu.TV will work with internal staff to successfully complete a rehearsal meeting.
Month One - SoSu.TV will create a content calendar with internal staff for video production. SoSu.TV will develop a plan for billboard template and graphics package.
Months One to Three - SoSu.TV will inventory and analyze current equipment.
SoSu.TV will conduct interviews and survey internal staff on needs and requirements for chambers upgrade plan. SoSu.TV will recommend upgrade path.
Months Three to Six – Sosu.TV will develop a reference manual/user guide for most current public meeting production processes. Manual will be updated as processes are revised.
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16 EXHIBIT C
ANTI-LOBBYING CERTIFICATION
Consultant shall submit to City this certification prior to or at the time of the execution of this Agreement.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty not less than $10,000 and no more than $100,000 for such failure.
The undersigned certifies, to the best of his or her knowledge or belief, that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; and
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, cooperative agreement, it will complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instruction.
Consultant:
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SoSuu!l
RFP# 2022-04-15
City of South Lake Tahoe
April 05, 2022 Prepared by: Casey Kasten
Preparedfor: Lindsey Baker
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A.) Cover Letter
Lindsey N. Baker, MPA
Assistant to the City Manager / Public Information Officer 1901 Lisa Maloff Way
South Lake Tahoe, CA 96150
Lindsey,
The purpose of this letter is for SoSu.TV to formally bid on RFP#2022-04-15 for the City of South Lake Tahoe.
SoSu.TV is headquartered in Reno, NV
3983 S. McCarran Blvd #427
Reno, NV 89519
Contact information for evaluation period is:
Mark Hatjakes - Vice-President
3983 S. McCarran Blvd #427
Reno, NV 89519
[email protected] I 775-200-6509
This proposal will remain valid for 150 days beyond the date of submittal.
Thank you so much, 7)~/l
Dana Hatjakes
President I SoSu.TV
775.342.5277
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B.) Executive Summary
Our primary goal is to increase transparency, engagement, and production quality by providing professional & reliable broadcasts, creating engaging and relevant content, managing the programming of the PEG/Youtube channel, developing bulletin boards for general and crisis communications and providing a full assessment of broadcast infrastructure, keeping technology fresh, now and in the future. To this end, we will consistently produce precise and accurate meeting coverage and create relevant content to connect and engage citizens.
Effective meeting broadcasts includes timely arrival of producers on-site, who work closely with internal staff to create the highest quality broadcast. On the technical side, video shots, audio levels, web conferencing, distribution and streaming will all be integrated to produce the best possible meeting production. SoSu.TV has the experience and staff as well as proximity and location to effectively cover all required meetings in good weather and bad with our redundancy plan in place.
Excellence in video production includes the ability to communicate the story of City of South Lake Tahoe from department level overviews to public facing PSA production to award worthy long form television shows. SoSu.TV storytelling services includes aiding staff with screenwriting with supplied copy points.
Next, we will send professional producers in the field or in studio to capture interviews and b-roll in high quality 4k. Motion graphics will be designed in line with the city brand to help further communicate visually. Finally, expert editors will weave these story elements together. The end product will be reviewed by City staff using our approval platform.
SoSu.TV delivers high quality, engaging content. We will help the City of South Lake Tahoe to be innovators in this proven field of video broadcast and distribution. We fully understand the 24/7 programming needs of the City and PEG requirements, having worked with other government agencies in the fields oflive television broadcast, content development, channel programming, system maintenance, branding and graphic design.
In addition, we have the experience and expertise to provide the City with professional-level recording and broadcasting of public meetings, manage and schedule the local government channel, create and produce original content for the channel, and provide a full assessment of and recommendations to modernize current audio-visual equipment that is used for meeting production in the City Council Chamber and control room. We are uniquely positioned through many years of government specific experience to meet the above needs in a professional and innovative manner.
C.) Company History, Background and Experience
SoSu.TV was founded in 2012 in Reno, Nevada by two experienced veterans of national broadcasting, Mark & Dana Hatjakes. We developed a reputation early on for excellence in video production and helping to pioneer livestreaming. We started focusing this experience in the government sector and began our long-term relationships with Washoe County and the City of Reno. We helped both agencies bring their
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systems up to date with high-definition chambers and studios as well as introducing then-new platforms such as youtube live to help citize~ outreach efforts.
These were hugely successful efforts and led to new contracts with the City of Sparks and Douglas County as well as numerous smaller regional agencies. Our partial client list includes Washoe County, Douglas County, City of Sparks, City of Reno, RTC, TMRP A, Truckee Donner Public Utility District, TMWA, and more. During the last 10 years, we have developed award winning content for these agencies, winning PRSA, AAF, Telly and Savvy awards. We have innovated new methods for regional communications during crisis events, including natural disasters like flooding and fire as well as EOC and town hall broadcasts that we simulcast with local television stations during the COVID-19 pandemic.
In terms of meeting broadcasts, we have 100% reliability. Put simply, we have never missed a meeting. Our team includes a large bandwidth of professional producers with deep and diverse skillsets. Our current organizational structure consists of President and Vice President (Dana and Mark Hatjakes), Account Manager (Casey Kasten), Production Manager (Matthew Hatjakes), and three broadcast producers (Jonathan Hatjakes, Samantha De La Herran, and David Wilding). Mark has 25+ years in broadcasting and design, 12 in government communications and holds two degrees in Television, Film and New Media.
Dana, our president has 20+ years in marketing, 12 in government and a Bachelor's degree in Business.
Matthew, our production manager has 4 years in government production with SoSu.TV and many more in IT technologies. Jonathan, our broadcast engineer and motion graphics pro has 4 years in government with SoSu.TV and 10 years in graphics. Casey has more than a decade in broadcast traffic and event management with a Bachelor's degree in Journalism, with SoSu.TV for 6 months. Samantha has a formal degree in broadcast and operates several meetings a week while shooting and editing in her year with the team. She has been with the company for 1 year. David has been with the company for 4 years and has also worked with the State of Nevada's legislative broadcasts.
With this formal training, wide bandwidth and proven success rate, SoSu.TV can help move South Lake Tahoe into the next level of government communications.
D.) Scope of Work/Implementation
Scope of Service
1. Produce, record, and broadcast approximately 40 annual public meetings per year, including City Council (24), Planning Commission (12), and Police Advisory Commission (4). Regular City Council meetings are generally two Tuesdays per month at 9am or 5:30pm with an average duration of 2-6 hours; Planning Commission is generally one Thursday per month at 3pm with an average duration of 2-3 hours; and Police Advisory Commission varies quarterly with an average duration of 1-2 hours. The City may call special meetings on occasion, including special closed session meetings that generally start one hour before the regular City Council meetings. The special-called meetings or additional meetings are not limited to City Council, Planning Commission, or Police Advisory Commission. Live broadcasts shall include agenda graphics, natural transitions, and bottom thirds for agenda item and/ or speaker identification.
2. SoSu.TV shall provide staff, technology, and data redundancy to ensure public meeting broadcasts will not be interrupted. Consultant technicians will be on-site for public meeting production.
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3. SoSu.TV will provide basic set-up and take-down, as necessary, for meetings, as well as routine maintenance and minor repairs of all audio/visual equipment in conjunction with the activities listed above. The consultant will demonstrate proficiency with all equipment and will make a request in advance to the City for any purchases or repairs needed, or any labor on the consultant's part, which would exceed that described as routine or minor and which could trigger additional charges. On-site technician(s) will be responsible for securing the control room after any on-site maintenance or after a meeting has adjourned and all other duties are complete, unless other arrangements have been made with City staff.
4. All public meeting video recording productions must be compatible with the current set-up: Granicus Agenda Software System to live cast via Granicus on City website, live cast on Facebook Live through Castus, seamlessly connect to Zoom for public comment and live Spanish translation, and connect to Castus to broadcast on PEG Channel 21.
5. SoSu.TV shall have remote and automated public meeting production, broadcast, and recording capabilities as a contingency in cases of inclement weather or emergency or unforeseen circumstances that would prevent production team from being on-site. Remote video production is to be used only as an exception and must be approved by the City Clerk and Public Information Officer in advance.
6. SoSu.TV will review current audio/ visual and production set-up, make recommendations to improve upon current system and processes, including but not limited to the purchase of new A/V equipment, re-orientation of the A/Vroom to maximize efficiencies, and new software or platforms that leverage new, innovative technologies. Vendor will provide detailed specifications and itemized costs of any recommended upgrades or changes, which may include the City Council Chamber cameras, lighting, speakers, and other equipment for optimal video production of public meetings. Vendor will also conduct an inventory of existing A/V equipment and identify which items may be included in auction or are otherwise not needed due to being outdated, damaged, or obsolete to maintain.
7. SoSu.TV will ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the Brown Act for public meetings. Explore options and make recommendations for integrating closed captioning into videos.
8. SoSu.TV will manage and program the 24/7 schedule of PEG Channel 21 using Castus, including organizing and managing content to be scheduled live and for re-broadcast. Consultant will have the relevant knowledge and experience in PEG television policy and law to consult the City on upcoming trends and issues.
9. SoSu.TV will create original content for PEG Channel 21, including but not limited to educational videos about city services and programs, scrolling news flashes, localized television series, and bulletin boards or static informational displays. Consultant will produce a minimum of four (4) videos for the first year, after which the City will reassess minimum number and length of videos preferred annually. Produce and manage a City bulletin board on upcoming events, notices, and other important public service announcement information to be aired to fill airtime between regular programming or in the case of a loss of a cable signal. May also be used for dissemination of emergency communications. All content should follow City brand and style guidelines, and in some cases, existing creative direction to compliment current or ongoing programs.
10. SoSu.TV will create original video content done primarily with our own equipment, tools, and supplies, with the opportunity to use City-owned equipment as needed and mutually agreed upon prior to beginning
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any new project. For public meetings held at City Hall, City will provide consultant with all equipment, tools, and supplies necessary to provide the related services. All original content videos will be made available in formats suitable for broadcast to PEG Channel 21, social media, and website.
11. SoSu.TV will build and maintain a video library of previous and future videos, b-roll, and images for use in future media and video productions. Examples of video and/or photography opportunities may include the July 4 Parade, Festival of Winter Lights, groundbreakings, and other community wide events.
12. SoSu.TV will post-event edit events that are recorded using personal mobile devices by City staff or recorded by a third party, in order to be programmed into Castus for PEG Channel 21 broadcast. This would be done on an as-needed basis for up to five (5) special events per year (ex: Quarterly Community Conversations).
13. SoSu.TV will work with Public Information Officer, City Clerk, and Information Technology staff to ensure holistic approach to operations.
14. SoSu.TV shall respond initially to requests from staff in writing within a 24-hour period, unless otherwise noted as urgent, to indicate confirmation of receipt. The Consultant's responses will include a confirmation of service or project direction and needs, an estimated number of billable hours to be dedicated to the project, and the turnaround time of the request.
SoSu.TV Categorical Methodology and Implementation Plan
1. Broadcast and Streaming - (Items 1 - 5 pg. 7) SoSu.TV Broadcast methodology is built from a foundation based on national television standards. SoSu.TV producers are formally trained in the elements of broadcast television including broadcast scheduling, standard shot blocking, broadcast audio levels, graphics key/ overlay, web conferencing applications and encoding/ transcoding codecs. • Broadcast Scheduling - Producer will work with internal staff monthly to schedule meetings and receive agenda packets for inclusion into graphics. Producer will send Youtube link for inclusion in the agenda packet as necessary.
• Production Elements - Producer will block and preset camera positions. Producer will preset audio levels to broadcast standards. Producer will work with staff to ingest web conferencing as needed.
Producer will switch from shot to shot and from presentation and web conference when relevant.
Producer will create lower third graphics with agenda number and description and populate with corresponding agenda item.
• Distribution - SoSu.TV will manage live broadcast output to PEG channel and streaming platforms.
SoSu.TV will adjust encoding levels as necessary for highest quality. SoSu.TV will work with staff to determine best location to send recorded video files for archive purposes.
2. Television Channel Management - (Items 7-8 pg. 8) SoSu.TV utilizes best channel management practices from national organizational groups such as NAB and NATOA and our own developed PEG standards. • Producer will program the channel weekly, updating and removing necessary content as directed by staff. Producer will use a coding software to transcode videos for high quality play out. Producer will work with internal staff to develop a weekly programming flow. Producers will update PCIP information on channel if required.
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• SoSu.TV will ensure all public meeting videos and original content comply with current local, state, and federal regulations related to audio and visual media, including the Brown Act for public meetings. SoSu.TV has various options for closed captioning through current platform Castus and also other platforms such as TelVue. Pricing plans for these services will be presented by vendor. • SoSu.TV will work with staff to develop evergreen playlists including meetings, television shows, PSA's, original content, and bulletin boards. SoSu.TV will also program based on upcoming trends, issues and communication strategies.
• Production team will investigate crisis messaging on air with available and recommended technology.
3. Content Development - (Items 9-14 pg. 8) SoSu.TV methodology for content development employs the standards from television journalism and classic filmmaking and story craft. SoSu.TV together with City Staff will develop a long range content plan.
• SoSu.TV will meet with internal staff and stakeholders to define an annual list of topics to be covered and content to be produced. Based on this list, SoSu.TV production team will work with internal staff to schedule necessary shoots and define deliverable dates. Content pieces will be customized based on allotted hours.
• For each content piece (up to 4 a year) Account Manager will meet with internal staff to define goals and collect copy points and/ or script. Internal staff will work with their stakeholders to define shoot times. Account Manager will coordinate with SoSu.TV production team and assign production elements.
• SoSu.TV will arrive to designated site with our video equipment for the successful completion of production. Producer will hand off raw footage to editor/ motion graphics producer. • Account Manager will relay expected completion date to staff. Account Manager will provide a semi-final revision for client review. Client will use approval platform to specify edits. Account Manager will send the final piece for final approval. Producer will upload to all necessary channels and deliver final file to internal staff for social media distribution if requested. • SoSu.TV will follow a condensed version of the above process for bulletin board design and distribution.
• SoSu.TV will build and maintain a video library of previous and future videos, b-roll, and images for future use by compiling the previous footage to create a searchable library. New footage will be uploaded and tagged for future use. This will be done monthly or as requested by staff. • SoSu.TV will post-edit events recorded by staff as directed and up to five special events per year. Our methodology for video production will be the same process employed for these videos. • SoSu.TV will work with staff to ensure a holistic approach to operations through our annual planning and implementation meeting.
• SoSu.TV will respond to requests within a 24 hour time period unless otherwise noted as urgent from staff. We will have a dedicated email for these requests and will implement upon contract approval.
4. AV Infrastructure Design and Implementation - (Item 6 pg. 7-8) SoSu.TV has upgraded multiple A/V
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control rooms and will implement our proven standards.
• SoSu.TV will inventory and organize existing A/V equipment. SoSu.TV will recommend potential upgrades where deemed necessary based on the long term plan for equipment refresh plan. • SoSu.TV will develop a five year equipment refresh plan and data redundancy plan. • SoSu.TV will help procure necessary equipment and work with partners to install, program, and implement replacements and upgrades. SoSu.TV will work with internal staff to coordinate equipment warranties.
E.) Project Budget & Fee Proposal
Meeting Broadcast / Livestream Services $30,000 annually SoSu.TV Proposed Responsibilities
• SoSu.TV to provide approximately 25 hours of control room production monthly (unused hours to be accumulated for work over the year up to a total of 300 hours annually of control room broadcast production including breaks for lunch and dinner) billed at the rate of $100 an hour, and to provide production services to convert meetings for upload to a website archive. • SoSu.TV to provide live coverage of Regularly Scheduled Meetings or Joint/ Special City Council, Redevelopment Agency Board Meetings and any "other meetings" as directed by the Public Information Officer. The regular or joint meetings are held twice monthly unless otherwise specified in the schedule. Provide live coverage of Planning Commission Meetings once a month or as needed. • SoSu.TV will work closely with agenda management system vendor and the City Clerk's Office to ensure the meetings are also streaming, including remote broadcast locations. • SoSu.TV to provide the jump to points for agenda management for each meeting • SoSu.TV will arrive in advance of a meeting to properly put all information for captions for the meeting into the character generator.
• SoSu.TV will record the meetings with the capture function on Broadcast Equipment and deliver meeting archive as specified.
• SoSu.TV will convert the meetings to a format to be easily placed on the website or provide an archive of Council Meetings in a format appropriate for YouTube or Facebook. • SoSu.TV will display a professional attitude and business attire appropriate for a public meeting. • SoSu.TV will keep the control room neat and report any malfunctions in equipment immediately to the Public Information Officer.
• SoSu.TV will assist with routine maintenance of television broadcast equipment, provide troubleshooting and repair support, and recommend resolutions to problems encountered in the broadcast and archiving of live meetings.
• SoSu.TV will work with the Public Information Officer to plan and schedule all meetings covered by this proposal, giving at least two weeks' notice if they are unable to provide coverage for any
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particular meeting. It will be the Providers responsibility to sub-contract and/or assign resources to operate the control room for a meeting broadcast production if the provider has an emergency or other scheduling conflict.
• SoSu.TV will work with Public Information Officer to develop and maintain special programming/ events.
Programming Services/Maintenance $15,000 annually
• SoSu.TV Proposed Responsibilities
• Weekly Channel Programming/ Online Channel Programming • Web Streaming/VOD Services/YouTube creation and maintenance • Outreach to content collaborators for channel programming • Routine Maintenance
• 150 Total Hours or 12.5 hours per month. Additional time will be billed out at the rate of $100 an hour with pre-approval of the Public Information Officer.
A/V Consultation $4500 - One Time Fee
• SoSu.TV Proposed Responsibilities
• Facilitate stakeholders meeting to identify audio/ video pain points and challenges. • Create specification sheet to address aforementioned challenges including:
• Replace PTZ cameras with HD robotic programmed cameras • Develop and test remote broadcasting ability
• Replace core system with industry-standard video switcher system • Replace / renew microphones and attenuate "ring out" the chambers • Replace audio core with echo cancelling core specifically for hybrid (web conference) meetings
• Review and possibly replace or update channel management system Original Content Creation $30,000 annually
• SoSu.TV Proposed Responsibilities
• Original Content Development and Distribution ($100 per hour). Includes 300 hours of production time for shoots and editing annually. Hours can be used as deemed appropriate by staff. Below are examples of a few options. Any additional time will be billed at $100 per hour and pre-approved by the Public Information Officer. Examples of videos include:
• :90 sec departmental video (35 hours)
• High budget annual television show (100 hours)
• Special event including filming and editing - State of the City (50 hours)
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• Editing with motion graphics per 2-3 minute video (16-24 hours) • Create and update centralized database ofb-roll shots, updating monthly (25 hours) Bulletin Board $5,000 annually
• SoSu.TV Proposed Responsibilities
• Bulletin Boards/ Scheduling/ Preparing files for broadcast/ online distribution/preventative maintenance
• Procure Bulletin Board server, design/ build bulletin board template and incorporate social media.
• Complimentary set up of live bulletin boards which includes emergency notifications, social media feeds, upcoming events, arts, business, job postings, weather, time of day and TV channel embedded. Bulletin Boards to be updated weekly. • The above technology is an innovative media panel that informs and engages citizens and staff at a glance. Requires hardware purchase
• Bulletin Boards/ Scheduling/ Preparing files not to exceed 5-6 hours per month Proposed Services Total - Annual Cost - $80,000 One Time Cost - $4500 F.) Description of Recent Projects/References
Broadcast Mee tings - Douglas County - Dates of Service - 2018 - current Natalie Wood -Administrative Services Manager
[email protected]
1. Douglas County Commission Meeting - SoSu.TV improved the overall quality and look/feel of their broadcasts meetings through chamber upgrades and fresh meeting graphics (front/end plates and lower thirds).
• Project Type/Size - Broadcast Meetings - multi year contract • Scope of Work- Upgrade overall production quality, production logistics, and AV infrastructure to meet the demands of a growing county.
• Original Budget - 6oK annual broadcast meetings budget, 100k chamber upgrade budget • Completion Time - 6 months
EXAMPLE: https://youtu.be/9-uuiSi Ed8
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PSA Production - Human Services Agency - 2014- current
Chris Ciarlo - Communications Coordinator
[email protected]
1. Public Service Announcement - Human Services Agency - Human Trafficking SoSu.TV collaborated with the PIO to create an impactful campaign educating both parents and children. • Project Type/Size - Public Service Announcement - 4 PSA's for television and radio to fall in line with their outdoor and print campaigns.
• Scope of Work - Assist to develop concept, hire and direct actors, shoot and edit, edit in motion graphics, output to radio and television partners
• Original Budget - $5000
• Completion Time - 2 weeks
EXAMPLE: https://youtu.be/FKpTjn2EwNU
https://youtu.be/SFrpdNbMVsg
Bulletin Board Display - Washoe County- 2014 to current Nancy Leuenhagen- Communications Director
[email protected]
775-328-2069 cell: 775-772-7930
1.Bulletin Board Refresh - SoSu.TV improved upon the previous static bulletin boards by integrating new technology such as rss feeds for weather, web links for job openings, partnerships for local events, streaming of video content, and social media feeds all within the same interface.These bulletin boards run live 24/ 7 in the facilities and online.
• Project Type/Size - Bulletin Board Refresh
• Scope of Work - Improve the overall quality and look/feel of county brand with a full brand refresh and upgrade to internal bulletin boards throughout county televisions. • Original Budget - $37,440 Annually included Programming Services/ Maintenance • Completion Time - Within contract year
EXAMPLE: https://www.youtube.com/watch?v=44FQNxh8TNY
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Exhibit B
SCHEDULE OF CHARGES AND TIMELINE
BUDGET
Estimated fees (not to exceed) $80,000
Hourly Rate $100 an hour
Travel and out-of-pocket expenses (travel is included in the TOTAL (not to exceed amount) One Time Fees 11.5.2..Q
TOTAL (not to exceed) $84,500
TIMELINE
7-14 Business Days - SoSu.TV will research, learn, and demonstrate proficiency in current systems.
SoSu. TV will work with internal staff to successfully complete a rehearsal meeting.
Month One - SoSu.TV will create a content calendar with internal staff for video production . SoSu.TV will develop a plan for billboard template and graphics package.
Months One to Three - SoSu.TV will inventory and analyze current equipment. SoSu.TV will conduct interviews and survey internal staff on needs and requirements for chambers upgrade plan. SoSu.TV will recommend upgrade path.
Exhibit C
EXHIBITC
ANTI-LOBBYING CERTIFICATION
Consultant shall submit to City this certification prior to or at the time of the execution of this Agreement.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U. S. Code. Any person who fails to file the required certification shall be subject to a civil penalty not less than $10,000 and no more than $100,000 for such failure.
The undersigned certifies, to the best of his or her knowledge or belief, that:
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1. No federal appropriated funds have been paid or will be paid, by or on behalf of it, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement; and
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, cooperative agreement, it will complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instruction.
Mark Hat oke (Apr 5, 2022 19:03 POT
SoSu.TV - Mark Hatjakes - Vice President
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City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 26
Agenda Item: Memorandum of Understanding with California Tahoe Conservancy to Exchange Development Rights and Land Coverage
Executive Summary: The Tahoe Regional Planning Agency (TRPA) has established a development rights system to manage future development in the Tahoe basin. Development rights are land use units that must be acquired before development occurs. The City and the California Tahoe Conservancy manage banked development rights that have been acquired through a variety of sources and are used to facilitate projects and transactions to further each agency's goals. The proposed exchange of development rights between the City and Conservancy will create additional opportunities for each agency to facilitate projects and achieve mitigation goals consistent with the City General Plan, TRPA Regional Plan and Conservancy mission.
Requested Action / Suggested Motions: Pass a Motion authorizing and directing the Mayor to execute a Memorandum of Understanding (MOU) with the California Tahoe Conservancy and authorizing and directing the City Manager to execute any and all documents necessary to transfer and exchange development rights and land coverage consistent with the MOU.
Responsible Staff Member: Hilary Roverud, Director of Development Services Responsible Staff Member: Hilary Roverud, Director of Development Services (530) 542-6024 Reviewed and Approved By:
Susan Blankenship, City Clerk
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report - CTC Exchange of Development Rights.docx 02-MOU California Tahoe Conservancy - Exchange of Development Rights.docx 459
Council Agenda Report June 7, 2022 Page 1 of 3
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Exchange of TRPA development rights and land coverage with the California Tahoe Conservancy
Location: Citywide
Responsible Staff Member: Hilary Roverud, Director of Development Services Background: The Tahoe Regional Planning Agency (TRPA) has established a development rights system to manage future development in the Tahoe basin. TRPA growth management regulations establish a variety of development rights which are land use units someone must acquire before development occurs.
TRPA regulations also create limitations on the amount of land disturbance that can be established based on land capability classifications. Permanent land disturbance is measured in terms of square feet of land coverage (impervious surface) and includes man-made structures such as homes, driveways, and parking lots.
The City of South Lake Tahoe has TRPA development rights and land coverage which have been banked from various sources (e.g., Environmental Improvement Projects, implementation of Community Plans and Area Plans, City purchase of land with attached development rights, the retirement of rights, and TRPA allocation of development) over many years. Development rights such as potential residential units of use (PRUs), single and multi-family residential units of use (RUUs), tourist accommodation units (TAUs), commercial floor area (CFA) and land coverage are available for distribution and sale according to adopted City Council policy.
The California Tahoe Conservancy (Conservancy) also manages a land bank through a Memorandum of Understanding (MOU) with the TRPA to mitigate excess coverage on properties with existing development and to facilitate transfers of land coverage and development rights to the public.
Issue and Discussion: City and Conservancy staff have engaged in discussions over the past few months regarding opportunities to exchange land and/or TRPA development rights and land coverage in a manner that would result in more efficient management of these assets and provide additional opportunities for each agency to achieve respective goals. This proposed exchange is a result of these discussions. City and Conservancy staff will continue to discuss potential land exchanges and bring recommendations to City Council at a later date, if necessary.
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Council Agenda Report June 7, 2022 Page 2 of 3
Approval of the attached MOU would allow an exchange of the following between the City and Conservancy.
City to Conservancy Conservancy to City
Stream Environment Zone (SEZ)
Restoration Credits
25,000 sf
Potential Residential Units of Use
(PRUU)
65 Tourist Accommodation Units (TAU) 30
Residential Units of Use (RUU) 3
Potential Land Coverage - Upper
Truckee Hydrologic Area
150,000 sf
The SEZ restoration credits that the City would provide to the Conservancy were acquired through implementation of the Ski Run Blvd SEZ Restoration Project, Phase 2 that was completed in 1997. The Conservancy has indicated that acquiring these SEZ restoration credits would allow them to be available to eligible members of the public seeking to fulfill TRPA permit mitigation requirements.
RUUs, PRUUs, TAUs, and potential land coverage that the City would acquire in the exchange could be used to further City housing, economic development and land use goals. RUUs can be used for development of new residential units in the City. PRUUs are development rights that are paired with residential allocations to create new residential units. These potentially could be paired with residential allocations that the City Council has set aside to incentivize Town Center projects which would create an additional incentivize for residential and/or mixed use infill projects. TAUs can be used to develop new tourist accommodation units or can be converted to residential units or CFA to incentivize housing and economic development projects. Potential land coverage can be used to meet land coverage transfer needs of affordable housing projects or to mitigate existing excess land coverage for public service and recreation projects, which would eliminate or reduce the amount of excess land coverage mitigation fees associated with City or community benefit projects. City distribution of these development rights and land coverage would be subject to adopted City Council policies.
Financial Implications: Based on the development right appraisal dated February 7, 2022, prepared by Ben Q. Johnson, Johnson Valuation Group Limited the total monetary value of commodities acquired by the City in this exchange would equal $1,945,000. This appraisal did not include an appraised value of SEZ restoration credits which the City would provide to the Conservancy. The Conservancy conducted an appraisal in November 2019 which valued SEZ restoration credits at $30 per square foot, however this value may have changed since the appraisal was completed.
Environmental Considerations: The proposed exchange of TRPA development rights does not constitute an “approval” of a “project” pursuant to CEQA Guidelines Sections 15004 and 15352.
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Council Agenda Report June 7, 2022 Page 3 of 3
Policy Implications: The recommended amendments are consistent with the City General Plan and Strategic Plan, specifically the following policies:
General Plan Economic Development Element Policy ED‐1.2: Economic and Environmental Balance: The City shall strive to maintain a balance between economic health and environmental health through careful and efficient planning.
General Plan Housing Element Policy 1-1: The City shall adopt programs, ordinances, incentives, land use plans and other regulatory mechanisms that provide opportunities for the private sector to address the housing needs of citizens of all economic levels.
General Plan Housing Element Policy 1-6 The City shall encourage the production of housing as part of mixed-use projects in commercial nodes, Town Centers and Regional Centers and any other high-density area that may be identified in the future.
General Plan Housing Element Policy 1-9 Support the efforts of the California Tahoe Conservancy in the Tahoe Livable Communities program to remove blighted properties and repurpose associated development commodities. Encourage the use of residential commodities for affordable housing located in Town Centers.
Strategic Plan Action Item 4.1.2: Evaluate available methods and tools which support a City of South Lake Tahoe economic development function to identify, recruit, and retain businesses. 462
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING is entered into on this 7th day of June 2022, by and between the CALIFORNIA TAHOE CONSERVANCY (“CONSERVANCY”), a State of California agency, and the
CITY OF SOUTH LAKE TAHOE, a California municipal corporation (“CITY”).
RECITALS
WHEREAS, on October 23, 1987, the CONSERVANCY, authorized the establishment of a Land Coverage Bank in order to carry out excess coverage mitigation and coverage transfers on behalf of public and private projects, and to transfer coverage and other marketable rights in order to facilitate public projects; WHEREAS, on February 18, 1988, the CONSERVANCY entered into, and revised a Memorandum of Understanding with the Tahoe Regional Planning Agency (hereafter “TRPA”) on March 17, 2016, and October 24, 2018, assigning certain functions to the Land Bank for excess coverage mitigation, new coverage and development right transfers, and Conservancy and public service mitigation projects; WHEREAS, the CONSERVANCY is authorized to exchange development rights with local public agencies under California Government Code sections 66907.1, 66907.2, and 66907.8;
WHEREAS, on September 3, 2019, by adoption of Resolution No. 2019-067 as revised on May 3, 2022, by adoption of Resolution No. 2022-051, the CITY authorized the establishment of a policy for the disposition of banked development rights assets; WHEREAS, the CITY maintains an inventory of banked development rights as described in the City Development Rights Annual Report dated March 1, 2022; WHEREAS, the CITY and CONSERVANCY desire to exchange certain development rights in order to facilitate future planning needs; NOW THEREFORE, CITY and CONSERVANCY agree to exchange
development rights for mutual exchange and benefit, as follows:
1. Agreement to Transfer Development Rights
A. Transfer of Development Rights from CITY to CONSERVANCY:
The CITY has agreed to provide for the transfer of 25,000 square feet of Stream Environment Zone (‘SEZ”) Soft Restoration Credit from said CITY inventory to the CONSERVANCY;
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B. Transfer of Development Rights from CONSERVANCY to CITY The CONSERVANCY has agreed to provide for the transfer of three (3) Existing Residential Units of Use from said CONSERVANCY Land Bank to the CITY;
The CONSERVANCY has agreed to provide for the transfer of sixty-five (65) Potential Residential Units of Use from said CONSERVANCY Land Bank to the CITY;
The CONSERVANCY has agreed to provide for the transfer of thirty (30) Tourist Accommodation Units from said CONSERVANCY Land Bank to the CITY; and
The CONSERVANCY has agreed to provide for the transfer of 150,000 square feet of high capability potential land coverage rights (Bailey Land Capability Class 4, 5, 6, and/or 7; and/or Individual Parcel Evaluation System rating score above 726) located within the Upper Truckee Hydrologic Area from said CONSERVANCY Land Bank to the CITY.
2. Instruments Needed to Carry out Transfers
CITY and CONSERVANCY agree to execute any and all documents necessary to transfer and exchange the above-referenced development rights, pursuant to the TRPA Code of Ordinances. Certain documents may require recordation in the El Dorado and/or Placer County Official Records by either party, or by TRPA.
3. Funds
No funds shall be owed, due, payable from, or to, either party for the exchange of said development rights stated within this Memorandum of Understanding. Escrow recordation fees may apply, which the parties will share.
4. Term
The term to effectuate the transfer and exchange of said development rights between the CONSERVANCY and CITY shall be one (1) year.
Extension of the term may be granted upon mutual written consent of the parties.
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5. Irrevocability
This Memorandum of Understanding may not be terminated or revoked except by the mutual consent of the parties in writing.
STATE OF CALIFORNIA CITY OF SOUTH LAKE TAHOE
Resources Agency
California Tahoe Conservancy
By: ____________________________ By: _________________________ Jane Freeman Devin Middlebrook
Deputy Director Mayor
1061 Third Street 1901 Lisa Maloff Way
South Lake Tahoe, CA 96150 South Lake Tahoe, CA 96150
Attest: ________________________
Susan Blankenship
City Clerk
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City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 27
Agenda Item: Installation of a Painted Crosswalk in the City of South Lake Tahoe to Celebrate Pride Month
Executive Summary: On May 17, 2022, Councilmember Bass asked staff to evaluate the installation of a painted crosswalk in the City of South Lake Tahoe to celebrate Pride Month, and received a second from Councilmember Friedrich to place this on a future agenda. Staff has evaluated options for location, paint type, and duration and will present alternatives to the City Council for discussion and direction to the staff.
Requested Action / Suggested Motions: Receive report and provide direction to the City Manager on whether to install a painted crosswalk, and if so, the location and design.
Responsible Staff Member: Joe Irvin, City Manager and Anush Nejad, Director of Public Works Responsible Staff Member: Joe Irvin, City Manager (530) 542-6043 Anush Nejad, Director of Public Work (530) 542-6031
Reviewed and Approved By:
Susan Blankenship, City Clerk
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report - Crosswalk Art.docx
02 - Attachment A - Painted Crosswalk Options (presentation) 466
Council Agenda Report- June 7, 2022 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Installation of a Painted Crosswalk to Celebrate Pride Month Location: To be Determined
Responsible Staff Member: Joe Irvin, City Manager – (530) 542-6043 Anush Nejad, Director of Public Works – (530) 542-6031
Background: During the May 17, 2022, City Council meeting, Councilmember Bass requested staff to evaluate and present options for a painted crosswalk in the City of South Lake Tahoe.
Based on this request, City staff have reviewed legal requirements, potential locations, and types of painted Crosswalk in the City to receive direction from the City Council.
Issue and Discussion: A crosswalk is considered a “Traffic Control” device and identifies the location of pedestrian crossings. Crosswalk markings are white or yellow pavement marking lines that identify the crosswalk. Guidance and design of crosswalk markings are defined in the California Manual of Uniform Traffic Control Devices (CA MUTCD – (current edition 2014-Rev 6)).
Chapter 3G: Colored Pavements in the CA MUTCD provides guidance on creative crosswalks and recommends: “Crosswalk art is purely aesthetic and is not intended to communicate regulatory, warning or guidance message to road users. Crosswalk art should contrast significantly with the adjoining paved areas. Crosswalk art should not use colors and patterns that degrade the contrast of white crosswalk lines”.
Several agencies have installed creative art at crosswalks and intersections. Due to the nonuniform application, the U.S. Department of Transportation, Federal Highway Administration (FHWA) issued an Official Ruling (3(09)-24(I) – Application of Colored Pavement – guidance document. This guidance document states that “FHWA's position has always been and continues to be that subdued-colored aesthetic treatments between the legally marked transverse crosswalk lines are permissible provided that they are devoid of retroreflective properties and that they do not diminish the effectiveness of the legally required white transverse pavement markings used to establish the crosswalk.”
Therefore, staff opinion is that art within the crosswalk area is permissible if the color treatments are uniform, consistent, repetitive, and expected so as not to be a source of distraction. FHWA discourages elements of aesthetic interior treatment that are random or unsystematic.
Based on these findings, City Staff evaluated several options for location and treatment types.
The following are the staff options for Council consideration:
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Council Agenda Report- June 7, 2022 Page 2 of 2
A. Location Options:
1. The U.S. 50 and Lakeview Ave. – West leg crossing on Lakeview. This intersection is within Caltrans jurisdiction, and therefore, an Encroachment Permit and approval from Caltrans are required. See Attachment A – Option A1.
2. Ski Run Boulevard at Tamarack Ave – East leg crossing Ski Run Blvd. This intersection may require an upgrade to the ADA ramps and should be evaluated.
See Attachment A – Figure A2.
3. Harrison Street at San Francisco Ave – West leg crossing Harrison St. See Attachment A – Figure A3.
4. South Tahoe Bikeway Path – Lakefront between 3351 Lake Tahoe Blvd and Fremont Ave. At this location, there are a series of Pedestrian Markings at driveway locations (3 segments). See Attachment A – Figure A4.
Based on field reviews, staff believes that Location 4 is a suitable location for implementing the crosswalk art. This location does not require ADA upgrades or approval from Caltrans and would comply with FHWA guidance for art in the crosswalk.
B. Art Types Options:
1. Longitudinal Color markings within two 12-inch White Pavement Markings. See Attachment A – Figure B1.
2. Traverse Color markings within White Traverse Marking within two 12-inch White Pavement Markings. See Attachment A – Figure B2.
3. Traverse Color markings within two 12-inch White Pavement Markings. See Attachment A – Figure B3.
C. Duration Options:
The Council may provide direction as to the duration of the implementation. The implementation may either be for a certain period or a permanent installation.
Financial Implications: This action will result in additional costs for painting and maintenance of the recommendation and duration of crosswalk art. However, the cost is minimal and can be absorbed with the operational budget. The Ski Run option may require ADA ramp upgrades that could cost about $10,000.
Environmental Considerations:Painting of a crosswalk area is not a “project” subject to review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15378(b)(2) (continuing administrative or maintenance activities, such as purchases for supplies) if the type of installation complies with the CA-MUTCD guidance.
Policy Implications: This action supports the vibrancy, safety, sustainability, inclusivity, desirability, and economic strength of the City of South Lake Tahoe. 468
Painted
Crosswalk
Options
J U NE 7 , 2 0 2 2
469
Location Option #A1
US 50 Lakeview
470
Location Option #A2
Ski Run at Tamarack
471
Location Option #A3
Harrison Street at San Francisco
472
Location Option #A4
SLT Bikeway – Lake Front (3 locations)
473
Art Option #B1
Longitudinal
474
Art Option #B2
Traverse with
White interlaced
475
Art Option #B3
Traverse
Colored Pattern
476
City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 28
Agenda Item: Two State Excess Sites Local Government Matching Grants (LGMG) Program Applications for Phases 1A and 2A of the Sugar Pine Village Affordable Housing Project Executive Summary: The Excess Sites Local Government Matching Grants Program (LGMG) will provide grant based funding to match certain local government funding for selected developers and local governments for predevelopment and development of affordable housing on excess state lands. The program requires a resolution from the City that approves the budget, including all sources, and demonstrating local government contribution. Related California submitted two LGMG grant applications for Phase 1A and 2A of Sugar Pine Village. The Related Companies of California, LLC is the applicant for Phase 1A and the City is a co-applicant with Related for the Phase 2A application.
Requested Action / Suggested Motions: 1) Pass a Resolution authorizing the joint application with The Related Companies of California, LLC for the Local Government Matching Grants (LGMG) program for Sugar Pine Village Phase 2A in the amount of $5,943,000; 2) Pass a Resolution supporting the application of The Related Companies of California, LLC and St. Joseph Community Land Trust for $4,000,000 of LGMG program funding and approving the budget for Phase 1A; and 3) Pass a Resolution supporting the application of The Related Companies of California, LLC for $5,943,000 of LGMG program funding and approving the budget for Phase 2A.
Responsible Staff Member: Jessica Wackenhut, Associate Housing Planner and Zach Thomas, Housing Manager
Responsible Staff Member: Jessica Wackenhut Lomeli, Associate Housing Planner (530) 542-6158 Zach Thomas, Housing Manager (530) 542-7400
Reviewed and Approved By:
Hilary Roverud, Director of Development Services
Susan Blankenship, City Clerk
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report - Sugar Pine Village Matching Grants Program.docx 02-Resolution-Sugar Pine Village LGMG Joint Application.docx 03-Resolution-Sugar Pine Village Matching Grants (Phase 1A).pdf 04-Resolution-Sugar Pine Village Matching Grants (Phase 2A).pdf 477
Council Agenda Report June 7, 2022 Page 1 of 4
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Excess Sites Local Government Matching Grants (LGMG) Program Application for the Sugar Pine Village affordable housing project
Location: 1888 Lake Tahoe Boulevard and 1029 Tata Lane
Responsible Staff Member: Jessica Wackenhut Lomeli, Associate Housing Planner Zach Thomas, Housing Manager
Background: The Sugar Pine Village project is a proposed 248-unit affordable housing project, with onsite community service facilities on 11.6 acres of land owned by the State of California and managed by the California Tahoe Conservancy (Conservancy). This project is a result of the Governor’s Executive Order N-06-19, which directed the California Department of General Services (DGS) to identify excess state properties as potential affordable housing development sites. In July 2020, the Conservancy announced the State had selected Related Companies of California LLC in partnership with the St. Joseph Community Land Trust to construct and manage the Sugar Pine Village project.
Since June 2020, the City of South Lake Tahoe has been an active partner in the development of the project. As a first step of financial commitment, the City Council at its November 17th, 2020 meeting authorized a $566,629 loan for predevelopment costs (Resolution 2020-109) and a $1,250,000 loan to purchase banked land coverage at the airport (Resolution 2020-110). The loans were funded by Program Income from repayments of loans from the Redevelopment Agency (RDA) Low- and Moderate-Income Housing Fund and the City’s undesignated reserve fund, respectively. At its October 19, 2021 meeting the City Council also approved a $627,626 loan of HOME Program Income. This brings the City’s total commitment toward the project to $2,444,255.
In addition to direct City commitments, the City has partnered with Related Development to secure $17,359,470 in Affordable Housing and Sustainable Communities (AHSC) grant funds, $5,000,000 in Permanent Local Housing Allocation (PLHA) grant funding.
Related California has also secured $20,000,000 in Multifamily Housing Program (MHP) funding and $3,195,900 in Infill Infrastructure Grant (IIG) funding so far in the financing phase of the project.
To date, approximately $40,000,000 in tax credits and grant applications have been applied for and secured using the City’s initial approximate $1.8 million commitment as a local match. 478
Council Agenda Report June 7, 2022 Page 2 of 4
Related California is phasing the financing and construction of the project into four phases. Phase 1A includes 68 residential units and a community building, Phase 1B 60 units, Phase 2A 60 units and Phase 2B 60 units. The table below summarizes the financing strategy for the first three phases and shows how the City contributions pair with other funding sources.
The Excess Sites Local Government Matching Grants Program (LGMG) will provide grant based funding to match certain local government funding for selected developers and local governments for predevelopment and development of affordable housing on excess state lands. On May 5, 2022 HCD released a Notice of Funding Availability (NOFA) for up to $30 million to provide funds for Predevelopment and Development Costs to selected excess sites projects that receive a financial contribution from a local government. The program requires a resolution from the City that approves the budget, including all sources, and demonstrating local government contribution.
Issue and Discussion: The LGMG program’s primary objectives are to accelerate affordable housing production on state excess sites. The selected projects receiving a local government contribution are eligible for gap funding for predevelopment and development costs. Related California submitted two LGMG grant applications for Phase 1A and 2A to address increased project costs. Related Companies of California, LLC is the applicant for Phase 1A and the City is a co-applicant for the Phase 2A application. The financial contributions from the City include the following:
Source Phase 1A Phase 2A
City of South Lake Tahoe RDA Loan $566,629
City General Fund Loan for
coverage purchase
$254,487 $995,509
City Waived Building Permit Fees
and Commodity Donation
$1,057,000
PLHA Loan $4,750,000
Totals $5,571,116 $2,052,509
Source Phase 1A Phase 1B Phase 2A Total
City RDA Loan 566,629 - - 566,629
City Coverage Loan 254,487 995,513 1,250,000
HOME PI Loan 625,000 625,000
Total City Funds 821,116 625,000 995,513 2,441,629
Federal Tax Credit Equity 17,651,379 21,744,524 15,716,202 55,112,105 State Tax Credit Equity 5,722,864 - 7,672,662 13,395,526 State MHP 12,127,500 7,448,016 - 19,575,516
State AHSC - - 10,551,967 10,551,967
State IIG 3,195,900 - - 3,195,900
State PLHA 4,750,000 - - 4,750,000
State HOME - 5,162,446 - 5,162,446
State LGMG 4,000,000 6,000,000 10,000,000
Total Leveraged Funds 47,447,643 34,354,986 39,940,831 121,743,460 Committed Applied For Identified N/A
479
Council Agenda Report June 7, 2022 Page 3 of 4
In order to meet the deadlines associated with the approximate 3-week application period (May 5- May 25) draft applications were submitted subject to future City Council authorization. It is recommended that the City Council adopt a resolution authorizing staff to submit a joint application for Phase 2A with Related Companies of California LLC under the LGMG Program for an amount of $5,943,000.
Additionally, it is recommended that the City Council adopt a resolution for Phase 1A and another resolution for Phase 2A supporting the applications and approving the project budget for each phase.
Financial Implications: The attached resolutions document local funding commitments to Sugar Pine Village. LGMG grant funds are awarded on a competitive basis for affordable housing development on Excess State Land Sites up to $10,000,000 per developer. If awarded, the allocation of Phase 2A funds would be contingent upon the City entering into a Standard Agreement with HCD. The resolution authorizing the joint application also authorizes the City Manager to enter into the Standard Agreement if the grant is awarded. Any future loan agreement associated with the LGMG Program funding award will require City Council approval.
It is anticipated that the City will carry primary responsibility for grant administration and monitoring related to the Phase 2A application. With Related Companies of California, LLC as the sole applicant for the Phase 1A application, awarded funds would be provided directly to the developer from HCD.
Environmental Considerations: For projects that satisfy criteria specified by SB 35, the guidelines issued by HCD specify that the California Environmental Quality Act (CEQA) does not apply to actions taken by a local government to provide financial assistance to a development that receives streamlined approval and that is to be used for housing for persons and families of very low, low, or moderate income, as defined in Section 50093 of the Health and Safety Code.
Policy Implications: The recommended action is consistent with the City Strategic Plan which identifies supporting the Sugar Pine Village Project as Action Item 1.3.2.
The recommended action is also consistent with the following adopted policies and programs:
City General Plan Housing Element
Policy 1-1 The City shall adopt programs, ordinances, incentives, land use plans and other regulatory mechanisms that provide opportunities for the private sector to address the housing needs of citizens of all economic levels.
Policy 2-2 The City shall enable opportunities for deed-restricted affordable ownership housing to ensure long-term affordability.
Policy 2-5 The City shall recognize that it will become difficult to attract employees if they cannot afford to purchase or rent housing in South Lake Tahoe. The City shall encourage and support programs and activities that create a robust local economy that provides residents with good paying employment and the means to purchase and/or rent housing in the city. 480
Council Agenda Report June 7, 2022 Page 4 of 4
Program 2-1 PURSUE STATE AND FEDERAL FUNDS
To support the creation of quality, affordable housing options for extremely low-, very low-, and low-income households, the City shall seek and when appropriate and feasible pursue grant opportunities for state and federal funds.
Program 2-6 ANALYSIS OF FEDERAL AND STATE LANDS
The City shall continue discussing the potential for developing quality workforce and affordable housing on non-environmentally sensitive lands owned by the California Tahoe Conservancy (Conservancy) and the United States Forest Service (USFS). The City shall ensure that important natural resources are protected and only pursue surplus lands that these agencies have determined do not have a clear and compatible conservation or recreation purpose consistent with agency goals.
Tahoe Valley Area Plan
Policy H-1.1 – Housing Options
Provide for a range of housing options that include affordable, moderate-income, and workforce housing so that people can live and work in the City.
Policy H-1.5 – Redirection of Development
Direct high density residential development to areas of Tahoe Valley that are within walking distance of public transit and services.
Policy H-1.7 – Tahoe Livable Communities Program
Collaborate and support efforts of the California Tahoe Conservancy to remove blighted properties and repurpose associated development commodities. Encourage the use of residential commodities for affordable housing in Tahoe Valley area.
Policy H-2.1 – General
Encourage the creation of residential uses to support and add vitality to commercial and public service projects in the Tahoe Valley area.
481
Resolution 2022-XXX June 7, 2022 Page 1 of 2
Resolution 2022-XXX
Adopted by the City of South Lake Tahoe
City Council
June 7, 2022
Authorizing the joint application for the Local Government Matching Grants (LGMG) program for Sugar Pine Village
Phase 2A
BACKGROUND
A. On January 15, 2019, Governor Gavin Newsom signed Executive Order No. N16-19, which allows the production of affordable housing on state-owned Excess Sites. The Executive Order authorizes the Department of General Services (DGS) and the Department of Housing and Community Development (HCD) to Identify and prioritize Excess Sites for sustainable, cost-effective, and innovative multi-family affordable housing projects.
B. On June 30, 2020, DGS and HCD selected the Related Companies of California, LLC to develop affordable housing at 1888 Lake Tahoe Blvd. and 1029 Tata Lane pursuant to Executive Order N-06-19.
C. Chapter 111, Statutes of 2021 (Assembly Bill (AB) 140) makes several statutory changes for the purpose of implementing the housing and homelessness provisions of the Budget Act of 2021, which established the Excess Sites Local Government Matching Grants (LGMG) Program to be administered by HCD.
D. LGMG was allocated up to $30 million to provide funds for Predevelopment and Development Costs to selected projects that receive a financial contribution from a Local Government, as defined pursuant to Health and Safety Code section 50704.80(b). Funding for LGMG is made available pursuant to Health and Safety Code section 50704.81(a)(2).
E. HCD has issued a Notice of Funding Availability (NOFA), dated May 5, 2022, for LGMG pursuant to Health and Safety Code section 50704.83(f).
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, BE IT RESOLVED, that the City Council of the City of South Lake Tahoe:
1. Authorizes City staff to submit a Joint Application for the LGMG Program with Related Companies of California, LLC for Sugar Pine Village Phase 2A for a total of $5,943,000.
482
Resolution 2022-XXX June 7, 2022 Page 2 of 2
2. If an application is approved, authorizes the City Manager to enter into, execute and deliver the grant agreement (i.e., Standard Agreement) and any and all subsequent amendments thereto with the State of California for the purposes of the grant.
3. If Applicant is awarded LGMG grant funds from HCD pursuant to the above referenced LGMG Program NOFA, it represents and certifies that it will use all such funds in a manner consistent and in compliance with all applicable state and federal statutes, rules, regulations, and laws, including without limitation all rules and laws regarding the LGMG Program, as well as any and all contracts Applicant may have with HCD.
Adopted by the City of South Lake Tahoe City Council on June 7, 2022, by the following vote:
Yes:
No:
Absent:
Abstain:
________________________ Date:_________
Devin Middlebrook, Mayor
Attest:
________________________
Susan Blankenship, City Clerk
The presence of electronic signature certifies that the foregoing is a true and correct copy as approved by the South Lake Tahoe City Council.
483
Resolution of the Governing Body
Applicants are encouraged to use this Resolution in content and form.
RESOLUTION NO.____________
A RESOLUTION OF THE GOVERNING BODY OF _____________________ SUPPORTING THE APPLICATION OF _____________________ FOR THE LOCAL GOVERNMENT MATCHING GRANTS PROGRAM; APPROVING _______________
BUDGET FOR THE LOCAL GOVERNMENT MATCHING GRANTS PROGRAM WHEREAS:
A. On January 15, 2019, Governor Gavin Newsom signed Executive Order No.
N-06-19, which allows the production of Affordable housing on state-owned Excess Sites (“Excess Sites”). The Executive Order authorizes the Department of General Services (“DGS”) and the Department of Housing and Community Development (“Department”) to identify and prioritize Excess Sites for sustainable, cost-effective, and innovative multi-family Affordable housing projects.
B. On ___________ DGS and the Department selected ___________________ to develop Affordable housing at _______________________________ (“selected project”) pursuant to Executive Order No. N-06-19.
C. Chapter 111, Statutes of 2021 (Assembly Bill (AB) 140) makes several statutory changes for the purpose of implementing the housing and homelessness provisions of the Budget Act of 2021, which establishes the Excess Sites Local Government Matching Grants (“LGMG”) Program (hereafter, “Program”) to be administered by the Department.
D. The Program was allocated up to $30 million to provide funds for Predevelopment and Development Costs to selected projects that receive a financial contribution from a Local Government, as defined pursuant to Health and Safety Code section 50704.80(b). Funding for the Program is made available pursuant to Health and Safety Code section 50704.81(a)(2).
E. The Department has issued a Notice of Funding Availability (“NOFA”), dated May 5, 2022, for the Program pursuant to Health and Safety Code section 50704.83(f).
F. The Program requires contribution from ________________________________ to ____________________ for ____________________________ (“Applicant”) to apply for Program funds pursuant to Health and Safety Code section 50704.82. Towards that end, Applicant is submitting an Application for Program funds (“Application”) to the Department for review and consideration. 484
G. The Program requires a resolution from _______________________________ pursuant to Health and Safety Code section 50704.82(b(1)(A) approving the ___________________ budget, including all sources, and demonstrating the amount of Local Government Contribution to the Applicant for Predevelopment and Development Costs for ____________________, and the requested amount from the Program.
THEREFORE, IT IS RESOLVED THAT:
1. The ____________________________________________ supports _______________________ submitting an Application to the Department to receive Program funds for ________________________ to develop Affordable housing on the state-owned Excess Site.
2. The ____________________________ is authorized to submit the approved _________________ Project Budget (“Attachment 1”) and Anticipated and Committed Project Sources (“Attachment 2”) to the Applicant to include in their Application. Attachment 1 and Attachment 2 demonstrate the requested amount from the Program, __________________ that will be allocated to the Applicant, and all other sources for Predevelopment and Development Costs associated with the development of Affordable housing on the state-owned Excess Site.
Attachment 1: ________________ Budget
Attachment 2: Anticipated and Committed Project Sources PASSED AND ADOPTED at a regular meeting of the __________________ of the ___________ of ___________ held on ________ by the following vote:
Instruction: Fill in all four vote-count fields below. If none, indicate “0” for that field.
AYES: _____ NOES: _____
ABSENT: _____ ABSTAIN: _____
__________________________________
485
STATE OF CALIFORNIA
_________ of ________________
I, __________________, ________ Clerk of the _________ of ________________, State of California, hereby certify the above and foregoing to be a full, true and correct copy of a resolution adopted by said _________________ on this ___ day of _____________, 20____.
_________________________________________
_ , Clerk of the of
_____________________, State of California
By: _____________________________________
Note: The attesting officer cannot be the person identified in the Resolution as the authorized signer.
486
ATTACHMENTS
Attachment 1: Project Budget
Attachment 2: Anticipated and Committed Project Sources 487
Attachments
Attachment 1: Project Budget (from Program Application) Land Cost/Acquisition $0
New Construction $36,550,148
Architectural Fees $2,463,487
Survey & Engineering $387,025
Construction Interest & Fees $3,881,677
Permanent Financing $17,500
Legal Fees $404,400
Reserves $408,147
Contingency Costs $2,011,705
Other Project Costs (including
$6,547,222 in Local Fee Waivers)
$9,411,891
Developer Costs $2,700,000
Total Project Costs $58,235,980
488
Attachments
Attachment 2: Anticipated and Committed Project Sources Permanent Bank Loan (Committed) $2,920,000
MHP Loan (Committed) $12,127,500
PLHA Loan (Committed Local Government Contribution from an HCD-originated Funding Source)
$4,750,000
IIG (Committed) $3,195,900
City of South Lake Tahoe RDA Loan (Committed Local Government Contribution from a Local Funding Source)
$566,629
City Coverage Loan (Committed Local Government Contribution from a Local Funding Source)
$254,487
TRPA Waived Fees (Committed Local Government Contribution in the form of Local Fee Waivers)
$6,547,222
LGMG (Anticipated) $4,000,000
General Partner Equity
Tax Credit Equity $23,374,243
Deferred Developer Fee $500,000
Total Sources $58,235,980
489
Resolution of the Governing Body
Applicants are encouraged to use this Resolution in content and form.
RESOLUTION NO.____________
A RESOLUTION OF THE GOVERNING BODY OF _____________________ SUPPORTING THE APPLICATION OF _____________________ FOR THE LOCAL GOVERNMENT MATCHING GRANTS PROGRAM; APPROVING _______________
BUDGET FOR THE LOCAL GOVERNMENT MATCHING GRANTS PROGRAM WHEREAS:
A. On January 15, 2019, Governor Gavin Newsom signed Executive Order No.
N-06-19, which allows the production of Affordable housing on state-owned Excess Sites (“Excess Sites”). The Executive Order authorizes the Department of General Services (“DGS”) and the Department of Housing and Community Development (“Department”) to identify and prioritize Excess Sites for sustainable, cost-effective, and innovative multi-family Affordable housing projects.
B. On ___________ DGS and the Department selected ___________________ to develop Affordable housing at _______________________________ (“selected project”) pursuant to Executive Order No. N-06-19.
C. Chapter 111, Statutes of 2021 (Assembly Bill (AB) 140) makes several statutory changes for the purpose of implementing the housing and homelessness provisions of the Budget Act of 2021, which establishes the Excess Sites Local Government Matching Grants (“LGMG”) Program (hereafter, “Program”) to be administered by the Department.
D. The Program was allocated up to $30 million to provide funds for Predevelopment and Development Costs to selected projects that receive a financial contribution from a Local Government, as defined pursuant to Health and Safety Code section 50704.80(b). Funding for the Program is made available pursuant to Health and Safety Code section 50704.81(a)(2).
E. The Department has issued a Notice of Funding Availability (“NOFA”), dated May 5, 2022, for the Program pursuant to Health and Safety Code section 50704.83(f).
F. The Program requires contribution from ________________________________ to ____________________ for ____________________________ (“Applicant”) to apply for Program funds pursuant to Health and Safety Code section 50704.82. Towards that end, Applicant is submitting an Application for Program funds (“Application”) to the Department for review and consideration. 490
G. The Program requires a resolution from _______________________________ pursuant to Health and Safety Code section 50704.82(b(1)(A) approving the ___________________ budget, including all sources, and demonstrating the amount of Local Government Contribution to the Applicant for Predevelopment and Development Costs for ____________________, and the requested amount from the Program.
THEREFORE, IT IS RESOLVED THAT:
1. The ____________________________________________ supports _______________________ submitting an Application to the Department to receive Program funds for ________________________ to develop Affordable housing on the state-owned Excess Site.
2. The ____________________________ is authorized to submit the approved _________________ Project Budget (“Attachment 1”) and Anticipated and Committed Project Sources (“Attachment 2”) to the Applicant to include in their Application. Attachment 1 and Attachment 2 demonstrate the requested amount from the Program, __________________ that will be allocated to the Applicant, and all other sources for Predevelopment and Development Costs associated with the development of Affordable housing on the state-owned Excess Site.
Attachment 1: ________________ Budget
Attachment 2: Anticipated and Committed Project Sources PASSED AND ADOPTED at a regular meeting of the __________________ of the ___________ of ___________ held on ________ by the following vote:
Instruction: Fill in all four vote-count fields below. If none, indicate “0” for that field.
AYES: _____ NOES: _____
ABSENT: _____ ABSTAIN: _____
__________________________________
491
STATE OF CALIFORNIA
_________ of ________________
I, __________________, ________ Clerk of the _________ of ________________, State of California, hereby certify the above and foregoing to be a full, true and correct copy of a resolution adopted by said _________________ on this ___ day of _____________, 20____.
_________________________________________
_ , Clerk of the of
_____________________, State of California
By: _____________________________________
Note: The attesting officer cannot be the person identified in the Resolution as the authorized signer.
492
ATTACHMENTS
Attachment 1: Project Budget
Attachment 2: Anticipated and Committed Project Sources 493
Attachments
Attachment 1: Project Budget (from Program Application) Land Cost/Acquisition $0
New Construction $29,233,532
Architectural Fees $1,329,080
Survey & Engineering $110,000
Construction Interest & Fees $3,176,007
Permanent Financing $82,916
Legal Fees $213,000
Reserves $139,173
Contingency Costs $4,049,824
Other Project Costs (including
$1,057,000 in Local Fee Waivers)
$3,444,442
Developer Costs $2,200,000
Total Project Costs $43,977,974
494
Attachments
Attachment 2: Anticipated and Committed Project Sources Permanent Bank Loan (Committed) $1,541,634
AHSC Loan (Committed) $10,551,967
City Coverage Loan (Committed Local Government Contribution from a Local Funding Source)
$995,509
City Waived Fees and Donated Commodities (Committed Local Government Contribution in the form of Local Fee Waivers) $1,057,243
LGMG (Anticipated) $5,943,000
HCD Housing Accelerator $23,888,864
General Partner Equity
Tax Credit Equity
Deferred Developer Fee
Total Sources $43,977,974
495
City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 29
Agenda Item: Travel Authorization – League Annual Conference, Long Beach, CA, Climate Solutions Summit, Breckenridge, CO and Mountain and Resort Town Planners Summit, Aspen, CO Executive Summary: The League of CA Cities Annual conference will offer educational and innovative leadership sessions across a variety of formats, with a roster of more than 100 speakers. Change is constant in our cities, and these sessions will support city leaders by equipping them with the latest knowledge, resources, and tools to advance their communities and assist officials in their daily roles and operations within their city.
The Climate Solutions Summit brings together key stakeholders from mountain and outdoor communities to collaborate on achievable solutions that accelerate a collective movement to zero-carbon emissions.
The three-day Summit, will host attendees from resort companies, local government staff and sustainability teams, businesses, community leaders, local NGOs, and others.
The Mountain and Resort Town Planners Summit is a small and interactive conference, where ideas, questions and responses flow freely among participants, facilitators, and the host communities. The summit is multi-disciplinary, with programming designed for planners, designers, conservationists, elected officials, and anyone else interested in preserving the uniqueness of their mountain community.
Requested Action / Suggested Motions: Pass a Motion identifying Council Members and authorizing travel and associated expenses to attend the League Annual Conference (September 7-9) and selecting a Voting Delegate, Climate Solutions Summit, Breckenridge, CO (September 20-22) and Mountain and Resort Town Planners Summit, Aspen, CO (October 12-16, 2022) Responsible Staff Member: Susan Blankenship, City Clerk Responsible Staff Member: Susan Blankenship, City Clerk Reviewed and Approved By:
Olga Tikhomirova, Director of Finance
Heather Stroud, City Attorney
Attachments:
01-Staff Report - Travel Authorization.docx
02-Climate Solutions Summit.pdf
03-Mountain and Resort Town Planner Summit.pdf
04-League - 2022 Voting Delegate Packet.pdf
496
Council Agenda Report June 7, 2022 Page 1 of 2
City of South Lake Tahoe
Report to City Council
Meeting Date: June 7, 2022
Title: Travel Authorization – League Annual Conference, Long Beach, CA (September 7-9, 2022) Climate Solutions Summit, Breckenridge, CO (September 20-22) and Mountain and Resort Town Planners Summit, Aspen, CO (October 12-16, 2022) Location: Long Beach, CA, Aspen, CO and Breckenridge, CO Responsible Staff Member: Susan Blankenship, City Clerk (530) 542-6005 Background: On May 3, 2022, Mayor Middlebrook requested an item (Bass second) be brought forward regarding Council Member travel and participation at the Climate Solutions Summit in Breckenridge, CO and the Mountain and Resort Town Planners Summit in Aspen, CO.
The City Clerk received an email regarding registration to the League of CA Cities Annual Conference and is bringing it forward to take advantage of early registration discounts. If participation is approved, a voting delegate will need to be selected.
Per City Council Protocols, the City Clerk is seeking authorization for attendance.
City Council Protocols – City Council Travel
General Travel on Behalf of the City: Councilmembers traveling on behalf of the City expecting reimbursement of expenses must first obtain approval of the travel by the City Council and coordinate their travel through the City Clerk’s Office who will generally charge all expenses to the City (rather than reimburse Councilmembers). As noted in the policy any unused reservation will be paid for by the Councilmember.
Financial Implications: Estimated Costs:
League Annual Conference, Long Beach, CA: Hotel (3 nights) $600, airfare $265, registration $650, parking $45, shuttle service $120, additional travel per diems (meals and incidentals) $252.
Total Estimate: $1,680.
Climate Solutions Summit, Breckenridge, CO: hotel accommodations (3 nights) $525, airfare $300, registration $500, parking $48, shuttle service $100, additional travel per diems (meals and incidentals) $252. Total Estimate $1,725 per person.
Mountain and Resort Town Planners Summit, Aspen, CO: hotel accommodations (5 nights) $1,150, airfare $700, registration $500, parking $72, additional travel per diems (meals and incidentals) $394. Total Estimate $2,766 per person.
City Council Budget for Seminar Registration has a remaining balance of $3,872.50 (total adopted budget amount $4,400).
497
Council Agenda Report June 7, 2022 Page 2 of 2
City Council Budget for Travel has a remaining balance of $7,131.21 (total adopted budget amount $7,600).
Policy Implications: The discussion of Councilmember attendance conforms to City Council Protocols.
498
MT2030 Climate Solutions Summit
Advance Information
The 2022 Mountain Towns 2030 Climate Solutions Summit brings together key stakeholders from our mountain and outdoor communities to collaborate on achievable solutions that accelerate a collective movement to zero-carbon emissions.
The three-day Summit, taking place in Breckenridge, CO on September 20-22, will host attendees from resort companies, local government staff and sustainability teams, businesses, community leaders, local NGOs, and others.
Location/Dates:
Breckenridge, Colorado
Tuesday, September 20 - Thursday, September 22, 2022
Schedule:
The program will begin Tuesday 9/20 at 10:00 a.m. and will commence on Thursday 9/22 early afternoon. Monday evening arrival is recommended.
Session Location:
Sessions will be held at Breckenridge's Riverwalk Center and in facilities throughout the core of Historic Breckenridge, all within a 5-10 minute walk. Dress is casual. Bring comfortable shoes and appropriate clothing to be walking outdoors between sessions.
Registration:
Registration details will be posted on our website by May 1st.
Cost is TBD (approx. $400-500 per person)
Hotels and Lodging:
A variety of lodging options are available from hotel rooms to condominiums with costs ranging as follows. To receive the MT2030 discounted rates, use the direct registration links posted on the MT2030 website registration, live by May 1.
Approximate lodging costs:
Hotel Rooms:
$130-$155++ per night
Condominiums:
Studios to 3 bedrooms condos will be available at approximately $300++ per night for a 3-bedroom condo.
499
Meals:
Light breakfasts and lunches will be provided Tuesday-Thursday.
Dinners will be on your own.
Transportation in Breckenridge:
All meetings and events will be within walking distance of MT2030 lodging accommodations in Breckenridge.
Transportation from DEN to Breckenridge will be available through Epic Mountain Express shuttle for a discounted rate. Rental cars can also be rented at DEN.
About Breckenridge:
Located at 9600’ above sea level, Breckenridge is approximately 90 miles west of Denver.
Visit GoBreck.com for more information on visiting Breckenridge.
Weather:
Weather in the high country in September can vary from snowing to beautiful sunny 70+ degree days. Evenings will be cool. Plan accordingly when packing.
More information will be posted on the website by May 1, 2022 If you have any additional questions, please let us know at [email protected] 500
The Mountain and Resort Town Planners Summit (MRTPS) is a small and interactive conference, where ideas, questions and responses flow freely among participants, facilitators, and the host communities. The summit is multi-disciplinary, with programming designed for planners, designers, conservationists, elected officials, and anyone else interested in preserving the uniqueness of their mountain community. Past attendees have found the conference to be extremely helpful in finding solutions to dayto-day challenges, creating a network of peers from similar communities, and fostering big picture thinking. The conference format typically includes keynote speakers, guided tours, and peer-to-peer roundtable discussions led by expert facilitators.
Getting to Aspen/Snowmass
The closest airport is Aspen/Pitkin County Airport, which is 15- minutes from the conference venue, the Viceroy Resort in Snowmass Village. The Viceroy offers a complimentary shuttle to and from the airport. Alternative airports include Eagle County Regional Airport (1.25 hours) or Denver, a 4-hour scenic drive away. Once you're here, no car is necessary. Aspen/Snowmass and the Roaring Fork Valley have an excellent transit system as well as taxis and rideshares. All conference activities will be within walking distance or transportation will be provided. Meal and entertainment options are plentiful in Snowmass Village, and even more so in the City of Aspen, which is accessible by a free, high-frequency bus line.
The Venue
The Viceroy Resort is located in the Town of Snowmass Village, Colorado. For the summit, we have secured rates of $219 per night for a Studio King and $299 per night for a one-bedroom residence.
The Locale
Aspen/Snowmass and the Roaring Fork Valley is a storied place rich in history, culture, recreation, and ecology. Though it is known for its affluence, the community has made tremendous investments in affordable housing for over 40 years, creating a thriving community with youthful energy paired with relaxed gentility. Cultural amenities include the Aspen Art Museum, the Wheeler Opera House, and the John Denver Sanctuary. And, of course, virtually every type of outdoor recreation can be had, with a trail system second-to-none in North America. 501
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: June 1, 2022
TO: City Managers and City Clerks
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference & Expo – September 7-9, 2022 Cal Cities 2022 Annual Conference & Expo is scheduled for September 7-9, 2022 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 9. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities policy.
In order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity.
Please complete the attached Voting Delegate form and return it to Cal Cities office no later than Friday, September 2. This will allow us time to establish voting delegate/alternate records prior to the conference.
Please view Cal Cities’ event and meeting policy in advance of the conference. • Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council.
When completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone. • Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration will open by June 1 on the Cal Cities website. In order to cast a vote, at least one voter must be present at the Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegate Desk. This will enable them to receive the special sticker on their name badges that will admit them into the voting area during the Business Meeting.
Council Action Advised by August 31, 2022
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• Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. • Seating Protocol during General Assembly. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges.
The Voting Delegate Desk, located in the conference registration area of the Long Beach Convention Center, will be open at the following times: Wednesday, September 7, 8:00 a.m. – 6:00 p.m.; Thursday, September 8, 7:00 a.m. – 4:00 p.m.; and Friday, September 9, 7:30 a.m.–12:30 p.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting.
The voting procedures that will be used at the conference are attached to this memo.
Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.
Once again, thank you for completing the voting delegate and alternate form and returning it to Cal Cities office by Friday, September 2. If you have questions, please call Darla Yacub at (916) 658-8254.
Attachments:
• Annual Conference Voting Procedures
• Voting Delegate/Alternate Form
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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org Annual Conference Voting Procedures
1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.
2. Designating a City Voting Representative. Prior to the Annual Conference, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the Voting Delegate Form provided to the Cal Cities Credentials Committee.
3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the Voting Delegate Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the Business Meeting.
4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the Credentials Committee at the Voting Delegate Desk, may sign petitions to initiate a resolution.
5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and be registered with the Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate.
6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate.
7. Resolving Disputes. In case of dispute, the Credentials Committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting.
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CITY:________________________________________
2022 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Friday, September 2, 2022. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one voting delegate and up to two alternates.
To vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation. As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council.
Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk.
1. VOTING DELEGATE
Name:
Title:
2. VOTING DELEGATE - ALTERNATE 3. VOTING DELEGATE - ALTERNATE Name: Name:
Title: Title:
ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s).
Name: ____________________________________ Email_________________________________ Mayor or City Clerk_________________________ Date____________ Phone________________ (circle one) (signature) Please complete and return by Friday, September 2, 2022 to:
Darla Yacub, Assistant to the Administrative Services Director E-mail: [email protected]; Phone: (916) 658-8254
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City of South Lake Tahoe
Agenda Item Executive Summary
Joe Irvin, City Manager
Meeting Date: June 7, 2022
Agenda Item #: 30
Agenda Item: Agenda Planning Calendar
Executive Summary:
Requested Action / Suggested Motions: A Councilmember may request that an item be placed on a future agenda. Upon the support of one (1) additional Council Member, direction shall be given to the City Manager to calendar the item for a convenient future agenda, but no sooner than the second meeting after the request was made, and/or modify the Agenda Planning Calendar as desired.
Responsible Staff Member: Joseph Irvin, City Manager
Responsible Staff Member:
Reviewed and Approved By:
Attachments:
APC - 06 02 2022.pdf
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2022 Agenda Planning Calendar Updated 6/02/2022
Department Agenda Item Agenda Section
June 21, 9 a.m. City Council, South Tahoe Redevelopment Successor Agency Meeting City Attorney Cannabis Tax Measure Ballot Measure NB
City Manager Via Mobility Transit Workshop 1-3 pm NB
Present Award Cannabis Revenue Grant Consent
Dev Services Housing Element Adoption Public Hearing
South Tahoe Refuse Delinquent Refuse Fees Public Hearing City Clerk Resolution Calling for Consolidated Election/Ballot Measures/Offices Consent Proclamation - Parks Make Life Better Month Proclamations Finance CFD 2001-1 Series 2015 Special Tax Refunding Bonds for FY 2022-2023 Consent FY 2022-2023 Direct Charge for Mello-Roos Special Tax for CFD No. 1995-1 Consent Parks & Rec ART League Property Lease Consent
Park Foundation MOU Consent
Pub Works CIP Presentation - Policy Rankings NB
Award FY 2023 Airport Master Plan RFQ Consent
Tahoe Valley Phase I Improvements Award Consent
Award On-Call Mechanical Services Contract Consent
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2022 Agenda Planning Calendar Updated 6/02/2022
Annual Road Rehabilitation Contract Award NB
Rec Center Presentation UB
Award of 3 Contracts for ther Rec Center Consent
PSA with CCC Maintenance of Stormwater System Consent
Grant Funding for the Tahoe Valley Stormwater & Greenbelt Project Consent Aug. 9, 9 a.m. City Manager ARPA Project Round 2 Discussion Civic Spark Report
Finance Approval of Bond Financing Docs for the Rec Center Construction Financing NB Revised Fiscal Year 2020-2021 and Fiscal Year 2021-2022 Appropriation Limits Consent Financial Policy Update
Dev Services "Lease to Locals" Program Incentive
Pub Works Rec Center Bonds - Position of Statement
Facility Assessment Award
Airport Rate Study NB
Hazardous Materials Remediation Campground Store and Outbuildings Aug. 23, 9 a.m. Budget Workshop
Pub Works Formal CIP Presentation for Adoption
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2022 Agenda Planning Calendar Updated 6/02/2022
Title VI Plan Adoption
Sept. 6, 9 a.m. Dev Services PLHA Moderate Income Homebuyer Administration PSA Pub Works EIP and Regional Project Priority Presentation Sept. 20, 5:30 p.mPub Works Rec Center Award - Phase II Oct. 4, 9 a.m. City Clerk Conflict of Interest Code Update Ordinance Increasing City Council Compensation (First Reading) City Manager SW Gas Prestentation Renewable Energy Goals Dev Services California Building Code - Local Code Adoption Nov. 1, 9 a.m. City Clerk Ordinance Increasing City Council Compensation (Second Reading) Resolution Increasing City Treasurer Compensation
Nov. 15, 5:30 p.m.
Dec.13, 9 a.m. City Clerk Resolution Certification of Election Results City Council Re-Organization
Oath of Office
2023 Meeting Schedule
City Council Assignments to Boards and Commissions Discussion League - New Mayors and Council Members Attendance
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2022 Agenda Planning Calendar Updated 6/02/2022
City Employee Recognitions
City Attorney Parking Garage License Agreement with Verizon City Attny/PW Undergrounding Utilities
Amendments to Small Cell Policy
Liberty Utilities Franchise Agreement
City Clerk Records Management Policy (Updated)
Policy - Use of Personal Devices for City Business
City Manager Juvenile Treatment Center Discussion
Potential new City slogan
Customer satisfaction survey(s)
Dev Services Inclusionary housing ordinance
Plan Area Statement Update for Tourist Accommodation Uses Tourist Core Area Plan Amendment: 3828 Montreal Rd
RFP for consulting firms for Bijou / Al Tahoe Area Plan and Bijou Parks Master Plan Plan Area Statement 111 amendment
Single Room Occupancy Program Amendments
Unscheduled/Pending
510
2022 Agenda Planning Calendar Updated 6/02/2022
Outside Eating Code Review (coverage, seating, parking etc) Fire Weed abatement/nusance Program - Defensable Space
Fire Marshal
Parks & Rec
Public Works Award Engineering and Construction Contract South Hangar Taxi Lane Rehab Award Contract PD - Community Recource Center Renovations SEED Solar Photovoltaic Project PPA
Award - James and Eloise Drainage Improvement Project Phase 1 Airport Deferred Maintenance Plan
Recreation Bijou Park Master Plan
Bijou Golf Course "Rock the Lake" Event and Review
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